good governance for article 19 · good governance for article 19 - version 2.01, may 2018 6...
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GOODGOVERNANCEFORARTICLE19AmanualofbestpracticeforBoards,Chairs,IndividualMembers,andAffiliates.DocumentName GoodGovernanceforARTICLE19DocumentOwner ChairoftheInternationalBoard(viatheInternational
GovernanceSub-CommitteeDelegatedto: DirectorofCommunicationsandInformationCreated FEBRUARY2018Published MAY2018Modified Version Englishlanguageversion2.01Purpose AmanualofbestpracticeforBoards,Chairs,Individual
Members,andAffiliatestoensuregoodpracticeingovernanceoftheorganisation.
Distribution ALLARTICLE19,Trustees,Affiliates.Access Open.Availableonarticle19.organdinternalsystems.
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ContentsGlossaryofDefinitions 4Introduction 5PART1. PRINCIPLESOFGOODGOVERNANCEFORARTICLE19 1.OrganisationalPurpose 8 2.Leadership 9 3.Integrity 10 4.Decisionmaking,riskandcontrol 12 5.BoardEffectiveness 14 6.Diversity 16 7.Opennessandaccountability 17PART2. AGUIDETOARTICLE19GOVERNANCESTRUCTURESANDPRACTICE1. ABOUTARTICLE19INTERNATIONAL 20
1.1 Whatwedo 201.2 OurVision,MissionandCoreValues 201.3 CoreActivities 211.4 StrategicObjectivesoftheExpressionAgenda 22
2. GOVERNANCESTRUCTURE 23
2.1 GeneralAssembly 232.2 InternationalBoard 24 2.2.1 FinanceandGeneralPurposesCommittee(FGPC) 2.2.3 InternationalGovernanceCommittee
(knownastheGovernanceSub-Committee(GSC)2.3 Internationaloffice 25 2.3.1 RoleoftheExecutiveDirector2.4 Howweworktogether:Membership 26 2.4.1 Membershipcriteria 2.4.2 Aboutaffiliatemembers 2.4.3 AboutRegionalOffices 2.4.4 AboutIndividualMembers 2.4.5 Compliance2.5 TheRoleofGovernanceandManagement 28
2.5.1 GeneralAssembly,BoardandInternationalSecretariatroles
2.6 GeneralAssembly,LeadershipandRepresentation 312.6.1 AffiliateMemberrepresentationatthe
GeneralAssembly2.6.2 Extra-GeneralAssemblyCoordination2.6.3 PerformanceManagement
2.7 InternationalBoard 32
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2.7.1 PowersandfunctionsoftheBoard2.7.2 DutiesofInternationalBoardMembers2.7.3 IndividualresponsibilitiesofInternationalBoard
Members2.7.4. CodeofconductforBoardMembers2.7.5 WhocanbeontheBoard?2.7.6. ExpertiseandbalanceofBoardMembers2.7.7. Termofofficeandrotation2.7.8. Boardvacancies2.7.9. ElectionofBoardMembers2.7.10. Induction2.7.11. Boardmeetings2.7.12. QuorumforMembers’meetings2.7.13 AgendaofBoardmeetings2.7.14 DecisionmakingatBoardmeetings2.7.15 CommitteesandotherengagementbyBoard
Members2.7.16.AnnualBoardreviewandreflection2.7.17.DisqualificationandremovalofMembers2.7.18.RegisterofInterestsofBoardMembers2.7.19.Boardexpensespolicy2.7.20BoardCommittees2.7.21 AppointmentofCommitteeMembers2.7.22. Co-optedCommitteeMembers/Members2.7.23. ChairsofCommittees2.7.24 ConductofCommitteemeetings2.7.25 Conflictsofinterestandduty2.7.26 Annualreviewandreflection2.7.27 TheInternationalOffice
3. DISPUTERESOLUTION 42
3.1 GeneralPrinciplesofDisputeResolution 423.2 BoardProcessesforDisputeResolution 423.3 GeneralAssemblyProcessesforDisputeResolution 433.4 ExternalProcessesforDisputeResolution 44
PART3. LISTOFAPPENDICIES(SUPPLEMENT)
I. ArticlesofAssociationII. InternationalConstitutionIII. MemorandumofUnderstandingIV. TermsofReferenceforcommitteesV. OrganisationalvaluesVI. BoardExpensespolicy(infull)VII. AppointedMembers(2017)
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GLOSSARYOFDEFINITIONSAffiliateMembermeansanyseparatelegalentity,whichentersintoaLicenceAgreement,whichincorporatesaMemorandumofUnderstandingwithARTICLE19fortheestablishmentanddeliveryofARTICLE19Internationalprojects,programmes,strategiesandvision.ThetermmayalsoincludeRegionalOfficeswheretheyhavemetsuchcriteriadeterminedbytheInternationalBoard,whohaveenteredintoaMemorandumofUnderstandingwithARTICLE19andwhichareadmittedbytheInternationalBoardasanAffiliateMemberofARTICLE19International.AnnualGeneralAssemblyMeetingmeanstheannualmeetingoftheGeneralAssembly(GA),whichreviewstheannualaccountsandapprovestheannualreportoftheInternationalBoard.ARTICLE19meansthecharitablecompanylimitedbyguaranteeregisteredinEnglandandWales(registeredcompanynumber2097222andregisteredcharitynumber327421)whichactsasthecoordinatingbodyofARTICLE19InternationalandwhoseInternationalBoardisentrustedwithgovernanceofbothARTICLE19andARTICLE19International.ARTICLE19Internationalmeanstheinternationalassociationoforganisations,andindividualswhoagreetoadheretotheInternationalConstitutionandsupporttheaimsandmissionassetoutinthisInternationalConstitutionthroughouttheworld.ArticlesofAssociationmeanstheArticlesofAssociationofARTICLE19.ChairmeansthechairpersonoftheInternationalBoardappointedundertheArticlesofAssociation.ExecutiveDirectormeansthechiefexecutiveofARTICLE19andARTICLE19International.GeneralAssemblymeanstheassemblyestablishedbytheInternationalBoardforARTICLE19Internationalwithsuchdescriptionandwithsuchrightsandobligationsastheythinkfit,comprisingtheIndividualMembersandrepresentativesofAffiliateMembersadmittedtotheGeneralAssemblybytheInternationalBoard.InternationalConstitution:NamelythetermsuponwhichARTICLE19Internationaloperatesacrossits’variousentities.IndividualMembermeansanindividualwhoisafreedomofexpressionexpertorotherexpertandpersonofhighstandingwhoiscommittedtopromotingtheobjectsofARTICLE19andwhoisadmittedbytheInternationalBoardasanIndividualMemberofARTICLE19International.InternationalBoardmeanstheboardofMembersofARTICLE19whosemembersareappointedbytheMembersfollowingrecommendationfromtheGeneralAssemblyinaccordancewiththeArticlesofAssociationandwhichisentrustedwiththegovernanceofARTICLE19andARTICLE19International.InternationalOfficemeanstheLondon-basedandmulti-locationalsupportandmanagementstructureofARTICLE19International.
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LicenceAgreementmeansthecontractualagreementbetweenARTICLE19andAffiliateMembers(whererelevant)underwhichARTICLE19licensestheARTICLE19nameandbrand.MemorandumofUnderstandingmeanstheagreementbetweenARTICLE19andAffiliateMembersthatgovernstheresponsibilitiesandobligationsoftheAffiliateMembersandARTICLE19.RegionalOfficemeanstheregionaloffice,whichisabranchofARTICLE19InternationalincountriesorregionsthatarenotcoveredbyanAffiliateMember.Theseofficesmaybesetupeitheronatemporarybasistorespondtotheneedsofspecificprojects,ortoformthebasisfornewAffiliateMembers,inaccordancewiththerulessetoutintheInternationalConstitution.RegionalOfficesarenotMembers.MembersmeanstheMembersofARTICLE19whoaremembersoftheInternationalBoard.
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IntroductionItistheaimofthisManualistohelpARTICLE19Internationalandtheirtrusteesdevelopthesehighstandardsofgovernance.Weoweittoourbeneficiaries,stakeholdersandsupporterstodemonstrateexemplaryleadershipandgovernance.ThisManualisapracticaltooltohelptrusteesachievethis.TheManualisnotalegalorregulatoryrequirement.Itdrawsupon,thoughissubstantiallydifferentfrom,the[UK]CharityCommission’sguidance.Instead,theManualsetstheprinciplesandrecommendedpracticeforgoodgovernanceandisdeliberatelyaspirational.ThisManualisdesignedasatooltosupportcontinuousimprovement.Compliancewiththelawisanintegralpartofgoodgovernance.ThisManualdoesnotattempttosetoutallthelegalrequirementsthatapplytoARTICLE19Internationalanditstrustees,butitisbasedonafoundationoftrustees’basiclegalandregulatoryresponsibilities.AboutthismanualThismanualisdesignedtobereadintwoparts.Thefirstpartpresentsacodeofbestpracticeforgovernance.Thesecondpartisdesignedasareferenceguidetotheentities,structuresandscopeofgovernanceandmanagementinARTICLE19.InPart1oftheManualsevenprinciples*buildontheassumptionthatARTICLE19Internationalisalreadymeetingthefoundationofgoodgovernance.Eachprinciplehasabriefdescription,arationale(thereasonswhyitisimportant),keyoutcomes(whatyouwouldexpecttoseeiftheprinciplewereadopted)andrecommendedpracticeItisimportantthattrusteesdiscussManualprinciplesandrecommendedpracticeandmakewell-considereddecisionsabouthowtheseshouldbeappliedintheirnot-for-profit.AlltrusteesareencouragedtomeettheprinciplesandoutcomesoftheManualbyeitherapplyingtherecommendedpracticeorexplainingwhattheyhavedoneinsteadorwhytheyhavenotappliedit.InPart2oftheManualthefocusisontherelationshipsbetweenARTICLE19governancestructures.ThissectionisdesignedtobeareferencetoolbutalsoanevolvingdocumentthatcrystalisesbestpracticeacrossallofARTICLE19’sinternationalconstituents.Whoisthismanualfor?Thismanualhasbeenwrittenprimarilyfor:
• ARTICLE19GeneralAssemblyrepresentativesandRegionalandInternationalBoardMembers(Members).
*ThetextofPart1andtheprincipleshasbeenadaptedfromtheCharityGovernanceCode,producedbytheUKbasedGoodGovernanceSteeringGroup(https://www.charitygovernancecode.org/en).TheCodewasdevelopedwiththehelpofover200charities,individualsandrelatedorganisations.
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• MembersofnationalBoardsregardlessoftheirdesignationasaffiliatesorregionaloffices• StaffofARTICLE19’sInternationalOffice• Donors(whenrequested)• PartnersandassociatesofARTICLE19,• Governmentrepresentativesandotherinterestedpartiesonrequest.• Membersofthepublic–onrequest.
TheInternationalBoardandGeneralAssemblymembersarerecommendedtoreadthisdocumentinfull.TheInternationalBoardisresponsibleforapprovingsuggestedchangesandfinalizingthedocumentunderthedirectionofthechairoftheGovernanceSub-CommitteeandtheExecutiveDirector.TomaketheGuideasaccessibleaspossiblewehavesummarisedthelanguageofthestatutorydocumentsreferredtoinPart2,suchastheInternationalConstitutionandArticlesofAssociation.However,thelanguageofthestatutorydocumentsalwayssupersedesthelanguageofthisGuide.
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PART1PRINCIPLESOFGOODGOVERNANCEFORARTICLE19
THEPRINCIPLESPrinciple1.OrganisationalpurposeTheboardisclearaboutARTICLE19International’saimsandensuresthatthesearebeingdeliveredeffectivelyandsustainably.RationaleARTICLE19Internationalexiststofulfillacharitablepurpose.TrusteeshavearesponsibilitytounderstandtheenvironmentinwhichARTICLE19InternationalisoperatingandtoleadARTICLE19Internationalinfulfillingitspurposesaseffectivelyaspossiblewiththeresourcesavailable.Todootherwisewouldbefailingbeneficiaries,fundersandsupporters.Theboard’scoreroleisafocusonstrategy,performanceandassurance.Keyoutcomes
• TheboardhasasharedunderstandingofandcommitmenttoARTICLE19International’spurposesandcanarticulatetheseclearly.
• TheboardcandemonstratethatARTICLE19Internationaliseffectiveinachievingitscharitablepurposesandagreedoutcomes.
Recommendedpractice1.1.Determiningorganisationalpurpose
1.1.1.Theboardperiodicallyreviewstheorganisation’scharitablepurposes,andtheexternalenvironmentinwhichitworks,tomakesurethatARTICLE19International,anditspurposes,stayrelevantandvalid.1.1.2.Theboardleadsthedevelopmentof,andagrees,astrategythataimstoachievetheorganisation’spurposesandisclearaboutthedesiredoutputs,outcomesandimpacts.
1.2Achievingthepurpose
1.2.1.AlltrusteescanexplainARTICLE19International’spublicbenefit.1.2.2.TheboardevaluatesARTICLE19International’simpactbymeasuringandassessingresults,outputsandoutcomes.
