- Rules of procedure of the general assembly of the EMU
- Minimum requirements for organising a general assembly
In pursuance of Art. VI item 8 of the EMU Statutes, the General Assembly adopts the following rules of procedure:
1. PREPARATION OF THE GENERAL ASSEMBLY
a) The date of the General Assembly shall be communicated to members not less than six months in advance in writing.
b) The convocation and the order of business shall be communicated to the members two months before the General Assembly.
c) Working documents for the meeting shall possibly be sent to members together with he convocation and the order of business two months before the General Assembly, however not less than two weeks beforehand.
d) Members may table motions and proposals concerning the order of business in writing to the Bureau, not less than one month before the Assembly. These shall be communicated to members not less than two weeks before the General Assembly.
2. HOLDING OF THE GENERAL ASSEMBLY
a) At the beginning of the General Assembly, the Chairman shall ascertain that the Assembly has been duly convened and verify the number of voting members.
b) If the President and the’ Vice-President are prevented from chairing the meeting, the General Assembly shall elect another member of the Bureau to chair the meeting.
c) The General Assembly shall take decisions on all motions tabled. All votes shall, as a rule, be taken by show of hands. In the case of a draw, the motion is negativated. No motion may be tabled on items of the order of business that are already concluded.
d) In accordance with Art. VI, item 6 of the EMU Statutes, resolutions of the General Assembly shall normally be adopted by simple majority, i.e. with more than half of the valid votes cast.
e) The order of business shall be approved by the General Assembly. f) The minutes of proceedings of the General Assembly shall include the motions, the resolutions and the voting and election results. The minutes of proceedings of the General Assembly shall be dispatched to members not later than two months after the meeting. In the absence of any objection from members within the following two months, the minutes shall be considered as approved. Objections shall be clarified at the next General Assembly.
3. ELECTION OF THE BUREAU
a) Before the election starts, the General Assembly shall elect an election board with one scrutineer and two tellers.
b) The election shall take place in the following order: Election of the President Election of the Vice-President Election of 3 ~ 5 further members of the Bureau.
c) For the election of the new Bureau ordinary members will be asked together with the convocation to the General Assembly to nominate a candidate for the new Bureau for all positions: the President, Vice-President as well as 3 – 5 candidates as further members of the Bureau. This invitation shall be communicated to the members together with the convocation to the General Assembly. Members may table proposals inclusive a curriculum vitae and a letter of motivation of the nominated person to the President, not less than one month before the General Assembly. Proposals will be communicated to the members not less than two weeks beforehand. Nominated persons will be invited to give a short presentation at the General Assembly. The President shall previously make sure that, if elected, candidates will be prepared to accept the function they will be entrusted with. If none of the candidates proposed within the deadlines is elected, the General Assembly may propose and elect new candidates. If these candidates are not elected either, the election to the function and/or functions not yet occupied in the Bureau shall take place at the next General Assembly. The language during the board meetings is English.
d) During the election of the Bureau, the scrutiniser shall chair the General Assembly. After the election, the elected President shall take the Chair.
e) On principle, voting shall be by secret ballot. No exception to this rule shall be made, unless requested by a unanimous resolution of the General Assembly.
f) For secret ballots, the ballot may not carry more names of candidates than there are vacancies to be filled and the name of the same candidate may not be put down more than once. Ballots not complying with this provision shall not be valid.
g) The President and the Vice-President shall be elected by separate ballots. The candidate who obtains the majority of valid votes cast shall be declared elected.
h) The other up to five members of the Bureau shall be elected on the same ballot paper. Ballots may only carry one name less then the number of vacancies to be filled, otherwise they shall not be valid. Those who on the first ballot obtain both, the greatest number of votes and the absolute majority of valid votes cast, shall be declared elected. On the following ballots, those who receive the greatest number of votes shall be declared elected. i) In the event of a tie, a second ballot shall take place.
4. ELECTION OF THE AUDITORS
a) The General Assembly shall propose candidates for the election of the auditors.
b) The election shall take place by show of hands, unless one of the members requests a secret ballot. For secret ballots, provisions under item 3c) shall apply.
5. COMPLEMENTARY PROVISIONS
a) Exceptionally, the General Assembly may depart from the provisions of these rules of procedure by a majority resolution of voting members present.
b) The rules of procedure may only be changed or revised by a two-thirds majority vote of ordinary members present at the General Assembly.
c) The Rules of Procedure in this revised version shall enter into force on 16 May 2012.