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Statutes

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STATUTES

CHAPTER I. NAME, TERMS OF REFERENCE AND OBJECTIVES

Article 1 Name

The New Wood United Nations Staff Union (hereinafter “the Union”) is an association within the meaning of articles 60 et seq. of the Swiss Civil Code, having its headquarters in Geneva and comprising persons employed or formerly employed by the United Nations (hereinafter “the Organization” or “the United Nations”), irrespective of the type of their contractual employment relationship with the Organization, as well as legal entities of staff unions or associations of other organizations of the United Nations system.

Article 2 Terms of reference

  1. 1 The Union shall be established on the basis of the founding principles of the United Nations Organisation contained, in particular, in the Charter of the United Nations, the Universal Declaration of Human Rights, the various international instruments relating to labour rights which emanate from decisions adopted by the Member States at the various General Assemblies of the Organisation and at the Conferences of the International Labour Organisation and, in particular, the ILO Declaration on Fundamental Principles and Rights at Work and its Follow-up, adopted on 18 June 1998, which renews the commitment of the Organization’s Member States, even where they have not ratified the corresponding Conventions, to respect, promote and realize the principles concerning freedom of association and the effective recognition of the right to collective bargaining. With this new approach, the Union thus symbolizes the break with the policy followed by the Organization’s Administration, which has always refused to implement the principles deriving from the above-mentioned instruments from which international civil servants do not draw benefit.

2.2 The Staff Union endorses the Universal Declaration of Human Rights, proclaimed by the United Nations General Assembly on 10 December 1948, with particular reference to its articles 20.1 and 23.4, and the International Covenant on Civil and Political Rights, adopted by the United Nations General Assembly in 1966 and which entered into force in 1976, with particular reference to its article 22, concerning freedom of association and the right to form and join trade unions.

  1. 3 The Union endorses the international standards adopted in the field of labour law, as laid down in various instruments of the International Labour Organisation, in particular ILO Convention 87 concerning Freedom of Association and Protection of the Right to Organise, ILO Convention 151 concerning Protection of the Right to Organise and Procedures for Determining Conditions of Employment in the Public Service, ILO Convention 154 concerning the Promotion of Collective Bargaining, and ILO Recommendation 143 concerning Protection and Facilities for Workers’ Representatives in the Undertaking.

 2.4 The Union is mindful of the objectives of the Charter of the United Nations and is convinced that their achievement requires the genuine participation of the staff and its organizations, the broadest possible promotion of solidarity and scrupulous respect for the provisions of Article 101.3 of the Charter.

2.5 The Staff Union considers that the independence of the United Nations Secretariat as a whole is inconceivable without the independence of its staff members in their own representation.

2.6 The Staff Union affirms its right to freely organize its representation in accordance with the above-mentioned international standards for the purpose of direct discussions and negotiations with employers, their representatives or agents.

2.7 The Staff Union reaffirms that, in application of the freedom of association, all staff members of the United Nations system organizations have the right, without prior authorization, to form and join associations, unions or other groupings of their own choosing.

2.8 The Union further reaffirms that associations, unions or other groupings of the United Nations system organizations have the right to draw up their statutes and regulations, elect their representatives, organize their management and activities and formulate their programmes of action independently and without any outside intervention.

2.9 The Union claims the right to negotiate the conditions of service of the staff of the United Nations system organizations and to conclude collective agreements or understandings, binding on all parties concerned, with the employers, their representatives or agents, and affirms that the first duty of its representation is to secure the fulfilment of this fundamental demand. The Union recognizes that the Noblemaire and Flemming principles are applicable in this case.

2.10 Members of the Union, women and men, shall have the same rights and obligations and shall be eligible for election to all organs of the Union.

2.11 The Union decides that, in application of the above terms of reference, its representation shall henceforth be validly organized in accordance with the terms and conditions set out in these Statutes.

Article 3 Responsibilities

The Union is solely responsible for its commitments. Any personal liability of members is excluded.

 

Article 4 Objectives

4.1 The overall purpose of the Staff Union is to enable all staff members of the organizations of the United Nations system to stop being afraid to assert their image and dignity and to have their personal value and the added value of their contribution to the United Nations recognized by the Administration, which ultimately exists only through its officials.