1.3Analysingtheexternalenvironmentandplanningforsustainability
1.2.1.Theboardregularlyreviewsthesustainabilityofitsincomesourcesandbusinessmodelsandtheirimpactonachievingourpurposesintheshort,mediumandlongerterm.
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1.5.2.Trusteesconsiderthebenefitsandrisksofpartnershipworking,mergerordissolutionifotherorganisationsarefulfillingsimilarpurposesmoreeffectivelyand/orifARTICLE19International’sviabilityisuncertain.1.5.3.Theboardrecognisesitsbroaderresponsibilitiestowardscommunities,stakeholders,widersocietyandtheenvironment,andactsontheminamannerconsistentwithARTICLE19International’spurposes,valuesandavailableresources.
Principle2.LeadershipWeareledbyaneffectiveboard,whichprovidesstrategicleadershipinlinewithARTICLE19International’saimsandvalues.RationaleStrongandeffectiveleadershiphelpsARTICLE19Internationaladoptanappropriatestrategyforeffectivelydeliveringitsaims.ItalsosetsthetoneforARTICLE19International,includingitsvision,valuesandreputation.Keyoutcomes
• Theboard,asawhole,andtrusteesindividually,acceptcollectiveresponsibilityforensuringthatARTICLE19Internationalhasaclearandrelevantsetofaimsandanappropriatestrategyforachievingthem.
• TheboardagreesARTICLE19International’svision,valuesandreputationandleadsbyexample,requiringanyonerepresentingARTICLE19Internationalreflectsitsvaluespositively.
• TheboardmakessurethatARTICLE19International’svaluesarereflectedinallofitswork,andthattheethosandcultureoftheorganisationunderpinthedeliveryofallactivities.
Recommendedpractice2.1LeadingARTICLE19International
2.1.1.Theboardandindividualtrusteestakecollectiveresponsibilityforitsdecisions.2.1.2.Thechairprovidesleadershiptotheboardwithprimeresponsibilityforensuringithasagreedpriorities,appropriatestructures,processesandaproductivecultureandhastrusteesandseniorstaffwhoareabletogovernwellandaddvaluetoARTICLE19International.2.1.3.Inthecaseofthemostseniormemberofstaff(e.g.CEO)theboardmakessurethatthereareproperarrangementsfortheirappointment,supervision,support,appraisal,remunerationand,ifnecessary,dismissal.2.1.4.Theboard’sfunctionsareformallyrecorded.Thereareroledescriptionsdefiningresponsibilitiesforalltrusteesthatdifferentiateclearlythoseofthechairandotherofficerpositionsandoutlinehowtheserolesrelatetostaff.
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2.1.5.Wheretheboardhasagreedtoestablishaformallyconstitutedsubsidiaryorganisation,itisclearabouttherationale,benefitsandrisksofthesearrangements.Theformalrelationshipbetweentheparentcharityandeachofitssubsidiariesisclearlyrecordedandtheparentreviews,atappropriateintervals,whetherthesearrangementscontinuetobestservetheorganisation’scharitablepurposes.
2.2.Leadingbyexample
2.2.1.Theboardagreesthevalues,consistentwithARTICLE19International’spurpose,thatitwishestopromoteandmakessurethatthesevaluesunderpinallitsdecisionsandARTICLE19International’sactivities(seealsoPrinciple1).2.2.2.Theboardrecognises,respectsandwelcomesdiverse,differentand,attimes,conflictingtrusteeviews.2.2.3.TheboardprovidesoversightanddirectiontoARTICLE19Internationalandsupportandconstructivechallengetotheorganisation,itsstaffand,inparticular,themostseniormemberofstaff.2.2.4.Theboard,throughitsrelationshipwiththeseniormemberofstaff,createstheconditionsinwhichARTICLE19International’sstaffareconfidentandenabledtoprovidetheinformation,adviceandfeedbacknecessarytotheboard.
2.3Commitment
2.3.1.AlltrusteesgivesufficienttimetoARTICLE19Internationaltocarryouttheirresponsibilitieseffectively.Thisincludespreparingformeetingsandsittingonboardcommitteesandothergovernancebodieswhereneeded.Theexpectedtimecommitmentismadecleartotrusteesbeforenominationorappointmentandagainonacceptanceofnominationorappointment.2.3.2.Whereindividualboardmembersarealsoinvolvedinoperationalactivities,forexampleasvolunteers,theyareclearaboutthecapacityinwhichtheyareactingatanygiventimeandunderstandwhattheyareandarenotauthorisedtodoandtowhomtheyreport.
Principle3.IntegrityTheboardactswithintegrity,adoptingvaluesandcreatingaculture,whichhelpsachievetheorganisation’scharitablepurposes.Theboardisawareoftheimportanceofthepublic’sconfidenceandtrustinARTICLE19International,andtrusteesundertaketheirdutiesaccordingly.RationaleTrustees,andtheboardmemberscollectively,haveultimateresponsibilityforARTICLE19International’sfundsandassets,includingitsreputation.Trusteesshouldmaintaintherespectofbeneficiaries,other
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stakeholdersandthepublicbybehavingwithintegrity,evenwheredifficultorunpopulardecisionsarerequired.NotdoingthisrisksbringingARTICLE19Internationalanditsworkintodisrepute.Keyoutcomes
• TheboardactsinthebestinterestsofARTICLE19Internationalanditsbeneficiaries.Theboardisnotundulyinfluencedbythosewhomayhavespecialinterests,andplacestheinterestsofARTICLE19Internationalbeforeanypersonalinterest.Thisapplieswhethertrusteesareelected,nominated,orappointed.Collectively,theboardisindependentinitsdecisionmaking.
• TheboardsafeguardsandpromotesARTICLE19International’sreputationand,byextension,promotespublicconfidenceinthewidersector.
• Membersoftheboardandthoseworkinginorrepresentingtheorganizationareseentobeactingwithintegrity,andinlinewiththevaluesofARTICLE19International.
Recommendedpractice3.1.MaintainingARTICLE19International’sreputation
3.1.1.Trusteesadoptandadheretoasuitablecodeofconductthatsetsoutexpectedstandardsofprobityandbehaviour.3.1.2.TheboardconsidershowARTICLE19Internationalisperceivedbyotherpeople,andorganisationsinvolvedwithARTICLE19Internationalandthepublic.ItmakessurethatARTICLE19Internationaloperatesresponsiblyandethically,inlinewithitsownaimsandvalues.3.1.3.TheboardensuresthatARTICLE19Internationalfollowsthelaw.Italsoconsidersadherencetonon-bindingrules,codesandstandards,forexamplerelevantregulatoryguidance,
the‘NolanPrinciples’†andotherinitiativesthatpromoteconfidenceinARTICLE19International.3.2.Identifying,dealingwithandrecordingconflictsofinterest/loyalty
3.2.1.Theboardunderstandshowrealandperceivedconflictsofinterestsandconflictsofloyaltycanaffectacharity’sperformanceandreputation.3.2.2.TrusteesdiscloseanyactualorpotentialconflictstotheboardanddealwiththeseinlinewithARTICLE19International’sgoverningdocument,andaregularlyreviewedconflictsofinterestpolicy.3.2.3.Registersofinterests,hospitalityandgiftsarekeptandmadeavailabletostakeholdersinlinewithARTICLE19International’sagreedpolicyondisclosure.3.2.4.Trusteeskeeptheirindependenceandtelltheboardiftheyfeelinfluencedbyanyinterestormaybeperceivedasbeinginfluencedortohavingaconflict.
†ThesevenprincipleofPublicLife-https://www.leadinggovernance.com/blog/nolan-principles-20-years
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Principle4.Decision-making,riskandcontrolTheboardmakessurethatitsdecision-makingprocessesareinformed,rigorousandtimely,andthateffectivedelegation,controlandrisk-assessment,andmanagementsystemsaresetupandmonitored.RationaleTheboardisultimatelyresponsibleforthedecisionsandactionsofARTICLE19Internationalbutitcannotandshouldnotdoeverything.TheboardmayberequiredbystatuteorARTICLE19International’sgoverningdocumenttomakecertaindecisionsbut,beyondthis,itneedstodecidewhichothermattersitwillmakedecisionsaboutandwhichitcanandwilldelegate.Trusteesdelegateauthoritybutnotultimateresponsibility,sotheboardneedstoimplementsuitablefinancialandrelatedcontrolsandreportingarrangementstomakesureitoverseesthesedelegatedmatters.Trusteesmustalsoidentifyandassessrisksandopportunitiesfortheorganisationanddecidehowbesttodealwiththem,includingassessingwhethertheyaremanageableorworthtaking.Keyoutcomes
• Theboardisclearthatitsmainfocusisonstrategy,performanceandassurance,ratherthanoperationalmatters,andreflectsthisinwhatitdelegates.
• Theboardhasasounddecision-makingandmonitoringframework,whichhelpstheorganisationdeliveritscharitablepurposes.Itisawareoftherangeoffinancialandnon-financialrisksitneedstomonitorandmanage.
• Theboardpromotesacultureofsoundmanagementofresourcesbutalsounderstandsthatbeingover-cautiousandriskaversecanitselfbeariskandhinderinnovation.
• Whereaspectsoftheboard’srolearedelegatedtocommittees,staff,volunteersorcontractors,theboardkeepsresponsibilityandoversight.
Recommendedpractice4.1.Delegationandcontrol
4.1.1.Theboardregularlyreviewswhichmattersarereservedtotheboardandwhichcanbedelegated.Itcollectivelyexercisesthepowersofdelegationtoseniormanagers,committeesorindividualtrustees,stafforvolunteers.4.1.2.Theboarddescribesits‘delegations’frameworkinadocumentwhichprovidessufficientdetailandclearboundariessothatthedelegationscanbeclearlyunderstoodandcarriedout.Systemsareinplacetomonitorandoverseehowdelegationsareexercised.4.1.3.Theboardmakessurethatitscommitteeshavesuitabletermsofreferenceandmembershipandthat:
• thetermsofreferencearereviewedregularly• thecommitteemembershipisrefreshedregularlyanddoesnotrelytoo
muchonparticularpeople.
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4.1.4.Whereacharityusesthirdpartysuppliersorservices–forexampleforfundraising,datamanagementorotherpurposes–theboardassuresitselfthatthisworkiscarriedoutintheinterestsofARTICLE19InternationalandinlinewithitsvaluesandtheagreementbetweenARTICLE19Internationalandsupplier.Theboardmakessurethatsuchagreementsareregularlyreviewedsothattheyremainappropriate.4.1.5.TheboardregularlyreviewsARTICLE19International’skeypoliciesandprocedurestoensurethattheycontinuetosupport,andareadequatefor,thedeliveryofARTICLE19International’saims.Thisincludespoliciesandproceduresdealingwithboardstrategies,functionsandresponsibilities,finances(includingreserves),serviceorqualitystandards,goodemploymentpractices,andencouragingandusingvolunteers,aswellaskeyareasofactivitysuchasfundraisinganddataprotection.
4.2.Managingandmonitoringorganisationalperformance
4.2.1.Workingwithseniormanagement,theboardensuresthatoperationalplansandbudgetsareinlinewithARTICLE19International’spurposes,agreedstrategicaimsandavailableresources.4.2.2.TheboardregularlymonitorsperformanceusingaconsistentframeworkandchecksperformanceagainstdeliveryofARTICLE19International’sstrategicaims,operationalplansandbudgets.Ithasstructuresinplacetoholdstafftoaccountandsupporttheminmeetingthesegoals.4.2.3.Theboardagreeswithseniormanagementwhatinformationisneededtoassessdeliveryagainstagreedplans,outcomesandtimescales.Informationshouldbetimely,relevant,accurateandprovidedinaneasytounderstandformat.4.2.4.Theboardregularlyconsidersinformationfromothersimilarorganisationstocompareorbenchmarktheorganisation’sperformance.
4.3Activelymanagingrisks
4.3.1.Theboardretainsoverallresponsibilityforriskmanagementanddiscussesanddecidesthelevelofriskitispreparedtoacceptforspecificandcombinedrisks.4.3.2.TheboardregularlyreviewsARTICLE19International’sspecificsignificantrisksandthecumulativeeffectoftheserisks.Itmakesplanstomitigateandmanagetheserisksappropriately.4.3.3.TheboardputsinplaceandregularlyreviewsARTICLE19International’sprocessforidentifying,prioritising,escalatingandmanagingrisksand,whereapplicable,ARTICLE19International’ssystemofinternalcontrolstomanagetheserisks.TheboardreviewstheeffectivenessofARTICLE19International’sapproachtoriskatleasteveryyear.4.3.4.TheboarddescribesARTICLE19International’sapproachtoriskinitsannualreportandinlinewithregulatoryrequirements.
