egea general assembly 2012 september, 14th annual congress 2012, leuven
TRANSCRIPT
EGEA
General Assembly 2012
September, 14th
Annual Congress 2012, Leuven
1. Official Opening
Welcome to the General Assembly 2012
in Leuven!
Welcome Word by Svetlana Samsonova (President 2011/12)
2. Announcements
2.1 Announcement of the updated list of entities with and without voting rights
2.2 Announcement of the GA validity
”Therefore, an entity which has already visited the previous
General Assembly and has registered in the beginning of
the current one gets the voting right from that moment on.
Therefore, an entity which has not visited the previous
General Assembly and has not registered in the beginning
of the current one, loses the voting rights from that
moment on.”
[Protocol, Article 5.3]
2.1 Announcement of the updated list of entities with and without voting
rights
Entities with Voting Rights
East:
EGEA Bucharest
EGEA Gdansk
EGEA Iasi
EGEA Izhevsk
EGEA Krakow
EGEA Kyiv
EGEA Moscow
EGEA Pécs
EGEA Szeged
EGEA Timisoara
EGEA Warszawa
Euromed:
EGEA Barcelona
EGEA Beograd
EGEA Ljubljana
EGEA Malta
EGEA Maribor
West:
EGEA Aachen
EGEA Amsterdam
EGEA Augsburg
EGEA Berlin
EGEA Bern
EGEA Bonn
EGEA Brussel
EGEA Erlangen
EGEA Graz
EGEA Groningen
EGEA Hannover
EGEA Tampere
EGEA Tartu
EGEA Trondheim
EGEA Vilnius
EGEA Jena
EGEA Leuven
EGEA Mainz
EGEA Marburg
EGEA Muenchen
EGEA Muenster
EGEA Osnabrueck
EGEA Tuebingen
EGEA Utrecht
EGEA Wien
North & Baltic:
EGEA Copenhagen
EGEA Helsinki
EGEA Riga
EGEA Saint-Petersburg
Entities without Voting Rights
Associated
EGEA Bratislava
EGEA Sosnowiec
EGEA Athens
EGEA Kiel
EGEA Joensuu
EGEA Sevilla
Nominated:
EGEA Budapest
EGEA Tver
EGEA Lviv
EGEA Madrid
EGEA Passau
Prospective:
EGEA Salzburg
”The General Assembly is valid if more than 50% of the
member entities are present.”
[Statutory Base, Article 9.2]
51 member entities in EGEA
46 member entities present
90,196% of the member entities are present at
the General Assembly.
The General Assembly is valid.
”Decisions that will lead to the modification of the articles of the Statutory
Base must be taken by at least two-thirds majority of the representatives at
the General Assembly.” [Statutory Base, Article 14.2]
”The General Assembly takes decisions by the relative majority of
representatives from the entities with voting rights present at the meeting,
except of the cases mentioned in the Statutory Base or the Protocol.”
[Protocol, Appendix A, Article I.4.1]
”Relative majority means that while voting among several options or
´abstaining´, the option gaining the most votes is approved. However, if
the option ’abstaining’ prevails, voting has to be repeated until one of the
other options except ’abstaining’ wins. [Protocol, Appendix A, Article I.4.2]
3. Voting Procedure (explanation)
”Two-thirds majority means that the number of votes for a proposition or
candidate must equal or exceed twice the number of votes against it.
However, if the option ’abstaining’ prevails, voting has to be repeated until
one of several options except ’abstaining’ wins.” [Protocol, Appendix A,
Article I.4.3]
”Each representative of the entities with voting rights has one vote.”
[Protocol, Appendix A, Article I.4.4]
”Every vote at the General Assembly is cast by a signal defined by the
moderator, unless the moderator requires a written vote or representative
of the General Assembly desires this before voting. Written voting will be
done by secret ballot (unsigned). The result of the voting shall be
announced by the moderator.” [Protocol,Appendix A, Article I.4.5]
3. Voting Procedure (explanation)
3. Voting Procedure (explanation)
Every entity representative with voting rights has received three coloured cards:
RED = Against
GREEN = Agree
YELLOW = Abstained
TEST VOTING
4. Selection of vote counters
”The General Assembly shall then elect three members of the Association to count the votes during the General Assembly.” [Protocol, Appendix A, Article II.2.3]
Selecting 3 vote counters
VOTING
5. Vote of the minute takers
Board of EGEA proposes the following minute takers:
Annika Palomäki (EGEA Tampere)
Colette Caruana (EGEA Malta)
VOTING
6. Approval of the GA moderator
The BoE proposes to vote upon approving the
following GA moderator:
Jeroen van Pelt (EGEA Utrecht)
VOTING
Rules of procedures
Each entity representative may either ask a question or make a comment only once per agenda item [Protocol, Appendix A, Article I.I.3]
additional, invited speakers are excluded from the rule
7. Approval of the Agenda
The agenda was provided 30 days prior to the General Assembly.