  1. 2 Within this framework, the Staff Union is committed to defending and promoting the professional, economic and social interests of all persons employed by the United Nations, regardless of the type of their contractual employment relationship, through “representation at the grass-roots level” based on communication and engagement of all its members and giving all United Nations staff the opportunity to express all their concerns and anxieties and to receive constant assistance and support, particularly in the areas of conflict prevention, mediation and advice, legal protection and social protection including adherence to existing international labour standards and practices, as well as with regard to “redeployment”, the development of a comprehensive unemployment insurance system for all civil servants, and health protection and long-term perspectives on health issues.
  2. 3. The Union also aims to devote much of its action to the resolution of human resources management problems, in the sense of a radical change in the approach to these problems by the Administration, so that such management is based on an adequate use of the real capacities of each staff member in relation to his or her experience and qualifications and the specific needs of the United Nations through a coherent approach to recruitment, career development, career opportunities, training and other means highlighting the human side of human resources management and finally allowing to have “the right person in the right place” whenever possible.

Article 5 Means of action

The Union shall carry out its action, in particular, by the following means :

(a) Establishing direct contacts with the United Nations Staff Coordinating Council in Geneva or any other body that will replace the Staff Coordinating Council, and with the United Nations Administrations in Geneva and New York;

(b) by ensuring compliance with and striving to improve the observance of the United Nations Staff Regulations and Rules, including the Rules of Representation of United Nations Staff at Geneva;

(c) ensuring strict observance, within the United Nations, of the provisions of the International Labour Conventions and Recommendations and any other relevant United Nations standards relating to the right to organize;

(d) by assisting its members in disputes concerning conditions of employment, work and welfare;

(e) by appointing from among its members representatives to the various joint committees and commissions and to other bodies on which the staff is represented or to which it has access, and by endeavouring, within these committees, commissions and bodies, to defend, in the broadest sense of the term, the interests of its members and of the staff as a whole;

(f) by initiating joint action at the inter-organizational level, by collaborating and federating with staff associations or similar unions of other international organizations, by affiliating with an international staff organization and by establishing close links with other institutions, such as trade unions and the media.

  1. g) by participating, through its representative(s), in international meetings organized in the fields of labour and human rights (Annual Conferences of the International Labour Organization, Governing Body of the ILO, United Nations General Assembly (through the 5th Committee in charge of personnel matters), United Nations Human Rights Council, etc.) either within the framework of the Staff Union’s delegation or within that of any other delegation that is conducive to the achievement of the Staff Union’s objectives;

(h) taking into account by all means at its disposal the effects of globalization as well as the implementation of the principles of decent work, the promotion of permanent contracts within all organizations of the United Nations system, the defence of acquired rights, the removal of the discretionary powers of the Secretary-General of the United Nations as an essential obstacle to the effective implementation in practice of labour and human rights at the United Nations as well as to the effective exercise of the Administration of justice.

Article 6 Financial and legal assistance

The Union may provide, to the extent possible, financial or legal assistance to United Nations staff members and former staff members or their families.

Article 7 Bodies and committees

The organs of the Union are:

  1. a) the Annual Ordinary General Meeting;
  2. b) the Extraordinary General Meeting;
  3. c) the Committee of the Union;
  4. d) the Audit Committee.

Article 8 The Committees

8.1 The Committees of the Union are as follows:

(a) the Legal Affairs Committee ;

(b) the Human Resources Committee;

(c) the Labour, Health and Social Security Committee;

(d) the Field Employment Committee;

(e) the Committee on General Service Staff Matters;

(f) the Committee on Personnel Matters in the Professional category.

8.2 The Committees shall report to the Committee, which may establish such other Committees as it deems necessary.

 

CHAPTER II. ADMISSION, RESIGNATION, EXCLUSION

Article 9 Admission

(a) Membership in the Staff Union shall be open to all persons employed or formerly employed by the United Nations, irrespective of the nature or type of their contractual employment relationship, and, as a legal entity, to any staff association or staff union of an organization of the United Nations system provided that the persons in question – whether natural or legal persons – accept the terms of reference and the aims of the Union as set out in Articles 2 and 4 of the present Statutes and the policy and programme of action determined by the Union.