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4.4Appointingauditorsandaudits
4.4.1.Theboardagreesandoverseesaneffectiveprocessforappointingandreviewingauditors,takingadvicefromanauditcommitteeifoneexists.4.4.2.WhereARTICLE19Internationalhasanauditcommittee,itschairhasrecentandrelevantfinancialexperienceandthecommitteeincludesatleasttwotrustees.4.4.3.Theboard,orauditcommittee,hastheopportunitytomeettheauditorswithoutpaidstaffpresentatleastonceayear.4.4.4.Arrangementsareinplaceforabody,suchastheauditcommittee,toconsiderconcernsraisedinconfidenceaboutallegedimproprieties,misconductorwrongdoing.Thisincludesconcernsraisedby‘whistleblowing’.Arrangementsarealsoinplaceforappropriateandindependentinvestigationandfollow-upaction.
Principle5.BoardeffectivenessTheboardworksasaneffectiveteam,usingtheappropriatebalanceofskills,experience,backgroundsandknowledgetomakeinformeddecisions.RationaleTheboardhasakeyimpactonwhetheracharitythrives.Thetonetheboardsetthroughitsleadership,behaviour,cultureandoverallperformanceiscriticaltothecharity’ssuccess.Itisimportanttohavearigorousapproachtotrusteerecruitment,performanceanddevelopment,andtotheboard’sconduct.Inaneffectiveteam,boardmembersfeelitissafetosuggest,questionandchallengeideasandaddress,ratherthanavoid,difficulttopics.Keyoutcomes
• Theboard’sculture,behavioursandprocesseshelpittobeeffective;thisincludesacceptingandresolvingchallengesordifferentviews.
• AlltrusteeshaveappropriateskillsandknowledgeofARTICLE19Internationalandcangiveenoughtimetobeeffectiveintheirrole.
• Thechairenablestheboardtoworkasaneffectiveteambydevelopingstrongworkingrelationshipsbetweenmembersoftheboardandcreatesaculturewheredifferencesareairedandresolved.
• Theboardtakesdecisionscollectivelyandconfidently.Oncedecisionsaremadetheboardunitesbehindthemandacceptsthemasbinding.
Recommendedpractice5.1.Workingasaneffectiveteam
5.1.1.Theboardmeetsasoftenasitneedstobeeffective.
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5.1.2.Thechair,workingwithboardmembersandstaff,planstheboard’sprogrammeofworkanditsmeetings,makingsuretrusteeshavethenecessaryinformation,timeandspacetoexplorekeyissuesandreachwell-considereddecisions,sothatboardtimeiswell-used.5.1.3.Theboardhasavice-chairorsimilarwhoprovidesasoundingboardforthechairandservesasanintermediaryfortheothertrusteesifneeded.5.1.4.Theboardregularlydiscussesitseffectivenessanditsabilitytoworktogetherasateam,includingindividuals’motivationsandexpectationsaboutbehaviours.Trusteestaketimetounderstandeachother’smotivationstobuildtrustwithintheboardandthechairasksforfeedbackonhowtocreateanenvironmentwheretrusteescanconstructivelychallengeeachother.5.1.5.Wheresignificantdifferencesofopinionarise,trusteestaketimetoconsidertherangeofperspectivesandexplorealternativeoutcomes,respectingalternativeviewsandthevalueofcompromiseinboarddiscussions.5.1.6.Theboardcollectivelyreceivesspecialistin-houseorexternalgovernanceadviceandsupport.Theboardcanaccessindependentprofessionaladvice,suchaslegalorfinancialadvice,atARTICLE19International’sexpenseifneededfortheboardtodischargeitsduties.
5.2..Reviewingtheboard’scomposition5.2.1.Theboardhas,andregularlyconsiders,themixofskills,knowledgeandexperienceitneedstogovern,leadanddeliverARTICLE19International’spurposeseffectively.Itreflectsthismixinitstrusteeappointments,balancingtheneedforcontinuitywiththeneedtorefreshtheboard.5.2.2.TheboardisbigenoughthatARTICLE19International’sworkcanbecarriedoutandchangestotheboard’scompositioncanbemanagedwithouttoomuchdisruption.Aboardofatleastfivebutnomorethantwelvetrusteesistypicallyconsideredgoodpractice.
5.3.Overseeingappointments
5.3.1.Thereisaformal,rigorousandtransparentproceduretoappointnewtrusteestotheboard,whichincludesadvertisingvacancieswidely.5.3.2.Thesearchfornewtrusteesiscarriedout,andappointmentsornominationsforelectionaremade,onmeritagainstobjectivecriteriaandconsideringthebenefitsofdiversityontheboard.Regularskillsauditsinformthesearchprocess.5.3.3.ARTICLE19Internationalconsidersusinganominationscommitteetoleadtheboardappointmentprocessandtomakerecommendationstotheboard.5.3.4.Trusteesareappointedforanagreedlengthoftime,subjecttoanyapplicableconstitutionalorstatutoryprovisionsrelatingtoelectionandre-election.Ifatrusteehasservedformorethannineyears,theirreappointmentis:
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• subjecttoaparticularlyrigorousreviewandtakesintoaccounttheneedforprogressiverefreshingoftheboard
• explainedinthetrustees’annualreport.5.3.5.Ifacharity’sgoverningdocumentprovidesforoneormoretrusteestobenominatedandelectedbyawidermembership,orelectedbyawidermembershipafternominationorrecommendationbytheboard,thecharitysupportsthememberstoplayaninformedroleintheseprocesses.
5.4.Developingtheboard
5.4.1.Trusteesreceiveanappropriatelyresourcedinductionwhentheyjointheboard.ThisincludesmeetingswithseniormanagementandcoversallareasofARTICLE19International’swork.Trusteesaregiventheopportunitytohaveongoinglearninganddevelopment.5.4.2.Theboardreviewsitsownperformanceandthatofindividualtrustees,includingthechair.Thishappenseveryyear,withanexternalevaluationeverythreeyears.Suchevaluationtypicallyconsiderstheboard’sbalanceofskills,experienceandknowledge,itsdiversityinthewidestsense,howtheboardworkstogetherandotherfactorsrelevanttoitseffectiveness.5.4.3.TheboardexplainshowARTICLE19Internationalreviewsorevaluatestheboardinthegovernancestatementinthetrustees’annualreport.
Principle6.DiversityTheboard’sapproachtodiversitysupportsitseffectiveness,leadershipanddecision-making.RationaleDiversity,inthewidestsense,isessentialforboardstostayinformedandresponsiveandtonavigatethefast-pacedandcomplexchangesfacingthevoluntarysector.Boardswhosetrusteeshavedifferentbackgroundsandexperiencearemorelikelytoencouragedebateandtomakebetterdecisions.Theterm‘diversity’includesthenineprotectedcharacteristicsoftheEqualityAct2010aswellasdifferentbackgrounds,lifeexperiences,careerpathsanddiversityofthought.Boardsshouldtrytorecruitpeoplewhothinkindifferentways,aswellasthosewhohavedifferentbackgrounds.Keyoutcomes
• Theboardismoreeffectiveifitincludesavarietyofperspectives,experiencesandskills.• TheboardensuresthatARTICLE19Internationalfollowsprinciplesofequalityanddiversity,
goingbeyondthelegalminimumwhereappropriate.Recommendedpractice6.1.Encouraginginclusiveandaccessibleparticipation
6.1.1Theboardperiodicallytakespartintrainingand/orreflectionaboutdiversityandunderstandsitsresponsibilitiesinthisarea.
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6.1.2.Theboardmakesapositiveefforttoremove,reduceorpreventobstaclestopeoplebeingtrustees,allocatingbudgets,wherenecessary,toachievethiswithinARTICLE19International’savailableresources.Thiscouldincludelookingat:
• thetime,locationandfrequencyofmeetings• howpapersandinformationarepresentedtotheboard,forexampleusingdigital
technology• offeringcommunicationsinformatssuchasaudioandBraille• payingreasonableexpenses• whereandhowtrusteevacanciesarepublicisedandtherecruitmentprocess.
6.1.3.Thechairregularlyasksforfeedbackonhowmeetingscanbemademoreaccessibleandhowtocreateanenvironmentwheretrusteescanconstructivelychallengeeachotherandallvoicesareequallyheard.
6.2.Recruitingdiversetrustees
6.2.1.Theboardregularlycarriesoutanauditofskills,experienceanddiversityofbackgroundofitsmemberstofindimbalancesandgapsandinformtrusteerecruitmentandtraining.6.2.2.Theboardseesdiversity,inallitsforms,asanintegralpartofitsregularboardreviews.Theboardrecognisesthevalueofadiverseboardandhassuitablediversityobjectives.6.2.3.Whendecidinghowtorecruittrustees,theboardthinksabouthowbesttoattractadiversepoolofcandidates.Ittriestoachievediversityinanytrusteeappointmentpanels.
6.3Monitoringandreportingondiversity
6.3.1.Trusteesensurethatthereareplansinplacetomonitorandachievetheboard’sdiversityobjectives.6.3.2.TheboardpublishesanannualdescriptionofwhatithasdonetoaddressthediversityoftheboardandARTICLE19International’sleadershipanditsperformanceagainstitsdiversityobjectives,withanexplanationwheretheyhavenotbeenmet.
Principle7.OpennessandaccountabilityTheboardleadstheorganisationinbeingtransparentandaccountable.ARTICLE19isopeninitswork,unlessthereisgoodreason(suchasthesecurityofindividuals)foritnottobe.RationaleThepublic’strustthatacharityisdeliveringpublicbenefitisfundamentaltoitsreputationandsuccess,andbyextension,thesuccessofthewidersector.Makingaccountabilityreal,throughgenuineandopentwo-waycommunicationthatcelebratessuccessesanddemonstrateswillingnesstolearnfrommistakes,helpstobuildthistrustandconfidenceandearnlegitimacy.
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Keyoutcomes
• Theorganisation’sworkandimpactareappreciatedbyallitsstakeholders.• TheboardensuresthatARTICLE19International’sperformanceandinteractionwithits
stakeholdersareguidedbythevalues,ethicsandcultureputinplacebytheboard.• TrusteesmakesurethatARTICLE19Internationalcollaborateswithstakeholderstopromote
ethicalconduct.• ARTICLE19Internationaltakesseriouslyitsresponsibilityforbuildingpublictrustandconfidence
initswork.• ARTICLE19Internationalisseentohavelegitimacyinrepresentingitsbeneficiariesand
stakeholders.Recommendedpractice7.1Communicatingandconsultingeffectivelywithstakeholders
7.1.1.TheboardidentifiesthekeystakeholderswithaninterestinARTICLE19International’swork.Thesemightincludeusersorbeneficiaries,staff,volunteers,members,donors,suppliers,localcommunitiesandothers.7.1.2.TheboardmakessurethatthereisastrategyforregularandeffectivecommunicationwiththesestakeholdersaboutARTICLE19International’spurposes,values,workandachievements,includinginformationthatenablesthemtomeasureARTICLE19International’ssuccessinachievingitspurposes.7.1.3.Aspartofthisstrategy,theboardthinksabouthowbesttocommunicatehowARTICLE19Internationalisgoverned,whothetrusteesareandthedecisionstheymake.7.1.4.Theboardensuresthatstakeholdershaveanopportunitytoholdtheboardtoaccountthroughagreedprocessesandroutes,forexamplequestionandanswersessions.7.1.5.TheboardmakessurethereissuitableconsultationwithstakeholdersaboutsignificantchangestoARTICLE19International’sservicesorpolicies.
7.2.DevelopingacultureofopennesswithinARTICLE19International
7.2.1.TheboardgetsregularreportsonthepositiveandnegativefeedbackandcomplaintsgiventoARTICLE19International.Itdemonstratesthatitlearnsfrommistakesanderrorsandusesthislearningtoimproveperformanceandinternaldecisionmaking.7.2.2.Theboardmakessurethatthereisatransparent,well-publicised,effectiveandtimelyprocessformakingandhandlingacomplaintandthatanyinternalorexternalcomplaintsarehandledconstructively,impartiallyandeffectively.7.2.3.TheboardkeepsaregisterofinterestsfortrusteesandseniorstaffandagreesanapproachforhowthesearecommunicatedpubliclyinlinewithPrinciple3.
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7.2.4.Trusteespublishtheprocessforsettingtheremunerationofseniorstaff,andtheirremunerationlevels,onARTICLE19International’swebsitesandinitsannualreport
7.3.Memberengagement
7.3.1.InARTICLE19Internationalwheretrusteesareappointedbyanorganisationalmembershipwiderthanthetrustees,theboardmakessurethatthecharity:
o hasclearpoliciesonwhoiseligibleformembershipofARTICLE19Internationalo hasclear,accurateandup-to-datemembershiprecordso tellsmembersaboutARTICLE19International’sworko looksfor,valuesandtakesintoaccountmembers’viewsonkeyissueso isclearandopenaboutthewaysthatmemberscanparticipateinARTICLE19
International’sgovernance,including,whereapplicable,servingoncommitteesorbeingelectedastrustees.