VOTING
8. Regional Matters
8.1 General Overview
8.2 Eastern Region
8.3. Western Region
8.4. North & Baltic Region
8.5. EuroMediterranean Region
8.6. Regional Congresses 2012
8.7. Regional Congresses 2013
Presented by Svetlana Samsonova.
8.1 General Overview
8.2 Eastern Region
Presented by Petronela Bordeianu Regional Assistant East
Presented by Alexander WackerRegional Assistant West
8.3 Western Region
Presented by Jirka KonietznyRegional Asisstant North & Baltic
8.4 North & Baltic Region
Presented by Sergio CuevasRegional Assistant Euromed
8.5 EuroMediterranean Region
Presented by Kristel SieprathAnnual Congress Organizer
8.6 Regional Congresses 2012
Eastern Regional Congress25th February - 1st March
Western Regional Congress1st - 5th April
North & Baltic Regional Congress15th - 21st April
Euromed Regional Congress1st - 5th May
8.7 Regional Congresses 2013
Eastern Regional Congress 2013: EGEA Moscow and EGEA Tver
Western Regional Congress 2013: EGEA Berlin
North & Baltic Regional Congress 2013:
EGEA Copenhagen
Euromed Regional Congress 2013: EGEA Barcelona, EGEA Madrid and
EGEA Sevilla
9. Approval and discharging of entities
9.1 Discharging of entities
9.2 Approval of entities
9.1 Discharging entities
Eastern Region:
No entity to be discharged.
9.1 Discharging entities
Western Region:
The entity of Leeds to be discharged.
VOTING
9.1 Discharging entities
North & Baltic Region:
No entity to be discharged.
9.1 Discharging entities
Euromed Region:
No entity to be discharged.
9.2 Approval of entities
Eastern Region:
EGEA Arkhangelsk
EGEA Budapest
EGEA Lviv
EGEA Tver
to become approved entities.
VOTING
9.2 Approval of entities
Western Region:
EGEA Passau
EGEA Goettingen
to become approved entities.
VOTING
9.2 Approval of entities
Euromed Region:
EGEA Madrid to become an approved entity.
VOTING
9.2 Approval of entities
North & Baltic Region:
No entity to be approved. :-(
10. Overview of Annual Congress 2011
10.1 Annual Congress 2011
10.2 Financial Overview
10.1 Annual Congress 2011
Presented by Carolin Ziegler
Annual Congress Organizer 2011/12
10.2 Financial Overview
Presented by Christoph Götz
VOTING
11.1 Report of the BoE
11.2 Report of the Secretariat
11.3 Report of Committees:
Activities and Events Committee (ActCom)
Communication and Media Committee (CMC)
Entity Support Committee (ESC)
Fundraising Committee (FundCom)
Human Resources and Training Committee (HRTC)
Scientific Committee (SciCom)
Website Committee (WebCom)
European Geographer (EG)
11. Annual Report 2011/12
11.1 Report of the BoE
Presented by Svetlana Samsonova
11.2 Report of the Secretariat
Presented by Sanne Heijt
Secretariat Director 2011/12
EGEA
Secretariat Report 2011/2012
Board of EGEA's first live meeting in Utrecht
Task division Rabobank Chamber of
Commerce
Small administrative tasks
European Geographer
Email/Incoming post Refund Claims EGEA Archive EGEA legal
documents
Statutory Base
Communication with the Board of EGEA
Visibility
EGEA Partners
EGEA Partners
The EGEA Secretariat 2011/2012
Sanne Heijt
European Geography AssociationFor students & young geographers
11.3 Report of Committees
Presented by Joanna Wawrynowicz
Vice-President 2011/12
Events & Activities Committee
Presented by Carolin Ziegler
Speaker 2011/12
Communication & Media Committee
Presented by Sander van der Klei
Speaker 2011/12
Entity Support Committee
Presented by Grzegorz Łach
Speaker 2011/12
Fundraising Committee
Presented by Natalia Morozova
Member 2011/12
Human Ressources & Trainings Committee
Presented by Christoph Götz
Speaker 2011/12
Scientific Committee
Presented by Sandra Sosnowski
Speaker 2011/12
Website Committee
Presented by Sven Vanderhaegen
Speaker 2011/12
European Geographer
Presented by Tobias Michl
Chief Editor 2011/12
12. EGEA external relations
12.1. General overview
12.2. ESRI
12.3. University of Utrecht
12.4. EUROGEO
12.5. GEM-Tempus
12.6. IFISO
12.7. ThinkYoung
12.8. IFSA
12.9. EGEA Dinosaurs & Alumni