(b) All applications for membership shall be submitted to the Committee of the Union, which alone shall be empowered to accept or reject them in accordance with the criteria set out in paragraph (a) above.

Article 10 Rights and Obligations of Members

(a) Members shall have the following rights :

(i) the right to receive advice, assistance and protection in all matters within the jurisdiction of the Union;

(ii) the right to address the Committee directly in respect of any complaint or claim which a staff member may have against his or her supervisor or the Administration and to be assisted, if he or she so desires, by a person designated by the Committee to follow any grievance procedure which may be instituted ;

(iii) the right to exercise the right to vote and to be eligible for election to any office on the Committee and all other bodies of the Union, under the conditions provided for in the Statutes. In the case of unions or associations which are members of the Union as a legal person, the right to vote or to be elected shall be limited to one representative of the member union or association in question.

(b) Any individual or collective member of the Union shall abide by the Statutes and the decisions of the General Assembly and the Committee.

  1. c) Any individual or collective member of the Union shall pay an annual subscription, the amount of which shall be fixed by the Annual General Meeting on the proposal of the Committee. In the case of unions or associations that are members of the Union as legal entities, the annual subscription rate shall be the annual amount set for each member of the union or association in question multiplied by the number of members of the union or association.

(d) Any individual or collective member of the Union who has not paid his or her dues for more than one year shall lose his or her right to vote and to speak at the General Assembly, the right to stand as a candidate or to vote in any election and all similar rights.

(e) Any individual or collective member who has not paid his or her dues for more than two years shall receive a warning from the Committee, served in writing; if this warning remains without effect for one month after the date of its receipt, the Committee shall submit the case to the General Assembly with a view to the possible exclusion of the defaulting member, in accordance with the provisions of Article 13 of the Statutes.

Article 11 Membership card

Upon admission, a union card is issued to each new member. In the case of member unions or associations, the card shall be issued in the name of the union or association concerned.

 Article 12 Resignation

The resignation of an individual or collective member can only be given by registered letter addressed to the Committee. This condition shall not be required of an individual member who ceases to be in the service of the United Nations.

Article 13 Exclusion

  1. a) The exclusion of an individual or collective member may be decided by the General Assembly by a two-thirds majority of the members present and entitled to vote.
  2. b) The following may be excluded in particular :
  3. i) any member who stubbornly refuses to abide by the provisions of the Statutes or the decisions of the Committee or the General Assembly ;
  4. ii) any member who procures or attempts to obtain aid or assistance by deception;

iii) any member whose conduct, in the judgement of the General Assembly, is seriously prejudicial to the interests of the Union.

  1. c) Proposals for expulsion shall be submitted to the General Assembly by the Committee either on its own initiative or at the request of at least twenty members. If the conduct of a member is seriously prejudicial to the interests of the Union, the Committee may take an interim decision to suspend the member in question, pending confirmation or reversal of that decision by the General Assembly.
  2. d) Any member subject to a proposal for expulsion shall be invited in writing to the meeting of the ordinary or extraordinary General Assembly where its expulsion shall be discussed at least thirty (30) days before the meeting to allow the member concerned to prepare any defence it may wish to present at that meeting. In the case of a union or association that is a corporate member, the representative of the union or association in question shall be invited.
  3. e) As from the date of dispatch of the invitation to the member concerned, the Committee shall set up a three-member committee which shall be responsible for preparing a statement of the reasons for the proposal to expel the member, which shall be sent, together with the possible defence of the member concerned, to all the members of the Union at least six (6) days before the ordinary or extraordinary General Meeting which will rule on the proposal in question.
  4. f) Excluded members may be readmitted under the conditions set by the General Assembly, on the proposal of the Committee.

Article 14 Consequences of loss of membership

Loss of membership shall entail the extinction of all rights enjoyed by members of the Union.