GOODGOVERNANCEMANUAL-ENDOFPART1
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PART2:AGUIDETOARTICLE19GOVERNANCESTRUCTURESANDPRACTICE
1. ABOUTARTICLE19INTERNATIONALARTICLE19InternationalisaglobalforceforfreedomofexpressioncomprisingAffiliateMembers,IndividualMembersandRegionalOfficesaroundtheworld,unitedbysharedvalues,visionandmission,andstrategies.OurConstitution(seeAppII)reflectsthecollaborativenatureoftherelationshipbetweentheorganisationsandindividualswhoarepartofARTICLE19International.WeworktogethertomaintainanddevelopARTICLE19Internationalasanefficient,effectiveandintegratedglobalorganisationbestabletoachieveitsvision.1.1 WhatwedoARTICLE19Internationalcreatesandfacilitatescampaignsonfreedomofexpressionandinformationaroundtheworld,provideslegalandpolicyexpertiseandrepresentationtothosewhorequireitandsharesknowledgetoenableotherstotakeaction.Weexistinordertopromotehumanrights(assetoutintheUniversalDeclarationofHumanRights(UDHR)andsubsequentconventionsthroughouttheworld.1.2 OurVision,MissionandCoreValuesOurvision,missionandcorevaluesaresetoutintheInternationalConstitution,clause2.Forthepurposesofthismanualtheyaresummarizedhereas1.2.1 OurVisionARTICLE19International’svisionisofaworldwhereALLpeoplecanspeakfreely,activelyparticipateinpubliclifeandenjoymediafreedomwithoutfear,censorshiporpersecution.1.2.2 OurMissionWeseekto“promote,protect,developandfulfilfreedomofexpressionandthefreeflowofinformationandideasinordertostrengthenglobalsocialjusticeandempowerpeopletomakeautonomouschoices.”Wedothisunderstandingthatotherrightsincludingbelief,privacy,participation,assemblyandassociation,andmore,underpinfreedomofexpressionandinformation.Thesetwointerlockingfreedomsarethefoundationofallourwork.
TheFreedomtoSpeakconcernseveryone’srighttoexpressanddisseminateopinions,ideasandinformationthroughanymeans,aswellastodissentfrom,andquestionpower-holders.
TheFreedomtoKnowconcernstherighttodemandandreceiveinformationhelpedbypower-holdersfortransparency,goodgovernanceandsustainabledevelopment.
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Wheneitherofthesefreedomscomesunderthreat,eitherbythefailureofpower-holderstoadequatelylegislatefororprotectthem,ARTICLE19Internationalspeakswithonevoice,throughcourtsoflaw,throughglobalandregionalorganizations,andthroughcivilsocietywhereverwearepresent.1.2.3. OurCoreValuesRegionalOffices,AffiliateandIndividualMembersandtheInternationalOfficehaveagreedtooperateandabidebythefollowingcorevalues:
a. complywith,andimplementARTICLE19International’svision,missionandobjects;b. operateandactwithintegrityinthebestinterestsoftheassociation;c. workincollaborationwitheachotherandourpartnersaspartofaglobalcommunityofactivists;d. upholdhighlevelsoftransparencyinourdealingswitheachotherandwithothers;e. beaccountableforouractions;f. respectandcelebratediversity;g. speakwithonevoice:applyingconsistentlyARTICLE19Internationalpoliciesandpositionson
freedomofexpressionissuesthroughouttheassociation,andcomplyingwithARTICLE19Internationalintegratedstrategicprioritiesandplans;and
h. beentitledtomakeautonomousdecisionswithregardtooperationalmatterswithinanagreedframeworkandinthebestinterestoftheassociation,recognisingthattheeffectivenessandlegitimacyofARTICLE19International’sactionsreliesinitsabilitytoactdecisivelyaccordingtotheneedsandopportunitiesontheground.
Thesecorevaluesarefurtherextrapolatedinourorganisationalvaluesandbehaviours.(ForthefulltextseeApp.V)1.3 CoreActivitiesWefocusinparticularon,butnotlimitedto),therighttofreedomofexpressionandinformation(assetoutinArticle19oftheUDHR)andotherinstruments.Weundertakethisworkby:
• Monitoringabusesofhumanrights;• Obtainingredressforthevictimsofhumanrightsabuse;• Relievingneedamongthevictimsofhumanrightsabuse;• Researchintohumanrightsissues;• Providingtechnicaladvicetogovernmentandothersonhumanrightsmatters;• Contributingtothesoundadministrationofhumanrightslaw;• Commentingonproposedhumanrightslegislation;• Raisingawarenessofhumanrightsissues;• Promotingpublicsupportforhumanrights;• Promotingrespectforhumanrightsamongindividualsandcorporations;• Internationaladvocacyofhumanrights;• Eliminatinginfringementsofhumanrights.
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1.4 StrategicObjectives(theExpressionAgenda)In2015ARTICLE19launchedanambitioussix-yearhumanrightsstrategycalledTheExpressionAgenda(XpA).Thisstrategydefinestheprioritiesandobjectivesoftheorganizationuntil2021andisbasedaroundfivethematicpillarsofwork,andonecross-cuttinggenderstrategy.AfullsummaryoftheXpAcanbefoundontheorganization’sstrategydevelopmentwiki:https://wiki.article19.io/display/A1SP/Global+Strategy.Insummarythesix-yearimpactweareworkingtoachieveacrossthefivepillarsisasfollows:
i. Transparency:Therighttoinformationisstronglyreflectedinnationallegislationandpractices,andinthelanguageandpracticesofmajorinternationalinstitutionstargetingdevelopment.Wewanttoseecommunitiesandindividualsempoweredtoholdgovernmentsandotheractorsaccountableforpromotinganddefendinghumanandsocio-economicrights.
ii. Digital:Internationalhumanrightsstandardsandprinciples,specificallyincludingtherighttofreeexpressionandinformation,arebroadlyrecognisedasfullyapplicableonline.Wewanttoseewidespreadandgenerallyunrestrictedaccesstotheinternet,whilstgovernments,companiesandinternationalinstitutionsinvolvedindigitalpolicies,productsandservicesdemonstratestrongcommitmentstopreservingandexpandingtheserights.
iii. CivicSpace:Therightstopubliclyparticipateindecision-making,engageinopendebate,tocriticise,protestanddissent,inphysicalandonlinespace,arewidelyrecognisedinlegislation,policyandpractice.Wewanttoseetheenvironmentforcivicdiscourseasrobustanddiverseaspossibleandactivelyencouragingthevoicesofthemarginalised.
iv. Media:Thepromotionandprotectionofmediapluralism,mediafreedomandthepublicinterestinanincreasinglyglobalizedworld.Wewanttoseeadigitalizedandconvergedmedialandscapethatiswidelyrecognisedandreflectedinlaws,policiesandpractice.
v. Protection:Thoseonthefrontlineofdefendingfreedomofexpressionandinformationaresupportedbyeffectivenetworksofinstitutionsandactivistsatthelocal,regionalandgloballevels.Wewanttoseestronglegalframeworksandmechanismsthatensurethatviolationsareknown,perpetratorsareheldaccountable,andeffectiverelieforredressissecured.
Crosscuttingthefivethemesaretwokeyareasofwork:
• ThegenderstrategyisknownastheMxMethod.Formoredetailsaboutitsroleacrossourglobalstrategy,ouroperationalpracticeandourinternalbehavioursseehttps://wiki.article19.io/display/ZONEWIKI/Gender%3A+Mx+Method..
• OurworkwithintheUNstructures,inparticulartheHumanRightsCouncil.FormoreontheUNstrategyhttps://wiki.article19.io/display/UNHRC
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2:GOVERNANCESTRUCTURESARTICLE19InternationalisaninternationalassociationconsistingofanInternationalOffice,AffiliateMembers,RegionalOffices,andIndividualMembers.ARTICLE19isacharityregisteredinEnglandandWales,whichactsastheinternationalcoordinatingorganisationforARTICLE19International.ARTICLE19hasbranches(whichmaynotbeseparatelegalentities),knownasRegionalOfficesinanumberofcountries.RegionalOfficesareentitiesestablishedbytheInternationalBoard.TheorgansofARTICLE19Internationalare:
(a) TheGeneralAssembly;(b) TheInternationalBoard;(c) TheFinancialandGeneralPurposesCommittee(d) TheGovernanceSub-Committee(e) TheInternationalOffice.
2.1 GeneralAssemblyARTICLE19hasgrowntohavemultipleregionalofficeswithdiverselegalrelationshipstowardstheInternationalOffice.AnewwayofensuringengagementandleadershipwasagreedthatallowedforincreasedparticipationinoversightbyAffiliateMembersoutsideoftheInternationalBoardstructure.TheConstitutiondefinestheGAas:
theassemblyestablishedbytheInternationalBoardforARTICLE19InternationalwithsuchdescriptionandwithsuchrightsandobligationsastheythinkfitandshallcomprisetheIndividualMembersandAffiliateMembersadmittedtotheGeneralAssemblybytheInternationalBoard.‡
InlegaltermstheInternationalBoardisthehighestlegalentityoftheorganization.TheGAisthehighestgovernanceauthorityofARTICLE19.TheGeneralAssemblyprovidesacheckonthedirectionoftheorganizationandtheworkoftheInternationalBoard,reflectingourcorevaluesofaccountabilityanddiversity.TheroleoftheGeneralAssemblyistobringgreaterdiversityofskillsandgeographiesintothesoftgovernancestructureofARTICLE19International.Inaddition:
i. TheGeneralAssemblycomprisesonerepresentativeofeachAffiliateMemberandIndividualMembers.All
ii. UponitsadmissionasanAffiliateMember,theBoardoftheAffiliateMembernominateamemberofitsboardorsteeringcommitteetositontheGeneralAssembly.
iii. TheGeneralAssemblymeetsatleastonceayearfortheAnnualGeneralAssemblyMeeting.
‡ThisdefinitionisalsorepeatedintheMemorandumandArticlesofAssociation.
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iv. IndividualMembersandrepresentativesofAffiliateMembersattendandshallhavevotingrightsattheAnnualGeneralAssemblyMeetingoranyothermeetingoftheGeneralAssembly.
v. AssetoutintheInternationalConstitution,theprimaryresponsibilitiesoftheGAare:a. tosetARTICLE19International’svision,missionandcorevalues;b. torecommendMembersforappointmenttotheInternationalBoardandanyother
memberstoothergovernancebodies;c. toreviewtheperformanceoftheInternationalBoard;d. torecommendnewIndividualMembers,whoaresubsequentlyadmittedbythe
Board;e. toreviewtheannualaccountsofARTICLE19International;andf. toapprovetheInternationalBoard’sreportoftheactivitiesof[ARTICLE19and]
ARTICLE19InternationalsincethepreviousAnnualGeneralAssemblyMeeting.FormoredetailontheGA,see2.5.1below.2.2 InternationalBoard
i. TheInternationalBoardhasadualfunction,bothastheboardofMembersofARTICLE19andasthegoverningbodyofARTICLE19International.
ii. MembersareappointedbytheotherMembersfollowingrecommendationsfromtheGeneralAssemblyinaccordancewiththeArticlesofAssociation.
iii. TheprimaryfunctionsoftheInternationalBoardare:a. tofocusonstrategyandapproveARTICLE19International’sIntegratedStrategic
Planincludingitsfinancialstrategy;b. tomonitorcomplianceofallAffiliateMembers,RegionalOfficesandthe
InternationalOfficewithARTICLE19Internationalorganisationalprinciples;c. toevaluateARTICLE19International’sperformanceagainstitsagreedstrategiesand
plans;d. toholdAffiliateMembers,RegionalOfficesandtheInternationalOfficeandother
bodiesaccountable;e. toapprovetheopeningofARTICLE19InternationalRegionalOffices;toappointthe
ExecutiveDirector;andf. tosearchforandrecruitnewMembers.
2.2.1 FinanceandGeneralPurposesCommittee(FGPC)
i. TheFGPC,establishedbytheInternationalBoard,isresponsibleforoverseeingARTICLE19International’sfinancial,HumanResourcesandAdministrativeoperations.
ii. TheFGPCisbemadeupoffourmembers,includingtheChairandthetreasureroftheInternationalBoard.
2.2.2 InternationalGovernanceCommittee§
i. TheGSCreportstoandadvisestheInternationalBoardonquestionsrelatingtoARTICLE19’sinternationalgovernancepolicies,proceduresandprocesses;
§OperatesunderthetitleoftheGovernanceSub-Committee(GSC).
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ii. TheGSCmonitorscompliancebytheGeneralAssembly,InternationalBoard,InternationalOffice,AffiliateMemberBoards,andotherbodieswithARTICLE19’sinternationalorganisationalprinciplesasoutlinedintheArticlesofAssociation,InternationalConstitution,regionalconstitutionsandregistrationdocuments,MemorandumsofUnderstanding,andotherrelevantgovernancedocuments;
iii. TheGSCmanagestheAnnualGeneralAssemblymeeting,andtheagendaoftheGAisagreedbytheBoard;
iv. InadditiontheGSCsupportstheGeneralAssemblyinreviewingtheInternationalBoardannually;i. SubsequenttoInternationalBoardapproval,theGSCoverseesthereview,developmentand
implementationofneworrevisedpolicies,proceduresandprocessesrelatingtogovernanceissues;and
ii. IdentifiesandrecommendsnewInternationalBoardMemberstotheGeneralAssemblyforonwardrecommendationforappointmentbytheInternationalBoard;and
iii. IdentifiesandrecommendsnewIndividualMembersforonwardrecommendationforadmissionbytheInternationalBoard;and
iv. ConductsanannualreviewoftheCommittee’sworkandtermsofreference;andv. UndertakesanyothertaskthattheInternationalBoardmaydeterminefromtimetotime.