12.10. Other
12.1 General Overview
Presented by Svetlana Samsonova
12.2 ESRI
12.3 University of Utrecht
12.4 EUROGEO
12.5 GEM-Tempus
12.6 IFISO
12.7 ThinkYoung
12.8 IFSA
12.9 EGEA Dinosaurs & Alumni
12.10 Other
13. EGEA Finances 2011/2012
13.1. General Overview
13.2. Financial Report 2011/2012/ FCC feedback about
Financial Report
Financial report 2011-12 - prepared for the General Assembly 2012
Presented by Michael PoulsenTreasurer 2011/12
ORDINARY ACTIVITIESCongresses annual congress, income € 2.208,98 annual congress, expenses € -3.500,00 regional congresses, expenses € -4.385,68 Other member activities other member activities, income € 11.815,00 other member activities, expenses € -12.951,51 Information activity publications, income € 40,00 publications, expenses € -968,33 other expenses € -117,17 Association activities wages, salaries € -4.000,00 Subcontracting € - office rent € - travel costs € -5.239,10 office equipment, mail, etc. € -106,03 bank fees € -237,51 other administration € -87,04 TOTAL ORDINARY ACTIVITIES € 17.528,39
FUND RAISINGFund raising EU YiA grant € 27.650,00 EYF grant (category C) € 4.757,00 ESRI and University of Utrecht € 11.000,00 TOTAL FUND RAISING € 43.407,00
EXTRAORDINARY ITEMS Extraordinary expenses € -2.189,03 Extraordinary income € 176,01 TOTAL EXTRAORDINARY EXP/INC € -2.013,02
profit/loss € 23.865,59
APPROPRIATIONS reservations (increase/decrease) € 23.831,43
PROFIT/LOSS 2011-2012 € 34,16
Income statement 1.7.2011-31.6.2012
Balance sheet 31.6.2012
ASSETS CURRENT ASSETSAccrued income ESRI sponsorship € 4.000,00 EU YiA grant 2012 - arrears € 5.530,00 EYF grant 2012 (category C) - arrears € 2.378,00 Other member activities € 2.020,00 - EYF grant 2012 (category A) - arrears € 1.800,00
Cash and bank Bank account 30.06.2012 € 33.935,21 TOTAL ASSETS € 47.863,21
LIABILITIES AND EQUITYCAPITAL AND EQUITYAssociation's capital Capital 01.07.2011 € 7.582,09 Accounting period's profit/loss Accounting period's profit/loss € 34,16
APPROPRIATIONSOptional reservations Reservation EU YiA grant € 18.574,43 Reservation EYF grant 2012 (category C) € 4.757,00 Reservation Website € 1.000,00 Reservation travel costs € 500,00
LIABILITIESAccruals and deferrals Accrued expenses Travel costs € 2.027,54 Bank costs € 57,41 Other information activities € 117,17 Wages and salaries € 4.000,00 Office equipment € 71,85 Regional Congresses € 2.385,68 European Geographer € 468,23 Other member activities € 6.287,65 TOTAL LIABILITIES AND EQUITY € 47.863,21
Budget proposed for the General Assembly 2012
By the candidates for the BoE 2012-13
Budget for EGEA 01.07.2012-31.12.2012
Income 32 981,43€ Reservation EU YiA grant 18 574,43€ Reservation EYF grant 4 757,00€ Website development reservation 2010-11 1 000,00€ Reservation travel costs 500,00€ University of Utrecht sponsorship 2012 2 000,00€ ESRI sponsorship 2012/2 5 000,00€ Annual Congress 2012 fee 1 150,00€
Expenses 32 981,43€ Staff 1 460,00€ Salary for website administrator 500,00€ Staff training 960,00€
General expenditure 928,15€ Electronic equipment 928,15€
Statutory meetings 16 294,04€ General Assembly (travel refunds) 4 000,00€ General Assembly (subs. Costs) 3 500,00€ RCP live meeting (travel refund) 800,00€ Committees (travel refunds) 5 526,04€ Committees (subsistence costs) 2 468,00€
Staff travel expenses 2 327,00€ Board meetings 2 327,00€
Subcontracting 6 000,00€ Wesbite development (EU grant) 5 000,00€ Website development (2010-11 reservation) 1 000,00€
Other costs 5 972,24€ European geographer 531,77€ Promotional material 2 689,96€ Bank fees 136,19€ Legal fees for registering stautory base changes 1 000,00€ Congress publications 1 614,32€
Budget for EGEA 01.01.2013-30.06.2013