 

CHAPTER III. GENERAL MEETING

Article 15 Annual Ordinary General Meeting

  1. a) The annual Ordinary General Meeting of the individual or collective members of the Union shall meet once a year. It shall be held as soon as possible after elections to the Staff Coordinating Council or to any other body that will replace the Coordinating Council. It shall normally be held in Geneva or at one of the locations of the United Nations, but it may also be held at any other place agreed upon in advance by the Organizational Committee of the General Assembly.

(b) The agenda of the Annual General Assembly shall include the following items:

(i) Adoption of the minutes of the previous General Assembly;

(ii) Consideration of the management report of the outgoing Committee;

(iii) Consideration of a report by the outgoing Chairman on the policy of the Geneva Staff Coordinating Council or any other body that will replace the Coordinating Council ;

(iv) Consideration of the report of the Audit Committee ;

(v) Election of the President and Vice-Presidents of the Union for the current year, in accordance with the procedure provided for in Article 22 of these Statutes;

(vi) Election of the new Committee for the current year, in accordance with the procedure provided for in Article 22 of these Statutes;

(vii) Election of the Audit Committee;

(viii) Adoption of the individual and collective contribution rates for the following year;

(ix) Any other agenda item in addition to the above statutory items.

(c) The reports referred to in paragraph (b) above and the Committee’s proposals for other agenda items shall be circulated to the members of the Union at least six (6) days before the session of the Annual Ordinary General Meeting at which they are presented. Proposals for the rate of dues for the following year shall be accompanied by an estimate of income and expenditure for that period.

(d) The Committee shall elect an Organizing Committee consisting of three members before each Annual Ordinary General Assembly.

  1. e) The Organising Committee shall convene the Annual Ordinary General Assembly at least thirty days before the meeting.

Article 16 Extraordinary General Assembly

(a) An Extraordinary General Assembly shall be convened by the Committee when circumstances so require or when at least ten percent (10%) of the paying members so request in writing; it shall be held as soon as possible and not later than four weeks after receipt of the said request in the same places as set forth in Article 15 (a) above.

(b) The Committee shall announce at least six days in advance the date, place and agenda of the meeting and shall proceed to distribute the texts of proposals, if any. The Committee may shorten this period in exceptional circumstances.

(c) When an Extraordinary General Meeting is requested by members of the Union, applicants shall submit a provisional agenda to the Committee for its approval. Once approved by the Committee, the agenda shall be communicated to the members.

  1. d) The Extraordinary General Meeting may make interim or final decisions or postpone its decisions until the next ordinary annual General Meeting.

Article 17 Convening and agenda

  1. a) Apart from the regular agenda of the Annual Ordinary General Meeting, which is set out in Article 15 of these By-Laws and which is mandatory in the case of statutory items, the other items on the agenda of all General Meetings, including those on the agenda of Extraordinary General Meetings, shall be established by the Committee, which shall, however, include any item whose inclusion is requested in writing by at least ten percent (10%) of the paying members of the Union.
  2. b) The Committee shall announce at least six (6) days in advance the date, place and agenda of the meeting. The Committee may shorten this period in exceptional circumstances.
  3. c) Members may, after the agenda has been exhausted, put other matters for discussion with the consent of the General Assembly, but only those items on the agenda which have been brought to the attention of the members in accordance with the preceding paragraph may be the subject of decisions. The General Assembly may, however, instruct the Committee to consider any matter which it deems useful.

(d) The Committee may invite representatives of other United Nations or non-United Nations staff unions or associations and representatives of the media to attend meetings of the General Assembly as observers with the right to speak in an advisory capacity after prior authorization by the President of the General Assembly.

Article 18 Distribution of texts of proposals

  1. a) Draft resolutions submitted to the General Assembly must reach the Union Secretary in time to be distributed to the members of the Union at least three (3) days before the meeting.
  2. b) Draft amendments containing significant changes must reach the Union Secretary in time to be circulated to the members of the Union at least three (3) days before the meeting.
  3. c) The President of the General Assembly may make exceptions to the rules set out in paragraphs a) and b) above either in exceptional circumstances or if the conduct of the debates so requires, unless one-third of the members present and entitled to vote object.

