EINIRAS Constitution

2. Aims and Objectives

The aims of the network shall be to promote co-operation and information exchange throughout Europe in the fields of international relations and area studies and to provide tools and systems enabling institutions to improve documentation and information services in these fields for researchers and practitioners.**

3. Membership

i. Membership applications shall be addressed to the President and shall be determined by the Steering Committee.

ii. Full membership shall be open to institutions and organisations active in the field of international relations and area studies and interested in the aims of the network

iii. Corresponding membership shall be open to individuals interested in the aims and activities of the network. Corresponding members shall also be granted honorary membership by the Steering Committee.

iv. All members may attend meetings and contribute to discussions. Only full members shall have the right to vote, each holding one vote.

4. Structure

i. There shall be a President, General Meetings, a Steering Committee and Task Groups.

ii. The President shall be the official representative of the network and be responsible for the promotion of its aims, for strategic planning, for fund-raising, for ensuring adequate communication and for the holding of General Meetings at appropriate intervals. The President shall be elected for a period of three years ending no later than the end of the calendar year in which the third year is completed, and may stand for re-election. (For election procedures, see Appendix A.)

iii. A General Meeting open to all members shall normally be held annually, and shall be held at least every second year. Observers may be invited by the President to attend the General Meeting.

iv. Voting shall be by a simple majority of the full members present, except as provided for by paragraph 6 and Appendix A of this constitution. Proposals which are to be put to an electronic vote shall be sent to members eight weeks before the voting deadline. Electronic voting shall be by a simple majority of the full members responding by the deadline for voting.

v.. The Steering Committee shall comprise the President, an elected full member representing each Task Group, the chairpersons of the previous, current and next General Meetings, and another two elected full members. The term of office of the elected full members shall be three years. Re-election shall be possible. Others may be invited to attend the meetings of the Steering Committee. The Steering Committee's role is to support and advise the President, who reports to the General Meeting, and to encourage co-operative activities by members and by the network.

vi. Task Groups may be formally set up or dissolved at General Meetings with the approval of a simple majority of the full members present. Each shall elect one of its full members to serve on the Steering Committee. Task Groups shall report to the General Meeting.

5. Finances

i. Financial contributions to the work of the organisation shall be processed and accounted for in accordance with the requirements of the bodies providing the funds concerned, and a report shall be submitted to the General Meeting.

ii. A General Meeting may decide by a simple majority of the voting members present to levy fees. Any proposals for such fees shall be circulated to all members at least six weeks before the General Meeting.

iii. Should fees be levied, the Steering Committee shall be responsible for reporting to the General Meeting on the use of these funds.

iv. Auditing procedures shall be established by the General Meeting as required.

v. Fees may be levied from each individual participant or participating member for the organisation of the General Meeting. Such fees shall be discussed and approved by the Steering Committee.

6. Amendments to the Constitution

Proposals to amend the constitution shall be circulated to all members at least three months before a General Meeting. Amendment of the constitution shall be by a two-thirds majority of the voting members present at the General Meeting, provided that that majority constitutes at least half of the full membership.

Appendix A

i. Elections for the office of President shall be held by secret ballot at a General Meeting.

ii. The Steering Committee shall appoint an electoral officer, who will normally be the chairperson of the forthcoming General Meeting.

iii. The electoral officer shall decide on a closing date for nominations when making the arrangements for the General Meeting, and shall give all members at least six weeks’ notice of this.

iv. Nominations shall be submitted in writing to the electoral officer, with the candidate’s consent, by the specified date.

v. The names and personal statements of those standing for election and the date and time of the ballot shall be sent to all full members at least two weeks before the General Meeting, and shall also be made available at the meeting.

vi. Full members unable to attend a General Meeting at which elections are to be held may vote by proxy. The proxy shall be assigned to another full member and the electoral officer informed in writing of the arrangement. No member shall hold more than two proxies.

vii. Election shall be by absolute majority of the votes cast. Should the leading candidate obtain less than 50 per cent of the votes cast, a second ballot shall be held between the two candidates who received the most votes.

viii. If only one candidate is nominated, a formal ballot shall still be held, and that candidate shall be elected provided that she/he obtains 50 per cent of the votes cast.

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* The name was decided by the steering committee on 26 July 1996 in Ebenhausen, Germany, after a referendum of the member institutes according to a decision of the general meeting in Paris, France, 17 September 1995.

** For Additional aims and objectives see:»Towards the Creation of an European Information Network on International Relations and Area Studies – Call for Support»