Income 22 000,00€ Income 6 000,00€ ESRI 4 000,00€ ESRI 4 000,00€ University of Utrecht 2012 2 000,00€ University of Utrecht 2012 2 000,00€ EU Grant 2013 (80% of €20.000) 16 000,00€ Expenses 22 000,00€ Expenses 6 000,00€ CP Days, trainings 1 000,00€ RCP travel costs 200,00€ Regional congresses 4 000,00€ Regional congresses 4 000,00€ Committee meetings 3 000,00€ European Geographer 400,00€ RCP travel costs 1 200,00€ Other costs 250,00€ Travel costs BoE and Secretariat Director 4 000,00€ Travel costs BoE and Secretariat Director 1 000,00€ Bank fees 300,00€ Bank fees 150,00€ Promotional materials 1 350,00€ European Geographer 800,00€ Other costs 350,00€ Website 2 000,00€ Staff Salary 3 500,00€ Regional Congress Publications 500,00€ Budget balance -€ Budget balance -€
13.2 Financial Report 2011/2012
Feedback by Florian Simetsreiter
Financial Control Commission / Representative West
VOTING
14. Strategic Plan 2009 – 2012 Evaluation
Presented by Svetlana Samsonova
15. Protocol Changes 2012
15.1. Proposal for changing Protocol art. 18
allowing for two Regional Assistants instead of only one
15.2. Proposal for changing Protocol art. 21
AC Fee group division
15.3. Proposal for changing Protocol art. 21
specifying source for calculating AC fee groups
15.4. Proposal for changing Protocol art. 10
duty of the Annual Congress Organiser vis-à-vis the FCC
15.1 Proposal for changing Protocol art. 18
From...
18.4. Each Regional Contact Person can appoint 1 Regional Assistant to assist in his/her duties.
To…
18.4. Each Regional Contact Person can appoint a maximum of two Regional Assistants to assist them in their duties.
The RCP function will still demand a lot of time. There will be less responsibilities, than there were when it was combined with the BoE position but a good RCP will go deeper into and focus more on specific problems and demands, because he/she has more disposable time for this.
Back-up
Diversity of assistance: skills and location
Sustainability
VOTING
15.2 Proposal for changing Protocol art. 21
From...
21.1. In order to reduce differences between countries with entities of the Association and to make the groups of countries more or less equal in size, gross domestic product (GDP) is used when dividing countries into three categories for the distribution of fees:
21.1.1. GROUP A: Countries with GDP (PPP) larger than 24.000 USD 100 % of the fee.21.1.2. GROUP B: Countries with GDP (PPP) from 12.000 USD to 24.000 USD 75 % of the fee. 21.1.3. GROUP C: Countries with GDP (PPP) less than 12 000 USD 50 % of the fee. To...
21.1. In order to reduce differences between countries with entities of the Association and to make the groups of countries more or less equal in size, gross domestic product (GDP) is used when dividing countries into four categories for the distribution of fees:
21.1.1. GROUP A: Countries with GDP per capita (PPP) larger than 35.000 USD 100 % of the fee. 21.1.2. GROUP B: Countries with GDP per capita (PPP) from 15.000 USD to 35.000 USD 80 % of the fee. 21.1.3. GROUP C: Countries with GDP per capita (PPP) from 10.000 USD to 15.000 USD 65 % of the fee. 21.1.4. GROUP D: Countries with GDP per capita (PPP) less than 10.000 USD 50 % of the fee.
VOTING
15.3 Proposal for changing Protocol art. 21
From…Every year the GDP will be checked and countries will be assigned to their respective fee group by the Board.To…Every year the GDP (PPP) will be checked and countries will be assigned to their respective fee group by the Board based on data from the International Monetary Fund (IMF). Refer to appendix C for detailed source. The data shall be for the most recent year possible and reviewed until may 1st so as to be published along with the opening of the registration period.
Amendment to Appendix C:Source upon which the fee-groups for the Annual Congress are based:International Monetary Fund – World Economic Outlook DatabaseVariable: GDP per Capita, PPP (current international $) http://www.imf.org/external/ns/cs.aspx?id=28
VOTING
15.4 Proposal for changing Protocol art. 10
From…10.8.5.3. Prepares the financial report of the annual congress and presents it to the Financial Control Commission.