Thiscouldincludeforinstance:a. ReviewproposalsfortheadmissionofnewAffiliateMembers;b. Reviewproposalsforthecreationofnewoffices.
2.3 InternationalOfficeARTICLE19operatesanInternationalOfficefromLondon.ItsroleistoimplementthestrategiesandoperationsofARTICLE19International,subjecttothedirectionsoftheInternationalBoardandtheGeneralAssembly.
i. TheInternationalOfficeofARTICLE19Internationalisresponsiblefor:a. OverseeingandmonitoringtheuseoftheARTICLE19trademark;b. Ensuringandstrengtheningasharedandcoherentcultureandidentityacrossthe
organisation,includingwithregardtothedevelopment,implementationandcoordinationofexternalandinternalpolicies,strategicdirections,andactivities;
c. EstablishingoradmittingwhereappropriateAffiliateMembersandenteringintocontractualarrangementswiththemonbehalfofARTICLE19;
d. ProvidingsupportandfinancialoversightwhererequiredtoAffiliateMembersforstrengtheningcorecapacity;
e. Managingorcoordinatingfundraisingactivitiesacrosstheorganisation,includingbyprovidingAffiliateMemberswithfundraisingsupportrequiredfortheirowndevelopment;
f. ManagingARTICLE19Internationalfinancesandfinancialsystems,includingbydevelopingandmonitoringfinancialrulesandsystems,coordinatingtheproductionofARTICLE19’sannualauditandARTICLE19International’s(non-statutory)aggregatedaccounts,andsupportingthefinancialmanagementofAffiliateMembers;
g. SupportingARTICLE19Internationalgovernance,includingbyorganisingthemeetingsoftheFGPC,theInternationalBoardandtheAnnualGeneralAssemblyMeeting;
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h. EnsuringqualityandperformanceacrossARTICLE19International,includingbyprovidingqualitycontroloverkeyexternalmaterials,managingorcoordinatingexternalandinternalmonitoring,evaluations,andlessonssharing;
i. ManagingARTICLE19Internationalsupportprogrammes(includingLawandPolicy;Media,AdvocacyandCommunication;andOperations);
j. ImplementingandmanagingcountryandregionalprogrammesandofficesinregionsandcountrieswithoutAffiliateMembersand/orwhereAffiliateMembersarenotpresent;and
k. Developing,strengtheningandmanagingrelationships(includingpartnerships)withinternational(supra-national)organisations,institutions,alliances,networksandcoalitions.
2.3.1 RoleoftheExecutiveDirectorTheInternationalBoardappointstheExecutiveDirector,andheorsheisresponsibleunderitsdirectionfortheconductoftheaffairsofARTICLE19andARTICLE19International,andfortheimplementationofthedecisionsoftheInternationalBoard.TheroleoftheExecutiveDirectorinseniorexecutiveappointments,globalmanagementofAffiliateMembersandRegionalOffices,andsupportofgovernancefunctions,isdetailedinsections4.14-4.20oftheInternationalConstitution(seeApp.II).2.4 Howweworktogether:MembershipAllpartsoftheARTICLE19Internationalorganisationseekto“Topromote,protect,developandfulfilfreedomofexpressionandthefreeflowofinformationandideasinordertostrengthenglobalsocialjusticeandempowerpeopletomakeautonomouschoices.”ARTICLE19InternationalisanetworkofAffiliateMembers,someofwhicharelegallyregisteredorganisationswiththeirowngovernanceandmanagementstructures.AffiliateMembersagreetotakeafullpartinthegovernanceofARTICLE19Internationalandworkonthebasisofourvalues,vision,mission,strategies,standardsandsystems.WhereorganisationalrelationshipsarefurtherdefinedbyaMemorandumofUnderstanding(MoU),forinstanceinthecaseofAffiliatemembers,areasofcollaborationsuchassharedprinciplesofaction;andoperationalparametersaresetoutindetail.Specificallytheseinclude:
• Developmentofinternationalstrategyandagreementoncommonpositionsonkeyissues• Internationalactivitiessuchasglobalcampaigns• Financialreporting,security,fundraising,andorganisationaldevelopment
2.4.1 MembershipcriteriaTobepartofARTICLE19International,membershipasanAffiliate,orInternationalMember,thefollowingminimumrequirementsmustbemet:
i. Demonstrableandactivecommitmenttofreedomofexpression,humanrightsandjustice,ii. ConsistencywiththeARTICLE19International’svalues,visionandmission;
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iii. Legalregistrationandasatisfactoryrecordofoperation;iv. ActionsconsistentwiththeARTICLE19International’sgovernancestandards;v. Financialandmanagementintegrityandcapacity;vi. Independence,fromamanagementperspective,fromanyoneprivateindividual,companyor
institutionotherthanARTICLE19InternationalDetailedundertakingsbymembersaresetoutintheMoUinAppendix3.2.4.2AboutAffiliateMembersApprovalfortheestablishmentofAffiliatemembersfallstotheGeneralAssembly.Agreementmustbebymajorityvote.RegionalOfficesmayalsotransitiontobecomeAffiliateMembersoraseparateorganisationthatisonthejourneytoanaffiliaterelationshipmayalsobeconsideredforAffiliatemembership.ThekeyresponsibilitiesofAffiliatemembersinclude:
1. submittingtheirStatutesandanyfutureamendmentstotheInternationalBoardforapproval;
2. developingandmanagingARTICLE19Internationalprojectsandprogrammesofworkinthecountryandregionwheretheyareestablished,withinthegeographicalorotherboundariessetoutintheirMemorandumofUnderstandingwithARTICLE19;
3. contributingtothedevelopmentofARTICLE19Internationalstrategicpriorities,planandpoliciesonfreedomofexpressionandcomplyingwiththem;
4. contributingtothedevelopmentofARTICLE19Internationalfinancialandfundraisingpolicies,rulesandsystemsandcomplyingwiththem;
5. contributingto,respectingandcomplyingwithARTICLE19Internationalstatedvisionandmission,corevalues,methodsandanypoliciesadoptedbytheInternationalBoard;and
6. payingannualsupportfeesasmaybedeterminedbytheGeneralAssembly,althoughthissupportfeemaynotbethesameforallAffiliateMembers.
2.4.3 AboutRegionalOfficesAtthetimeofdraftingARTICLE19hassevenregionaloffices.TheestablishmentofregionalofficesfollowsaprocesswherebytheInternationalBoardispresentedwithaproposal,andfullbusinesscasebytheInternationalOfficeforreviewandapprovaltogoforwardtotheInternationalBoard.Onceapproved,theRegionalOfficeisformallyestablishedwitharegionalboard.Foranon-AffiliateRegionalOfficetransitingtobecomeanAffiliateMember,oraseparateorganisationseekingtobecomeanAffiliateMemberofARTICLE19International,theInternationalBoardshalladmitthenewAffiliateMemberfollowingconsultationwiththeGeneralAssembly.Suchconsultationshouldincludeafullbusinesscase,aswellastheproposeddraftMemorandumofUnderstandingandLicenceAgreement.AtthetimeofdraftingARTICLE19hassevenregionaloffices.2.4.4 AboutIndividualMembersIndividualMembersarefreedomofexpressionexpertsorotherexpertsandpersonsofhighstanding,committedtotheobjectsofARTICLE19International.
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TheyareindependentfromAffiliateMembersandtheInternationalOfficeandarenotaffiliatedwith,ormembersofanAffiliateMember’sboard,steeringcommitteeorstafforstaffmembersoftheInternationalOffice.IndividualmembersareadmittedtoARTICLE19InternationalbytheInternationalBoardandareexpectedtoactinthebestinterestsoftheorganisation,andpromoteitsmissionandobjectives.TheymaybeappointedasMembersinaccordancewiththeArticlesofAssociationandtheirmembershipterminatedif:• theIndividualMembergivessixmonths’writtennoticeofresignationtoARTICLE19,orsuchshorter
noticeastheInternationalBoardmayaccept;• theIndividualMemberdies;or• isremovedfrommembershipbyaresolutionoftheInternationalBoardbyreasonofconduct
inconsistentwithmembershipofARTICLE19International.WhereorganisationalrelationshipsarefurtherdefinedbyanMoU,forinstanceinthecaseofAffiliateMembers,areasofcollaborationsuchassharedprinciplesofactionandoperationalparametersaresetoutindetail.2.4.5 Compliance,InordertocreateandsustainsuccessfulparticipationinARTICLE19International,membersaremutuallyaccountableintermsofcoherenceandadherencetoourcorevalues,vision,Constitution,mission,strategy,policies,regulationsandsystems.ComplianceismonitoredandreportedtotheInternationalBoardthroughtheGovernanceSub-CommitteewithadvicefromBoard’sFinanceandGeneralPurposesCommittee.2.5. TheroleofGovernancev.ManagementGoodpracticeingovernancerequiresmanythingsfromanorganisationbutfundamentaltothatisadistinctionbetweenmanagementandgovernancefunctions.EssentiallygovernanceistheprocessbywhichtheGeneralAssemblyorBoardfunctionstodirecttheorganization,whilstmanagementistheprocessofimplementation-translatinggovernancepolicyintoprogrammesandservices.Thefollowingtableillustratesthisdistinction:
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ARTICLE19Internationalhasamulti-locationmanagementstructureundertheInternationalOffice,whichismadeupofthefollowingcomponents:
i. TheInternationalOffice-ARTICLE19International’sphysical[registered]principalofficesituatedinLondon,UnitedKingdom,wheretheExecutiveDirectorisbased.
ii. RegionalOffices-locatedinvariouscontinentsforrepresentation,managementandcoordinationpurposes.i.e.BangladeshandWestAfrica
iii. Otherinternationaloffices–includingtheme,function,sub-regional,liaisonandprojectoffices:i.e.GenevaandNewYork
iv. CountryOffices-nationallevelbranchesoftheInternationalOfficefortherepresentation,managementandcoordinationofARTICLE19International’sworkinthosecountries.
2.5.1 GeneralAssembly,BoardandInternationalOfficerolesThefollowingtablesummarizesdistinctionsbasedontheConstitutionandpracticetodate.ItislikelythatsomedetailswillchangeandbeaddedasARTICLE19Internationallearnsfromexperience.TABLE1–RolesofgovernanceandmanagementconstitutedbodiesindecisionmakingAREA-alphabetical GENERALASSEMBLYROLE INTERNATIONALBOARD
ROLEINTERNATIONALOFFICEROLE
AnnualplanandbudgetforARTICLE19International
Approvesandmonitors Develops,proposesandexecutes
AnnualReportandaccountsforARTICLE19International
Approves OverseespreparationandproposestotheGA
PreparesandpresentstotheInternationalBoard
AppointmentofChiefExecutive
Appoints,reviewsperformance,supports,challenges,terminates;isadvisedonpaybytheFGPC.
AppointmentofexternalAuditorsforARTICLE19International
Approves DevelopsproposalviatheFGPC
AppointmentofSeniorStaffofInternationalOffice[andRegionalandCountryOffices]
AdvisesExecutiveDirectorifrequestedandhelpstorecruitifrequested
ManagedbyExecutiveDirector
AppointmentofMemberstoInternationalBoard
RecommendsMembersforappointmenttotheInternationalBoard[andanyothermemberstoothergovernancebodies]
ThroughGovernanceCommitteeproposescandidatestotheGeneralAssembly.Elects(votes)fornominatedMemberstojointheInternationalBoard
Supportstheelectionandselectionprocesses
Campaigns(International) Engageandcontribute Approveandreviewprogress
Consults,developsandimplements,andreportstotheInternationalBoard
Complianceofmembers Finaldecisions MonitorandreporttotheGAwithsupportfromGovernanceCommitteeand
Gathermonitoringdata
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FGPCDisputesbetweenmembers Finaldecisiononappeal ResolveunlessMember
appealstotheGAResolveorrefertoInternationalBoard
DisputesbetweenMembersandtheBoard
FinaldecisionifaMemberappealsagainstterminationofMembership
Resolve.RefertoGAonlyifaMemberappealsagainstterminationofMembership
DisputesbetweenMembersandtheInternationalOffice
Resolve
DisputesbetweentheBoardandtheInternationalOffice
Resolves
ElectionofOfficers ElectsGAChairs ElectsChair,ViceChairandTreasurer
Supportselectionprocesses
GovernanceManual ApprovesandamendsbasedonworkoftheGSC
SupportstheworkoftheGSC
Grievances ConstitutespanelifallegationsagainsttheExecutiveDirector
Followsgrievanceprocedure
HumanRightsStrategy(International)
Approvesandreviewsprogress
Consults,developsandimplements,reviewsandevaluate
InternationalConstitution Approvesamendments ProposesamendmentsthroughtheworkoftheGSC
SupportsworkoftheGSC
InternationalMembers Reviews Approves Logosandtrademarks Approves Overseesandmonitorsthe
useofARTICLE19trademark
Membershipstatus–CountryprogrammetoRegionalOffice/Affiliate
RecommendsestablishmentofRegionalOfficestotheGA.