Article 19 Voting procedure

(a) Except as otherwise provided in these Statutes, decisions shall be taken by an absolute majority of the members present and entitled to vote.

(b) Voting by proxy shall be permitted only for members on mission, for members residing at a duty station other than that at which voting takes place and for retired members irrespective of their place of residence.

  1. c) The General Assembly shall decide on strike action. It shall do so by secret ballot if at least one third (1/3) of the members present and entitled to vote so request.
  2. d) The President of the General Assembly, who shall be elected at the beginning of the session by all present members of the Union entitled to vote, shall not vote, except in the event of a tie; if the President abstains in such a case, the motion presented shall not be adopted.

Article 20 Minutes

  1. a) The minutes of the General Assembly shall be drawn up and kept by the Committee.
  2. b) The Committee shall communicate to the members of the Union the text of the resolutions adopted and a record of the decisions taken by each General Meeting within ten (10) working days, indicating, in each case, the number of votes for and against and the number of abstentions.

CHAPTER IV. OTHER MEETINGS OF THE UNION

Article 21

In addition to the meetings of the General Assemblies, the Union will also have the following meetings:

– Bimonthly meetings: general briefings on the activities of the Union, including discussion of recommendations made by the Committee to the General Assembly. These meetings shall be held every two weeks.

– Meetings of the Committee: Meetings held once a week.

– Geneva Group meetings: meetings of representatives of staff associations of the specialized agencies and other organizations based in Geneva, to which representatives of the Staff Union are invited to participate. These meetings are held in principle once a month.

 

CHAPTER V. THE COMMITTEE

Article 22 Structure and election procedure of the Committee

  1. a) The Committee shall consist of a maximum of ten (10) members who shall be elected for a term of one year and shall be eligible for re-election.
  2. b) The structure of the Committee shall be as follows:

– a Chairman;

– up to four Vice-Chairpersons;

– a Secretary General;

– a Communications Secretary;

– one Treasurer;

– two Members.

The procedure for the election of Committee members is as follows:

– The President may stand for a maximum of two consecutive one-year terms. He/she shall be eligible for re-election after a period of two years from his/her last term of office. Nevertheless, he/she may stand for election to the other senior positions in the Union (Vice-President, General Secretary, Communications Secretary, Treasurer or Committee member) immediately after the end of his/her last term.

– The Vice-President, the General Secretary, the Communications Secretary, the Treasurer and other members of the Committee may stand for a one-year term of office and shall be eligible for re-election without limit to the number of consecutive or non-consecutive terms of office.

(c) To the extent possible, the ten members shall be elected for a maximum of five consecutive terms. (5) members from among the members of the Union in the General Service category and up to five (5) members from among the members of the Union in the Professional category, for as long as these categories remain within the United Nations system.

(d) The election of the members of the Committee shall take place at an Annual Ordinary General Meeting, as provided for in Article 15 of these Statutes, and the elected members of the Committee shall take office as soon as such election has taken place.

Article 23 Vacancies

If, during the term of office of the Committee, a vacancy occurs, elections shall be held at an Extraordinary General Assembly to fill the vacancy. The vacancy shall be determined by the Committee.

Article 24 Staff representation and participation in the work of the Union

(a) The Staff Union Committee shall take all necessary steps to establish the composition of the list of members of the Staff Union who will be candidates for election to the United Nations Staff Coordinating Council in Geneva or any other body that may replace the Staff Coordinating Council, as well as to the United Nations cooperation bodies in Geneva. The list of candidates for the Union shall be drawn up in advance on the basis of a call for nominations from all members of the Union and the Committee shall then analyse the order of the members on the list, taking into account all the elements necessary to achieve electoral success.

(b) Candidates for the future Executive Board of the Coordinating Council or of the executive body replacing the Coordinating Council shall be elected at an Extraordinary General Assembly, it being understood that the head of the list shall have priority over all other candidates for the composition of the Executive Board of the Coordinating Council or the body replacing it. The election period begins with the preparation of the …

The meeting shall be held at the end of the year and shall end with the election of the new Executive Bureau of the Coordinating Council or its successor body.