To…10.8.5.3. Prepares the financial report of the Annual Congress, which should contain a chart with all invoices (numbered), an additional description in English of the bills and invoices and date of issue, and presents it to the Financial Control Commission at least 30 days before next year's General Assembly.
VOTING
16. Candidates for Annual Congress 2013
EGEA Warszawa
Presented by Karol Pasek & Anna Tołoczko
VOTING
17. Financial Control Commission
“…the General Assembly appoints a Financial Control Commission, consisting of at least two members from the Association and representing the regional division of the Association. Each region may offer one candidate. Neither members of the current, nor of the candidate Board can take part in the Financial Control Commission.” [Statutory Base, Article 13.3]
17.1 Discharging of the FCC 2011/2012
17.2 Approving of the FCC 2012/2013
17.1 Discharging of the FCC 2011/2012
To discharge the Financial Control Commission 2011/2012:
Olga Chernopitskaya, St. Petersburg (North & Baltic
Region)
Florian Simetsreiter, Muenchen (Western Region)
Claudia Iordache, Bucharest (Eastern Region)
Jaime Jover Báez, Sevilla (Euromed Region)
VOTING
17.2 Approving of the FCC 2012/2013
To approve the Financial Control Commission 2012/2013:
Milda Latakaite, Vilnius (North & Baltic Region)
Wendy Wuyts, Leuven (Western Region)
Claudia Iordache, Bucharest (Eastern Region)
Sergio Cuevas Perez, Barcelona (Euromed Region)
VOTING
18. Secretariat
“The SECRETARIAT is the central contact address and the external information and administration centre of the Association. It is located in Utrecht, the Netherlands. Secretariat Officials are approved by the General Assembly.” [Protocol , Article. 18.2]
17.1 Discharging of the Secretariat Director 2011/2012
17.2 Approving of the Secretariat Director 2012/2013
18.1 Discharging of the Secretariat Director 2011/2012
To discharge the Secretariat Director 2011/2012:
Sanne Heijt, EGEA Utrecht
VOTING
18.2 Approving of the Secretariat Director 2012/2013
To approve the Secretariat Director 2012/2013:
Rik de Kleijn, EGEA Utrecht
VOTING
19. Board of EGEA (BoE)
“ The board members are elected by the General Assembly out of members from the Association and in line with the regional division of the Association. Each region may offer one candidate.” [Statutory Base, Article 10.2]“ A representative of the entity chosen to organize the Annual Congress will also become a member of the Board.” [Statutory Base, Article 10.3]
18.1 Discharging of the BoE 2011/2012
18.2 Approving of the BoE 2012/2013
19.1 Discharging of the BoE 2011/2012
To discharge the Board 2011/2012:
Svetlana Samsonova (EGEA Moscow), President
Joanna Wawrynowicz (EGEA Warszawa), Vice-President
Henning Kronen (EGEA Aachen), Secretary
Michael Poulsen (EGEA Copenhagen), Treasurer
Kristel Sieprath (EGEA Leuven), Annual Congress Organizer
VOTING
19.2 Policy Paper 2012/2013
EGEA Policy Paper 2012/2013 prepared by the candidates for the Board of EGEA 2012/13
Presented by Jirka KonietznyCandidate for EGEA President 2012/13
19.3 EGEA Budget 2012/2013
Presented by Maciej RadynoCandidate for EGEA Treasurer 2012/13
Commented by Florian SimetsreiterFinancial Control Commission / Representative West
VOTING
19.4 Approving of the BoE 2012/2013 and the Regional Contact Persons
To approve the candidating Board of EGEA 2012/2013:
Jirka Konietzny (EGEA Trondheim), President
Niels Grootjans (EGEA Groningen), Vice-President
Petronela Bordeianu (EGEA Iasi), Secretary
Maciej Radyno (EGEA Warszawa), Treasurer
Anna Tołoczko (EGEA Warszawa), Annual Congress Organizer
VOTING
19.4 Approving of the BoE 2012/2013 and the Regional Contact Persons
(RCPs)
To approve the candidating Regional Contact Persons 2012/2013:
- Martijn Claes (EGEA Leuven), Regional Contact Person Western Region
- Colette Caruana (EGEA Malta), Regional Contact Person Euromed
Region
- André Berger (EGEA Trondheim), Regional Contact Person North &
Baltic Region
- Alexandra Savulescu (EGEA Bucharest), Regional Contact Person
Eastern RegionVOTING
20. Closure of the GA
Jirka Konietzny
BoE President 2012/2013