Eurostep

Basic principles and conditions for membership

 

Introduction

Eurostep was established in June 1990 at a meeting of founding member organisations.  This meeting established some principles and conditions of membership.  It also established procedures for Eurostep.  Since that time the General Assembly of Eurostep has added additional procedures as has been considered necessary.  This paper sets out the principles and conditions of membership that are currently applicable, as well as the procedures for the running of Eurostep and its activities.

Basis of Membership

The basis for membership of Eurostep is the following:

   

    NGDOs that are based in an European country and which derives its main support base from that country;

  

    NGDOs which are not affiliated to a particular religion but in which people of different denominations are represented and work together on a non-denominational basis (hereafter referred to as “like-minded non-confessional NGDOs”;

 

      NGDOs that are actively involved in Asia, Africa and Latin-America;

 

      NGDOs that have a conviction that:

*   Equal opportunities and justice between North and South are essential;

*   Development co-operation should be people oriented with the full participation of the peoples in Africa, Asia and latin America;

*   The well-being of people is linked inextricably to the environment in which they live.  Development practice needs to be socially and environmentally sustainable;

*   All development co-operation has political implications and consequences.  Advocacy is an integral part of effective solidarity based on practical engagement.  It is necessary to examine the root causes of poverty including gender discrimination and other injustices - aware that there is always a connection between micro and macro issues - to carry out effective project support and advocacy;

*   Self evaluation of programmes, both with regard to practical work in the community and advocacy, is essential.

 

     Member organisations are expected to endorse the purposes of Eurostep and to participate in the core activities of the Eurostep programme.

Purposes of collaboration within Eurostep

The purposes are defined as follows:

 

     To more effectively exchange information and experience relating to the work of its members, especially concerning project support and advocacy.  To create provisions to improve the interchange of project lists.

 

    To conduct research on agreed items in preparation for effective advocacy and to collaborate in this research;

 

    To carry out common advocacy which seek to influence policy makers in national governments, the EU, and multilateral agencies such as the IMF, World Bank and UN agencies.  Such advocacy should be based on the interests and perspectives of partner organisations relating to public opinion.  To support campaigns that seek to influence public opinion;

  

    To attune policy and, wherever desired, combine resources and allocate tasks; to co-ordinate activities within the membership wherever possible and where relevant to collaborate with other appropriate networks such as the denominational networks CIDSE and APRODEV, and the umbrella networks such as the NGDO-EU Liaison Committee, Solidar, and WIDE.

 

Membership of Eurostep

Applying for membership

Membership of Eurostep is by invitation.  Organisations seeking to become a member of Eurostep should indicate their interest in writing to the Director of Eurostep.  This letter should confirm their interest in becoming a member and make a declaration that they endorse the statement of principles and their willingness to abide by the conditions and procedures of membership.  A copy of the latest available audited accounts and the annual report should be attached to the letter.

There will be a maximum of two organisations admitted as members from each EUcountry.

 

Proposals for membership will be presented by two existing members to a meeting of the General Assembly.  Acceptance of a proposal requires a ²/3 majority in favour of the proposal.

Withdrawal from membership

A member organisation can withdraw from membership of Eurostep by giving six months written notice to the Director of the organisation’s intention to withdraw.

Expulsion from membership

A member organisation can be expelled from membership by a ²/3 majority at an Annual General Meeting of Eurostep or at an Extra-ordinary General Meeting in which the proposal for expulsion has been presented as a formal item of the agenda, according to the statutes and standing orders.

 

Membership contributions

The Eurostep secretariat and its activities are financed entirely from contributions from member organisations.  The level of membership contribution for any one year is established by the General Assembly.  This is normally determined at least six months before the start of the year to which the contribution relates.

The 9 categories are set out in the table below with the contribution applicable for 2002 identified for each category.

The definition of qualifying income is defined as the cash income received by the organisation for its international activities.

This includes            monetary income that directly funds development projects and programmes - including the costs of managing and administering these funds.  It also includes income that covers the costs of the organisation’s related activities in its home country (and Europe), such as its administrative costs, development education, campaigning, fund raising, etc. 

This excludes:          goods and services received in kind (such as donated clothes, food aid, etc) for which a valuation appears in the annual accounts are excluded from this definition. 

Income received for social programmes in an organisation’s own country (for which that organisation has a mandate), together with the costs of the organisation related to managing this activity.