(c) Representatives of the Union on the Coordinating Council, or the body that will replace it, or on cooperation bodies, shall be bound by the terms of reference and goals of the Union as set out in the Statutes and the policy and programme of action determined by the Union. They shall be committed to the strict observance of trade union discipline on the basis of the programme that emanates from the collective will of the members of the Union for the benefit of the interests of all staff of the United Nations Office at Geneva.

(d) The Committee shall be responsible for assisting, guiding and monitoring the work of the Union’s representation by all means, as well as for promoting union action among the Union’s allies in the Coordinating Council or in the body that represents it.

(d) The Committee shall be responsible for assisting, guiding and monitoring the work of the Staff Union’s representation by all means, as well as for promoting the Union’s action among the Union’s allies in the Coordinating Council or its successor body, in the Geneva Group and in staff representations at other duty stations.

(e) The Committee shall ensure that representatives of the Union participate regularly in meetings of the Coordinating Council or its successor body, or in cooperation bodies, respect discipline and the mandates of the Union, and maintain constant contact and communication with the Committee and with staff representatives at other duty stations so as to ensure better coordination of union action.

Article 25 Functions of the Committee

(a) The Committee shall be the executive organ of the Union. Its first task is to ensure the implementation of the decisions and recommendations of the General Assembly and it shall inform the General Assembly of its action in this regard.

(b) The Committee shall have the duty to constantly defend the interests of the Union, guided by the principles and purposes of the Statutes and the policy and programme defined by the General Assembly, and shall ensure the application of these Statutes.

(c) For the constitution of the new Coordinating Council or the body that will replace it, with or without allies, the Committee shall convene a special meeting at which it shall invite the new members elected to the Coordinating Council or the replacement body to participate.

(d) The Committee shall decide on the distribution of tasks among the new members of the Union elected to the Executive Bureau of the Coordinating Council and shall keep a record of such decisions.

  1. e) The outgoing Committee shall submit to each meeting of the Annual Ordinary General Meeting a management report and proposals for the annual membership fee for the following year.

(f) The Committee shall be solely responsible for the dissemination on behalf of the Union of information to the members of the Union and the staff of the United Nations Office at Geneva, primarily through the communiqués of the Union; any other information or articles of general interest to be published on behalf of the Union shall be sent to the Committee for prior approval prior to dissemination or publication.

(g) In the event of a tie vote in a vote within the Committee, the Chairman shall have a casting vote.

Article 26 Motion of censure

The Committee shall resign if the Annual Ordinary General Meeting adopts a motion of censure, provided that the motion of censure has been duly placed on the agenda of the Meeting and that at least one third (1/3) of the members of the Union entitled to vote are present during the vote.

 

CHAPTER VI. FINANCIAL PROVISIONS

Article 27 Resources of the Union

The Union’s resources are earmarked:

(a) to cover administrative expenses;

(b) to establish a contingency reserve fund, if necessary;

(c) to establish, if necessary, a fund for trade union action;

  1. d) to cover other expenses to give effect to these By-Laws or to pursue the aims of the Union as defined in Article 4 of the By-Laws.

Article 28 Audit Committee

  1. a) The Audit Committee shall consist of three (3) members appointed for one year by the Annual General Meeting.
  2. b) It shall review the financial management of the Committee and shall in particular :
  3. i) control the number of stamps issued, as well as the amount shown in the Treasurer’s accounts for dues collected;

(ii) verify that each item of expenditure has been made on the authorization of the Committee and countersign the invoices or receipts.

  1. c) It shall report and submit proposals and observations to the Annual Ordinary General Meeting on all financial aspects of the Committee’s work and on all financial matters concerning the Union as a whole.
  2. d) The report of the Audit Committee, its proposals and any comments shall be circulated at least six (6) days before the Annual Ordinary General Meeting.

 

CHAPTER VII. MISCELLANEOUS PROVISIONS

Article 29 Consultation of members

(a) The entire membership of the Union may be consulted on any matter at the initiative of the Committee or upon request signed by at least twenty (20) members.

 (b) Consultation of members shall be carried out by the Committee, which shall send questionnaires to all members entitled to vote, including those who are not in their posts at the time of the consultation.