ApprovesadmissionofnewAffiliateMembersReviewsprogress.
Undertakesduediligence(withGSC),developsproposal,supportsimplementation,andreportsonceapproved.
Membershipregulations Approvesamendments ProposesamendmentsthroughtheworkoftheGSC
SupportworkoftheGSC
Newprogrammaticwork Approves.RecommendstotheGA.Reviewprogress.
Developsproposal,andrationale,implements,andreportsonprogress.
Organisationalstrategy Approves.RecommendstotheGA.Reviewprogress.
Develops,implements,andreportsonprogress.
Participationasobserversandmembersofaffiliateandregionalboards
Approvesparticipation Proposesinconsultationwithcountriesconcerned.
Policydevelopment Approves Consults,developsandimplements,reviewsandupdates
Publicannouncementsandcrisiscommunications
Communicatesonmajordevelopmentssuchasanewint’lstrategy,advisedbymanagement,copiedtoGA
CommunicatesforARTICLE19InternationalandcoordinatescrisiscommunicationswithInternationalBoardasappropriate.
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Resourceallocationandlongtermfinancialplanning
Approves Developsandimplements
RiskManagement Regularlyreviews,supportedbyFGPC
Usesasguideandassessesbalance
ThematicStrategies Approvesandreviewprogress
Consults,develops,implements,reviewsandevaluates
Vision,MissionandValues Approves RecommendstotheGA;overseecompliance
Ensuresandstrengthensasharedandcoherentcultureandidentityacrosstheorganisation,includingthedevelopment,implementationandcoordinationofexternalandinternalpolicies,strategicdirections,andactivities;
Whistleblowing ConstitutespanelifallegationsagainsttheInternationalBoard
ConstitutespanelifallegationsagainsttheExecutiveDirector
Followswhistleblowingpolicy
2.6GeneralAssemblyLeadershipandRepresentationTheInternationalBoardChairinvitesamemberoftheGeneralAssemblytochairthemeetingonarotatingbasiseachyear.TheGeneralAssemblyChairwill:
• consultontheGeneralAssemblyagendawiththeInternationalBoardChairandtheExecutiveDirector
• ensuretheagendaandsupportingdocumentationhadbeencirculatedtotheGeneralAssemblyMembers
• ensureapre-GAmeetingoftheAffiliateMembersandIndividualMembersasnecessarytoreviewissuesandshareexperiencesoftheAffiliateMembersinparticular
• opentheGeneralAssemblyandChairthemeeting• reviewminutesofthemeetingtoensureaccuracybeforecirculationtotheGeneralAssembly
2.6.1. AffiliateMemberrepresentationattheGeneralAssemblyAffiliateMemberBoardsdesignatearegularattendeetotheGeneralAssemblythatwouldbethesameyearonyear,aspracticable.Byhavingaspecificdesignatedindividual,similartotheInternationalBoardrepresentativeontheAffiliateBoards,enablescontinuitybetweenmeetingsandallowsforARTICLE19InternationaltocreateaspecificGeneralAssemblymailinglistandcommunicationchanneltoimprovecommunicationsandengagementoutsideoftheGAmeetings.2.6.2Extra-GeneralAssemblyCoordinationInpracticalterms,atpresenttherearenoIndividualMembersoftheGeneralAssemblywhoarenotmembersoftheInternationalBoard.Therefore,AffiliateBoardrepresentativeshaveadoptedthepracticeofmeetingamongstthemselvesonaninformalbasisimmediatelypriortotheGeneralAssemblymeetingtodiscussissuesandsharebestpractice.
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TheseinformalmeetingsareencouragedandshouldbeaddedtothecalendarofeventsfortheGeneralAssemblymeeting.AstheGAgrowstoincludeIndividualMembersnotontheInternationalBoard,thesemeetingscanincorporatethem.2.6.3.PerformanceManagementOneoftheclearresponsibilitiesoftheGeneralAssemblyistoreviewtheperformanceoftheBoard.TheGovernanceCommitteehasbeentaskedwithdevelopingperformancemetricsfortheInternationalBoard.
[Note:draftBoardmetricsarecurrentlyindevelopment.]2.7 InternationalBoard2.7.1PowersandfunctionsoftheBoardTheInternationalBoardisresponsiblefortheday-to-daygovernanceoftheorganisation.BoardMembersareelectedasindividualsandcollectivelyactandgoverninthebestinterestsofARTICLE19Internationalasawhole.Theydonotrepresentaparticularorganisationorinterest.TheInternationalBoardconsistsofatleast3andatmost13peopleincludingtheChair,ViceChairandTreasurer.TheInternationalBoardhasadualfunction,bothasaboardofMembersofARTICLE19andasthegoverningbodyofARTICLE19International.TheInternationalBoard,itsfunctionsanditsprocessesarereplicableforgovernanceprocessesforRegionalandAffiliateBoards(subjecttocompliancetolocallegislation).SeeSection2.2forprimaryfunctionsoftheInternationalBoard.2.7.2. DutiesofInternationalBoardMembersThedutiesofInternationalBoardMemberscanbesummarisedasfollows:
DutyofCare:Actasanordinary,prudentpersonwouldinlikecircumstances.Thisrequiresdiligent,attentive,informedparticipation.DutyofLoyalty:Actingoodfaith,inthebestinterestsoftheorganisation.Putinplaceproceduresandpoliciesthatsafeguardtheseinterestswhenaconflictofinterestarises;whenthereisadirectoronbothsidesofatransaction;orwhenadirectorandtheorganisationareincompetition.DutyofCompliance:Acttoensurethattheorganisationoperatesinkeepingwithlawsandrulesgoverningitsformationandstatusandinaccordancewithitsownmissionandbylaws.
2.7.3.IndividualresponsibilitiesofInternationalBoardMembersTheresponsibilitiesofBoardMembersconsistofwhattheydoasopposedtohowtheydoit,whichiscoveredbytheircodeofconductinthefollowingsection.Membersareexpectedto:
• PlayafullpartinenablingtheInternationalBoardtocarryoutallitsresponsibilitiesasdescribedintheprevioussection.
• AttendallBoardandrelevantCommitteemeetingsand,wherepossible,functionssuchasspecialeventsnearby.
• Bewellinformedabouttheorganisation'smission,strategies,policiesandprogrammes.• Keepup-to-dateondevelopmentsinthefieldoffreedomofexpressionandhumanrights.
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• ReviewagendaandsupportingmaterialspriortoBoardandCommitteemeetings.• ServeonCommitteesortaskforcesandoffertotakeonspecialassignments.• AssistintherecruitmentandinductionofnewBoardMembersbytheBoard• Workasateamtoensurethebestinterestsoftheorganisationasawholeincludingproviding
supporttotheExecutiveDirector.FulldetailsofMemberslegalresponsibilitiesarelaidoutintheArticlesofAssociationitems7-27inclusive(seeAppendix1).Ifinanydoubtabouttheseroles,MembersshouldconsulttheChair.2.7.4.CodeofconductforBoardMembersTheBoardandindividualMembersshouldactaccordingtohighethicalstandards,andensurethatconflictsofinterestareproperlydealtwith.Thesupportingprinciplesare:
(a)Nopersonalbenefit:Membersmustnotbenefitfromtheirpositionbeyondwhatisallowedbythelawandisintheinterestsoftheorganisation.Theymustalsobescrupuloustoavoidgaininganyprivatebenefitfromtheirposition,whetherfinancialorother,exceptwhenpermittedbylawandtheorganisation’sgoverningdocument;andwherethisisagreedbytheBoardasclearlyintheinterestsoftheorganisation.Wherethelawandtheorganisation’sgoverningdocumentpermitpaymentofMembers,thismustnotexceedtheprescribedlimits,anditshouldbeclearlyintheinterestsoftheorganisationtomakethepayment.NoMembershouldbeinvolvedinsettingtheirownremuneration.MechanismsforsettingthelevelofpaymenttoMembersshouldbesetuptoavoidconflictsofinterest,includingwhereappropriatemakinguseofindependentadvice.FulldisclosureofanypaymentsmadetoMembersisrequiredbylawandshouldbereportedintheorganisation’sannualaccountsandannualreport.(b)Conflictsofinterest:Membersshouldidentifyandpromptlydeclareanyactualorpotentialconflictsofinterestaffectingthem.WhereamaterialconflictofinterestarisesataBoardmeeting,theMemberconcernedshouldnotvoteonthematterorparticipateindiscussions.Sheorheshouldalsooffertowithdrawfromthemeeting,andtheotherMembersshoulddecideifthisisrequired.WhereaMemberhasamajororongoingconflictofinterest,sheorheshouldoffertoresignfromtheBoard.(c)Probityandtheacceptanceofgifts:TheBoardExpensesPolicycanbefoundAppendixVi.Membersshoulddeclareallpersonalgiftsreceivedandhospitalityacceptedwhileontheorganisation’sbusiness,orfrompeopleororganisationsconnectedwiththeorganisation;suchdeclarationsshouldberecordedinBoardminutesorinaregisterkeptforthatpurpose.
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Membersshouldnotacceptgiftswithasignificantmonetaryvalueorlavishhospitality;wherethismaybeafrequentissue,theorganisationshouldsetapolicytodefinewhatisandisnotacceptable.MembersshouldundernocircumstancesacceptgiftsorhospitalitywherethiscouldbeseenasbeinglikelytoinfluencethedecisionsoftheBoard.
2.7.5.WhocanbeontheBoard?AnypersonwhoiswillingtoactasaMember,andwhowouldnotbedisqualified(see2.7.17.below)fromdoingso,maybeappointedtobeaMember.MeanwhilethefollowingcannotbeappointedtotheInternationalBoardasMembers:
o AcurrentmemberofstaffofanypartofARTICLE19Internationalo Anyoneundereighteenyearsoldo AnyonewhohasbeendisqualifiedasanARTICLE19InternationalBoardmemberpreviously
AppointmentsaremadebyadecisionoftheMembersfollowingarecommendationfromtheGeneralAssembly.TheMembersmayappointuptotwo(2)Memberstofillavacancy,withoutarecommendationfromtheGeneralAssembly.Undersuchcircumstances,theappointedMemberholdsofficeuntilthenextAnnualGeneralAssemblymeeting.TheInternationalBoardofMembersconsistsofrepresentativesofAffiliateMembersandIndividualMemberswhoarenotlinkedwithAffiliateMembers.WhenappointingtotheBoardtheMembersandtheGeneralAssemblyseektoreflectasmuchaspossibletheinternationalnatureofARTICLE19International.Inthenormalcourseofbusiness,theInternationalBoardiscomprisedofamajorityofIndividualMemberswhoarenotlinkedwithAffiliateMembers.2.7.6.ExpertiseandbalanceofBoardMembersThefollowingguidelinesguidetheelectionofBoardMemberstohelpensurethattheBoardwillhavetherequiredexpertiseandbalanceingender,region,skillsetc.:Desirablebalanceandskillstoboardmembershipshouldinclude:
• 40-60%women(target=50%)desirable• Twopeoplewithfinancialexpertise• Twopeoplewithexpertiseininternationaladvocacyonfreedomofexpressionandinformation• OneBoardmemberlivingorworkingineachofthefollowingregions:Americas,Europe,Africa
andAsia-PacificandtheMiddleEast• Leadershipskills(particularlyinmanagement,governanceandconflictresolutionexpertise)in
thefollowingareas:o HumanResourcesandOrganisationalDevelopmento Generalmanagemento Marketingo Fundraisingandresourcemobilizationo Mediaandcommunicationo Digitalrights,mediaconvergenceo Protectionandsecurity
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o Education,humanrights,o Lawand,civilsociety.
2.7.7.TermofofficeandrotationAMembershallretirefromofficeattheAnnualGeneralAssemblyMeetingimmediatelyfollowingthethirdanniversaryofhisorherappointment(orreappointmentasthecasemaybe)asMember.Theretirementtakeseffectattheconclusionofthemeeting.TheMembermaybereappointedamaximumoftwotimesconsecutively,foratotalofthreeconsecutivethree-yearterms,uponagreementbytheInternationalBoardofMembers.InexceptionalcaseswhereaBoardvacancywouldleaveanessentialskillgap,amaximumofoneadditionalyearmaybeaddedtothefinalthree-yeartermuponagreementbytheInternationalBoard.Followingthethreeconsecutiveterms,aMembercannotbere-appointeduntilatleastonethree-yeartermoffoftheInternationalBoard.2.7.8.BoardvacanciesTheofficeofaBoardMemberfallsvacantwhentheholder:
a) Rotatesoutofhis/herroleduringthenormalcourseofBoardmembertermlimitsb) dies;c) isdischargedfromofficebyresolutionoftheBoard,ifsheorhewaselectedbytheBoard,orby
theGeneralAssembly,whetherelectedbytheGeneralAssemblyortheBoard;d) tendersherorhiswrittenresignation;e) withoutgoodcausefailstoattendfourconsecutivemeetingsoftheBoardandtheBoard
resolvesthatsheorheshouldberemovedforthisreason;f) isreasonablybelievedbytheBoardtobesufferingfromlackofmentalcapacityandtobe
incapableofacting,iftheBoardresolvesthatsheorheshouldberemovedfromoffice;g) hasbeenadjudgedbankruptbyacompetentcourtoflaw;h) becomesaRepresentativeintheGeneralAssembly;ori) becomesamemberofstaffofARTICLE19orofaMemberj) isdisqualifiedforreasonsthatwerenotapparentatthepointofappointmenttotheBoard.
InthecaseofavacancyintheBoardoccurring90daysorlessbeforethenextGeneralAssembly(GA),areplacementiselectedinthenextGA.Inthecaseofavacancyoccurringmorethan90daysbeforethenextGA,areplacementiselectedbytheBoard.IfsuchaBoardelectionwouldresultinoveronethirdofBoardMembershavingbeenelectedbytheBoardthenthevacancyisheldopenuntilanelectionbytheGeneralAssemblyatitnextsession.TheprocessforfillingthevacancyisbasedonthatdescribedbelowforBoardMemberselectedbytheBoard.2.7.9.ElectionofBoardMembersThenominationofBoardMembersbytheBoardistoensurethebalanceofskills,expertise,genderandregionalrepresentationorotherdiversitythattheBoardrequirestoperformwell.Itisalsoameansoffillingvacanciesthatoccurmorethan90daysbeforeaGeneralAssembly.
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Theprocessisbasedonanobjectiveassessmentoftheskills,expertise,genderandregionalrepresentationorotherdiversitythattheBoardrequires.ThestepsfornominatingMemberstotheInternationalBoardare:
i. TheGovernanceSub-Committee(GSC)assessesperiodicallythebalancewithintheBoardwithrespecttotherequirementsdescribedabove.
ii. TheGSCdevelopstermsofreferenceandseekspotentialMembersthroughelectronicorexecutivesearch.
iii. TheBoardagreesonrecruitinganothermember.NominationsaresenttotheChairoftheGovernanceSub-Committee,andAffiliateshavetherighttonominateuptotwocandidateseach.
iv. TheGSCsubmitsCVsforreview,withamaximumlengthforeachCV.v. Thedeadlineforsubmissionofnominationsisthreemonthsbeforetheelectionisheld.vi. Candidatesarerequestedtoprovidethefollowing,allsubjecttolengthlimits:
a. Astatementofhowshe/hematchestheguidelinesandrecognizingthecommitmentinvolved
b. AsupportingstatementbythenominatingAffiliatec. AbriefCVinastandardisedformatd. Acompilationofcandidates’statementsandsupportingstatementsandtheirbriefCVs
isprovidedtoMembersincludingtheGeneralAssemblymembers,two(2)monthsbeforetheGeneralAssemblymeeting,accompaniedbyinformationfromtheGovernanceSub-Committeerelatedtotheelectionguidelines.
vii. Membersand/ormembersoftheGSCintervieworhavediscussionswithpotentialcandidatesviii. Aftertheinterviews/discussions,theGSCrequestsreferencesforsuitablecandidates.ix. TheGSCproposescandidatestotheBoard.TheInternationalBoardholdsanelectionand
Membersareformallyappointed.x. ThecountingofvotesisopentoallGeneralAssemblyrepresentatives.
2.7.10.InductionTheinductionprocessaimstobringnewBoardMembersrapidlytothepointwheretheycanmakeanactiveandwell-informedcontributiontoARTICLE19InternationalIngeneral,theprocessinvolves:
• ProvidingthenewBoardMemberswithallARTICLE19International’srelevantdocuments• AnorientationprogrammebytheInternationalOffice.Theidentificationofamentorwithinthe
Boardwho,foradefinedperiod,assiststhenewBoardmember(seedetailsinAnnexure5)• VisitstoprogrammelocationsaroundtheworldwhereARTICLE19works.
2.7.11.BoardmeetingsThedate,locationanddurationofBoardmeetings,areagreedbytheBoardonanannualbasis.TheBoardcanholdmeetingsinwhichsomeorallofitsMembersparticipatebytelephone,videoconferencingorotherelectronicorvirtualmeansprovidedthatallparticipantscancommunicatewithoneanother.Thoseparticipatinginthiswaycounttowardsthequorum.
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2.7.12.QuorumforMembers’meetingsAtaMembers’meeting,unlessaquorumisparticipating,noproposalistobevotedon,exceptaproposaltocallanothermeeting.ThequorumforMembers’meetingsmaybefixedfromtimetotimebyadecisionoftheMembers,butitmustneverbelessthanthree,andunlessotherwisefixeditisthreeorone-thirdofthetotalnumberofMembers,whicheveristhegreater.IfthetotalnumberofMembersforthetimebeingislessthanthequorumrequired,theMembersmustnottakeanydecisionotherthanadecisiontoappointfurtherMembers.2.7.13 AgendaofBoardmeetingsTheChair,inconsultationwiththeExecutiveDirector,proposestheagendaforeachBoardmeeting.ThisiscirculatedtoBoardMembersforcommentatleastamonthbeforetheBoardmeeting.AnyBoardmembercanproposeadditionalagendaitemsbywritingtotheChair.ThefinalagendaiscirculatedwiththenecessaryBoardmaterialsatleasttwoweeksbeforetheBoardmeeting.TheChaircanapprovethatpapersmaybesentafterthedeadline.Althoughitispreferabletofinalisetheagendatwoweeksbeforethemeeting,itisacceptabletopresentanagendaamendmentattheBoardmeeting.Unlessagreedotherwisebyconsensus,thenewitemisaddedtotheendoftheagendaunderAOB(AnyOtherBusiness)andaddressediftimepermits.Ifthenewitemwarrantsparticularattentionearlierintheagenda,thismustbeagreedbyconsensusbytheBoard.TheMembersaimtorestricttheamountoftimespentonadministrativeandstatutoryactivitiesatBoardmeetingsinordertoaddvaluetothesubstantiveobjectivesoftheorganization.2.7.14DecisionmakingatBoardmeetingsIdeally,alldecisionsshouldbereachedbyconsensus.Wherethisisnotpossible,avotecanbecalledandasimplemajorityisrequiredtopassaresolution.TheChaircanvoteand,inthecaseofatieofvotes,theChairhasasecond,castingvote.TheBoardmaymakeadecisionoutsideofmeetingsprovideditisunanimouslyacceptedbyeachBoardMemberinwriting,onpaperorbye-mailorotherelectronicmeans.(Forafulldescriptionofdecisionmakingwithoutameetingseeitem20oftheArticlesofAssociation.Onceadecisionismade,itisbindingonallBoardMembersandmustbesupportedbyeveryBoardmemberunlessitisreviewedandrescinded.2.7.15CommitteesandotherengagementbyBoardMembersMembersareencouragedtoengageinotherBoardactivitiesbesidesattendingBoardmeetings.MembersperformsomeoftheirBoardresponsibilitiesthroughspecialistCommittees.EachBoardMemberisexpectedtobepartofoneCommitteeasapprovedbytheBoard.MembersarealsoinvitedtojoinBoard-initiatedSupportGroupsandTaskForces.These
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areoftencreatedforaspecificpurposeandaspecificperiodoftime.Currentlywehaveonlyonesuchsupportgroupcalledthe‘EnterpriseInformationSecurityTaskForce’(EISTF)).SuchgroupsarecreatedbasedonaninterestorneedidentifiedbytheBoardorattherequestofmanagement.2.7.16.AnnualBoardreviewandreflectionThroughtheannualreviewandreflection,theBoardassessesitsowneffectivenessasateamandindividuallyinorderto:• developasharedunderstandingofandcommitmenttotheexpectedmotivation,role,contribution
andaccountabilityofMembers,individuallyandcollectively;• developasharedunderstandingaboutthemosteffectivewayforMembersto• influenceandimpacttheorganisationintermsofitsnature,culture,structure,stateofprogress,
challenges,etc;• identifyelementstostrengthentheBoard’sgovernancerole;• gettoknoweachotherbetterasMembersandbuildastrongteam;• consolidateanddocumentthelessonslearnt,challengesandsuccessesofthecurrentBoard.EachBoardCommitteemonitorsandassessesitsowneffectivenesseveryyearinparalleltotheBoardprocess.2.7.17.DisqualificationandremovalofMembersAMemberisdisqualifiedfromholdingofficeforseveralreasons,allofwhicharedetailedinitem27oftheArticlesofAssociation.Insummarydisqualificationoccursif:
i. aMemberisprohibitedbylawfrombeingamemberoftheInternationalboardii. theMembersreasonablybelieveheorshehasbecomephysicallyormentallyincapableof
managinghisorherownaffairs,atwhichpointtheydecidetheMemberinquestionisremovedfromoffice;
iii. AletterofresignationisreceivedbytheCharityfromtheMemberthatheorsheisresigningfromoffice;
iv. TheMemberfailstoattendfourconsecutivemeetingsoftheMembersandtheMembersresolvethatheorsheberemovedforthisreason;
v. atameetingoftheMembersatwhichatleasthalfoftheMembersarepresent,aresolutionispassedthatheorsheberemovedfromoffice(seeitem26.6oftheArticlesofAssociation,Appendix1).
vi. theMemberceasestobeacompanymemberoftheARTICLE19International.2.7.18.RegisterofInterestsofBoardMembersMembersarechosenpartlyfortheiractiveinvolvementinotherorganisations.Attimes,thiscancreateaconflictbetweenARTICLE19International’sinterestsandpersonalinterestsorresponsibilitiestootherorganisations.Theseconflictscanbeoftwokinds:
• Aconflictofinterest-whenamemberhasamaterialfinancialorotherinterestinaBoarddecisionordiscussioneitherdirectlyorthroughanotherorganisation:(oftenaboutmoney).
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• Aconflictofduty-whenamemberhasadutytoanotherorganisation,forexampleasadirectororemployeethatisrelatedtoaBoarddecision,discussionorpublicstance:(splitloyalty).
MembershaveanannualdutytorecordallrelevantprivateinterestsanddutiesinARTICLE19’sRegisterofInterestsofBoardMembers.TheRegisterincludesthefollowing:
• BoardMemberships• Directorships• EmploymentorothercloserelationshipswithotherNGOs,charities,institutionsandcompanies,
bothnon-profitandprofitmaking• BroaddescriptionoffinancialinterestsofMembersortheirimmediatefamiliesthatarematerial
inthesensethateithertheinterestexceeds1percentofanorganisationortheinterestexceeds1percentofamember’sortheirfamily’swealth.
TheRegisterexcludesthefollowing:
• Property• Governmentsavingsschemesandholdingsinpensionfundsortrustsundermanagementbya
thirdparty• Membershipasapassivesupporterratherthanaleaderoractivememberofotherorganisations
suchascharitiesorpoliticalparties.TheRegisterservesasanannualreminderoftheissue.However,itisoflimitedvalueonitsownwithoutconstantvigilanceofpossibleconflictsofinterestorduty.ThefollowingprovidessomepracticalguidanceonbehaviouratBoardmeetings,basedonrecommendationsbytheUKNationalCouncilforVoluntaryOrganisations(NCVO):
• Anymemberwhohasaprivateinterestorduty,ascoveredbytheRegisterofInterests,inamatterunderdiscussionataBoardmeeting,shoulddeclarethenatureoftheirinterestordutyandwithdrawfromtheroom,unlesstheyhaveadispensationtospeak.
• Ifamemberhasanyotherinterestordutywhichdoesnotcreatearealdangerofbias,butwhichmightreasonablycauseotherstothinkitcouldinfluencetheirdecision,theyshoulddeclarethenatureoftheinterestorduty,butremainintheroom,participateinthediscussionandvoteiftheChair,inconsultationwithotherMemberpresent,agreestheycandoso.
• Ifinanydoubtabouttheserules,MembersshouldconsulttheChair.2.7.19.BoardexpensespolicyTheBoardTravelandExpensesPolicyisdevelopedinconsultationwiththeFinanceandGeneralPurposesCommittee(FGPC).Thepolicyaimstofosterefficiency,valueformoney,cost-effectiveness,transparency,andequitywithinARTICLE19International,andisupdatedperiodically.ThispolicysetsoutthebasisonwhichARTICLE19International’sMemberexpenseswillbepaidandtheprocessforclaiming.TheguidancealsorelatestoalllocalBoardswithregardstoprinciplesofvalueformoneyandgoodpracticeinthesector.ThefullpolicycanbefoundinAppendixVI.2.7.20BoardCommitteesThemainresponsibilityofCommitteesoftheBoardistosupporttheBoard.CommitteesdonottakeanydecisionthatiswithinthestatutoryroleoftheBoard.ACommitteemaymakeinterimoperational
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decisionsthatwillleadtoafinaldecisionbytheBoard.ThepresentCommitteesandtheirsummaryrolesareasfollows:(a)`FinanceandGeneralPurposesCommitteeconvenedbytheTreasurer:
• Income• Resourceallocationandexpenditure• Investment.