  1. c) The Committee shall communicate the results of the consultation to all members of the Union and submit them to the General Assembly.

Article 30 Amendment of the Statutes

These Articles of Association and their Appendices may be amended by the Annual Ordinary General Meeting or by the Extraordinary General Meeting whose agenda expressly includes such amendment.

Article 31 Dissolution

  1. a) The dissolution of the Union may be decided by the General Assembly under the following conditions:

(i) The Committee must first organize a general consultation of all the members of the Union;

(ii) If, during this consultation, two thirds (2/3) of the members of the Union are in favour of the dissolution, the Committee shall convene as soon as possible a General Assembly which must be attended by two thirds (2/3) of the members of the Union;

(iii) At the General Assembly which shall decide on the dissolution, a majority of two-thirds of the members present shall be required to decide on the dissolution; however, if twenty members present at the General Assembly oppose the dissolution, it cannot be decided.

(b) If the dissolution of the Union is decided in accordance with this Article, the General Assembly shall decide on the use of the funds.

(c) In the event of the disappearance of the United Nations system, the dissolution of the Union shall be automatic.

Statutes amended, in accordance with Article 30 and the decisions of the General Assembly at its meetings of 26 June 2003, 20 June and 4 July 2007

ANNEX

RULES OF PROCEDURE OF THE UNION COMMITTEE

 

  1. As a general rule, the new Committee shall elect its Secretary-General and Treasurer at its first meeting.
  2. As a general rule, the new Committee, at its first meeting, shall elect those of its members who shall be responsible for the various technical commissions established for the current year. The President and Vice-Presidents of the Union, as well as the General Secretary, may exercise such responsibility, in the same capacity as the members of the Committee, either as head of the commission in question or within the commission.
  3. The Committee shall meet in ordinary session in principle on a weekly basis.
  4. The Chairman, the Vice-Chairmen or the Secretary-General shall convene other meetings of the Committee whenever circumstances so require. A meeting may also be convened if at least three (3) members of the Committee so request.
  5. a) The agenda shall be drawn up on the proposal of the Chairman, a Vice-Chairman, the Secretary General or any member of the Committee ;
  6. b) In principle, each member of the Committee shall receive a notice of meeting and a draft agenda forty-eight (48) hours before the meeting;

(c) Members of the Subcommittees will be appointed by the Committee. Any member wishing to be a member of a Subcommittee shall submit a request to the Committee, which will decide on the request. The Chairman, the Vice-Chairmen and the Secretary-General may be responsible for or serve on such Subcommittees.

  1. Members of the Committee shall receive a brief report of each meeting, including at least the decisions taken.
  2. (a) The Committee may establish such standing Subcommittees as it deems appropriate to study and follow up any matter referred to it by the Committee and on which it shall report to the Committee;

(b) For the study of any matter, the Committee may establish an ad hoc working group ;

(c) The members of the Subcommittees shall be appointed by the Committee. (c) Members of Subcommittees shall be appointed by the Committee. Any member wishing to serve on a Subcommittee shall apply to the Committee, which shall decide on the application. The Chairman, the Vice-Chairman and the Secretary-General may be responsible for or serve on such Subcommittees.

  1. The Secretary-General shall carry out the decisions of the Committee. He shall refer to the Committee any matter which seems to him to require its consideration and shall propose for its approval any measure which he deems appropriate.
  2. The Secretary-General shall be responsible for the custody of the records of the Union; a copy of every document relating to the activities of the Union shall be sent to him.
  3. The Treasurer shall be responsible for :
  4. a) keeping an up-to-date list of the members of the Union;
  5. b) collecting current or arrears dues;
  6. c) issuing a receipt for dues;
  7. d) making payments in respect of expenses falling within the competence of the Committee, subject to the authorization of the Committee or, in case of emergency, of the Organizing Secretary, which authorization shall then be confirmed by the Committee at a later date;

(e) to submit to the Committee, on a quarterly basis, a report showing :

(i) the number of admissions and the number of resignations;

(ii) the status of the accounts, including the payment of contributions;

(f) generally ensure compliance with the rules relating to the management of the Union’s funds.