(b)InternationalGovernanceCommittee(GSC):
• Governancestructure,standards,processes• BoardMembers’electionguidelines,recruitment,induction,capacitystrengthening• AssociationandAffiliation• Governancereviews.• Boarddevelopment
2.7.21AppointmentofCommitteeMembersMembersofCommitteesaresuggestedbytheChairforapprovalbytheBoard.TheBoardshouldsatisfyitselfthatatleastonememberofeachCommitteehasrecentandrelevantexperienceintheCommittee’sareaoffocus.2.7.22.Co-optedCommitteeMembers/MembersToimprovetheireffectiveness,Committeesmayco-optpeoplewithrelevantskillsorexpertisewhilekeepinginmindfinancialimplications.Co-optedmemberscanalsobeinvitedtoadvisethefullBoardonaspecificareaofinterestandexpertise.Atnotimecanthenumberofco-optedmembersonaCommitteeexceedthenumberMembers(Trustees)ontheCommittee.Aco-optedmemberisproposedtotheBoardbytheInternationalGovernanceCommitteeinconsultationwiththerelevantCommitteeChairs.Sourcesofco-optedMembersare:
• AffiliateandAssociateMembersandex-BoardMembers• Ex-MembersoftheinternationalBoard• Individualswithrelevantskills
Co-optedMembersofCommitteesoperateinthesamewayasBoardMembersonCommitteesininforming,discussingandvoting.Co-optedmembersofaCommitteecanbeagoodwayforapotentialBoardmemberorofficertolearnmoreaboutARTICLE19’sworkandbecomeknownbyARTICLE19BoardMembersandstaff.2.7.23.ChairsofCommitteesChairsofCommitteesaresuggestedbytheInternationalChairforendorsementbytheBoard.2.7.24ConductofCommitteemeetingsCommitteemeetingsarescheduledtofittheBoard’sworkplan.PapersandagendaforeachCommitteemeetingarecirculatedwithadequatetimeforcommitteeMemberstoprepareforthemeeting.InthecaseoftheAuditandRiskCommittee,thismeansatleastoneweekbeforethemeeting.
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AnyCommitteemeetingmaybeconducted,andthequorumsatisfied,withsomeMembersjoiningelectronicallyorbyteleconference.ThequorumofeachCommitteeistwoBoardMembers.Committeesmayseekprofessionaladviceonmatterswithintheirtermsofreference.AtleastoneseniormemberoftheInternationalSecretariatattendseveryCommitteemeeting.AmemberofstafftakesminutesateachCommitteemeeting.AllBoardMembersreceivecopiesoftheminutesofformalmeetingsofallCommittees.2.7.25.ConflictsofinterestanddutyCaretoavoidconflictsofinterestanddutyisnecessaryforBoardMembersintheirworkonCommitteesjustasmuchasintheirworkontheBoard.TheguidancetoBoardMembersinsection2.7.4equallytoco-optedmembersofCommittees,includingtheneedtocompletetheRegisterofInterestseveryyear.2.7.26.AnnualreviewandreflectionThroughasimpleannualreviewandreflection,eachCommitteeassessesitsowneffectivenessasateamandindividually.ThistakesplaceeveryyearinparalleltotheBoardprocesssothatresultscanbecombinedinanoverallreporttotheBoard.2.7.27.TheInternationalOfficeThepowersandfunctionsoftheInternationalOffice,arebasedonArticle30oftheInternationalConstitution.Theyare:
a) ManagingthedevelopmentandimplementationofandcompliancewiththeARTICLE19International’svalues,vision,mission,strategies,policies,standardsandsystems.
b) Strengtheningcommunicationlinkages,collaborationandpartnershipwithinARTICLE19InternationalanditsMembers.
c) ProvidingsupporttoAffiliates,RegionalOfficesandCountryProgrammes.d) Strengtheningasharedandcoherentcultureandidentityacrosstheorganization.e) Seeking,exploringanddevelopinglinkswithpotentialnewpartners.f) Managinginternationalormulti-countryprogrammes.g) Managingworkinaterritorywherethereisnonetworkmember.h) Managinginternationaladvocacy,research,policydevelopment,publiceducationand
campaigning.i) Developing,strengtheningandmanagingrelationships(includingpartnerships)withinternational
(supra-national)organisations,institutions,alliances,networksandcoalitions.j) ManagingthefinancesoftheorganisationundertheoversightoftheTreasurer.k) Ensuringaccountability,learning,planning,performanceandimpactmonitoring,reviewand
assessmentsystemsareestablishedandoperateinlinewiththevalues,vision,mission,strategiesandpolicies.
l) ResolvingdisputesandasnecessaryreferringcasestotheInternationalBoard.m) ManagementofthewebsiteandotherelectronicgatewaystoARTICLE19International.n) ManagementofexternalandinternalcommunicationsfortheARTICLE19International.o) SupportingchairsofRegionalBoardsandAffiliates.p) EngagingwithandprovidingsupporttoMembers’governancestructuresthrough
strengtheningcapacityandpromotinglearning.q) ProvidingsupporttotheinternationalBoardandGeneralAssembly.
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3. DISPUTERESOLUTIONConflictsbetweenAffiliatesandtheInternationalOffice,betweenMembersandtheBoardandbetweentheBoardandtheInternationalOfficeareusuallyresolvedbythoseconcernedbetweenorwithassistancefromleaderssuchastheBoardChair,theChiefExecutiveandChairsofnationalBoards.ConflictswithinmanagementaresoughttoberesolvedbymanagementprocesseswithoutreferencetotheBoardorGeneralAssembly.TheexceptioniswhistleblowingorgrievanceprocessesthatconcerntheChiefExecutive,inwhichcasetheChairoftheBoardestablishesaBoardprocesssuchasanadhocBoardCommitteetoinvestigatethematter.Disputesrequiringtheprocessesdescribedinthischaptershouldberare.MostissuesthatmayemergearemattersofpolicyandpracticethatarebetterresolvedthroughinformaldiscussionsandtheformalprocessofmovinganddiscussingMotionsatGeneralAssemblymeetings.3.1 GeneralprinciplesofdisputeresolutionDisputeswithinARTICLE19shouldberesolvedinaccordancewiththefollowingprinciples:
• Damagetothemissionandpoorandexcludedpeopleisminimised.• DisputesareconductedcourteouslyinaccordancewithARTICLE19’International’svaluesand
federalprinciples.• Allpartiesinadisputearegivenafairhearing.• Ifonepartyconsidersthereisadisputethenthereisadispute.• Presentationsanddocumentsareclear,briefandfocusedonthedispute.• ThebasisforconductingdisputesisthefullsetofrelevantdocumentsincludingtheConstitution,
otherAgreementsandthisdocument.• Costsoftimeandmoneyareminimised.• RiskstoARTICLE19’sreputationareminimised,observingstrictconfidentialitywherenecessary.• TheChairmakesfinalandbindingdecisionsontheprocessofdisputeresolutionatBoardlevel.
TheGeneralAssemblyChairmakesfinalandbindingdecisionsontheprocessofdisputeresolutionatGeneralAssemblylevel.
• Referraltoexternalarbitrationistheonlyalternativetoresolutioninternally.3.2.BoardprocessesofdisputeresolutionTheprocessfortakingadisputetotheBoardisasfollows:
a) OneofthepartiesmakesawrittensubmissiontotheChairoftheBoardwithaformalb) requestforresolutionofthedispute.Therequestincludes:
i. Summaryofthedisputeii. Statementofwhichpartiesareinvolvediii. Thecontextofthedisputeiv. Theparty’spositionv. Theparty’sproposedsolution,linkedtoARTICLE19’smissionandvalues
c) IftheBoarditselfinitiatestheprocess,theBoardcreatesasimilarsubmission.d) TheChairdecideswhethertoconducttheprocessher/himselforwhethertoestablisha
Taskforceontheissue.
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e) TheTaskforcemaybechairedbytheChairorbyanotherBoardmember.MembersoftheTaskforceareMembersand,ifnecessary,asmallnumberofotherpeoplewithrelevantexpertise.TheTaskforceshouldbesmallandreasonablybalancedingenderandotherqualities.
f) Within14daysofreceiving(orwriting)suchassubmission,theBoard/TaskforceChaircopiesthesubmissiontoallothernamedpartiesandrequeststhemtosendwrittensubmissionsthatincludethefollowingwithinafurther14days:
i. Theparty’sposition/replyii. Anychangestothesummaryofthedisputeiii. Anychangestowhichpartiesareinvolvediv. Theparty’sproposedsolution,linkedtoARTICLE19’smissionandvaluesv. TheBoard/TaskforceChaircontactsanyadditionalpartiesnamed,seekingwritten
submissionsinthesameformat.g) Onceallwrittensubmissionshavebeenreceived,theBoard/TaskforceChairarrangesforcopies
ofallthesubmissionstobesentto:i. Allpartiesthathavemadesubmissionsii. AllBoardMembersiii. AllMembersoftheTaskforce,ifany
h) TheBoard/TaskforceChairspecifiesadateonwhichtheBoard,advisedbytheTaskforceifany,willconsiderthedisputeinahearing.ThehearingshouldnormallybeplannedaspartofthenextBoardmeeting.IftheBoardChairconsidersitnecessary,aspecialmeetingoftheBoardmaybeconvenedforthehearing,nolessthan14daysafterallwrittensubmissionshavebeencirculatedasinstepe)above.
i) TheBoardand/ortheTaskforce,ifany,mayseekprofessionallegalorotheradviceatanypoint,includingduringthehearing.
j) TheChair,orinher/hisunavoidableabsencetheViceChair,chairsthehearinganddeterminesitsprocess.
k) IncaseswhereanappealtotheGeneralAssemblyispermitted,theappealmustbemadewithin7daysoftheendofthehearing.
3.3.GeneralAssemblyprocessesofdisputeresolutionTheprocessfortakingadisputetotheGeneralAssemblyissimilarasfollows:
a) OneofthepartiesmakesawrittensubmissiontotheGeneralAssemblyChairswithaformalrequestforresolutionofthedispute.Therequestincludes:
a. Summaryofthedisputeb. Statementofwhichpartiesareinvolvedc. Thecontextofthedisputed. Theparty’spositione. Theparty’sproposedsolution,linkedtoARTICLE19’smissionandvalues
b) TheGeneralAssemblyChairsestablishesaGeneralAssemblyTaskforceontheissue.TheTaskforcemaybechairedbytheGeneralAssemblyChairsorbytheGeneralAssemblyrepresentativeofaMember.MembersoftheTaskforceareGeneralAssemblyrepresentativesandasmallnumberofotherpeoplewithrelevantexpertise.TheTaskforceshouldbesmallandreasonablybalancedingenderandotherqualities.
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c) Within14daysoftheestablishmentoftheTaskforce,theTaskforceChaircopiesthesubmissiontoallothernamedpartiesandrequeststhemtosendwrittensubmissionsthatincludethefollowingwithinafurther14days:
a. Theparty’spositionb. Anychangestothesummaryofthedisputec. Anychangestowhichpartiesareinvolvedd. Theparty’sproposedsolution,linkedtoARTICLE19’smissionandvaluese. TheTaskforceChaircontactsanyadditionalpartiesnamed,seekingwrittensubmissions
inthesameformat.d) Onceallwrittensubmissionshavebeenreceived,theTaskforceChairarrangesforcopiesofall
thesubmissionstobesentto:a. Allpartiesthathavemadesubmissionsb. AllmembersoftheTaskforce
e) TheTaskforceChairspecifiesadateonwhichtheTaskforcewillconsiderthedisputeinahearing.ThehearingcouldcomejustbeforethenextGeneralAssemblymeetingtominimisecosts.
f) TheTaskforcemayseekprofessionallegalorotheradviceatanypoint,includingduringthehearing.
g) TheTaskforceChair,orinher/hisunavoidableabsenceanalternativeelectedbytheTaskforce,chairsthehearinganddeterminesitsprocess.
h) Ifallpartiesaccepttheresultofthehearing,theprocessendswitharecordoftheoutcomeincludingconsequentactionsandanylessonslearned.
i) Ifoneormoreofthepartiesdonotaccepttheresultofthehearingtheymayappealwithinsevendays.ThefullGeneralAssemblythenhearstheissue,throughaprocesstobedecidedbytheGeneralAssemblyChairs,advisedbytheTaskforceChair.
j) IftheGeneralAssemblyChairsconsidersitnecessary,aspecialmeetingoftheGeneralAssemblymaybeconvenedforthesecondhearing,nolessthantwomonthsaftertheappeal.
3.4.ExternalprocessesofdisputeresolutionEitherpartyinadisputemayrequestthatthedisputeshouldbereferredtoexternalarbitration,asdescribedintheMoUinsuchacase:
a) ThedisputeisfinallysettledinaccordancewiththeArbitrationRulesoftheNetherlandsArbitrationInstitute.TheprocedureisconductedinEnglish.
b) Uponagreeingforarbitration,thepartiesforfeitallotherinternalresolutionprocesses.c) Thedecisionofthearbitratorisdeemedfinalandbindingontheparties.
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