Table I: Contributions formula

 

Category	Definition based on Qualifying income	Proposed total contribution for 2002 €
1	Over € 100 million	33 000
2	€ 60 million to € 100 million	24 800
3	€ 35 million to € 60 million	19 000
4	€ 20 million to € 35 million	16 500
5	€ 10 million to € 20 million	12 000
6	€ 5 million to € 10 million	8 250
7	€ 2 million to € 5 million	7 000
8	€ 1 million to € 2 million	6 000
9	Up to € 1 million	4 000

Special Project Fund

The membership contribution includes a small contribution for a special project fund which is used for supporting common programme activities related to the core programme of Eurostep.

Social Fund

In 1997 the General Assembly decided to establish a Social Fund.  The purpose of this fund is to provide a financial reserve that is available to cover the obligations that Eurostep has to its employees in the event that the network is wound up.  It was envisaged that the Social Fund would be built by making transfers to the fund each year.

Review of a member organisation’s categorisation

Member organisations are required to review their categorisation on an annual basis.  If as a result of a change in income the organisation moves from one category to another that organisation should inform the Eurostep secretariat of the change.

Payment of contributions

Member organisations are required to transfer their contribution to Eurostep by 31 December of the year preceding that for which the membership contribution applies. Late payments will be subject to a penalty calculated as the interest payable on the outstanding sum due set at two percentage points above the Belgian national bank rate at the time the payment is received.

Annual returns

Each year member organisations are requested to complete an Annual Return, which is sent by the secretariat towards the end of each year together with the request for membership contributions for the following year.  This is intended to help member organisations in their assessment of their contributing category, and to provide a reminder for organisations to send a copy of their Annual Report and Annual Audited Accounts.

Decision making structure

General Assembly & Board of Directors

The General Assembly is the overall decision making body for Eurostep. Its role and responsibilities are set out in the statutes and Standing Orders of Eurostep.  It has responsibility for determining the overall programme framework as well as the more detailed objectives and orientation of the programme on an annual basis.  The General Assembly meets two times per year.  Annex I sets out a summary of the role and responsibilities of the General Assembly.  Annex II sets out the procedures for preparing and running meetings of the General Assembly.

Steering Committee

The role and responsibility of the Steering Committee has been defined in decisions of the General Assembly.  It co-ordinates the programme, in conjunction with the secretariat.  It monitors the implementation of the programme and makes decisions about its implementation on the basis of proposals from the Working Groups or secretariat.  The Steering Committee meets four to eight times per year, either physically or by telephone conferences.  Annex III sets out the role and responsibilities of the Steering Committee in more detail.

Working Groups

The Working Groups are the main mechanisms for bringing together the relevant people from member organisations on specific aspects of the programme.  There are three principal Working Groups for the programme, one for each of the three focal points.  The three Working Groups have a five year mandate covering the period of the programme.  Formally the membership of each Working Group is comprised of a representative from each member organisations. As a minimum these representatives provide a formal link between the Working Group and their respective organisation.  They are encouraged to take an active part in the development and implementation of the programme covered by the Working Group.

The lead agencies provide the co-ordination for these groups.  The Working Groups are responsible for developing the proposed content of specific aspects of the programme, together with strategies for their implementation. While it is important for Working Groups to meet from time to time, much of its ongoing work is carried out through other forms of communication, including telephone conferences and the internet. This would enable a greater input to be generated from more member organisations, including from field offices where this is relevant.

To facilitate the development of content and strategies of specific elements of the programme issues, the Working Groups can establish Advocacy Teams.  The role of such Teams is to pursue specific objectives related to the focal issue, and will bring together representatives from member organisations that are active and/or interested in participating.  Such Teams have a limited, temporary mandate and in the first instance report to the Working Group of which they are a constituent part.  Working Groups can make proposals to the Steering Committee for the establishment of Advocacy Teams. 

The Sextet, which has been a mechanism for following and planning activities around the EU Presidencies will be reviewed. The objective will be to integrate the planning of actions around EU Presidencies within the work and strategies of each of the Working Groups.

Ad hoc groups are groups established outside the main programme of Eurostep on issues that relate to the programme and where there are a number of member organisations interested in working together.  Like Advocacy Teams they are established with a limited and temporary mandate.  Individual member organisations can propose to the Steering Committee the establishment of Ad hoc Groups.  A more detailed explanation of the role and responsibilities of Working Groups, Advocacy Teams and Ad-hoc Groups is set out in annex IV.

Lead agencies

Establishing responsibility within the membership for the co-ordination and leadership of programme development and implementation has been an important part of Eurostep’s programme structure.  This lead agency approach has sought to identify a single organisation willing to take on this role for each of the main programme issues.  For the new programme it is proposed that this approach be developed to encourage a lead agency troica, in which three organisations work together to provide leadership for the three main programme focal elements.  This recognises the demands that are made on lead agencies, and therefore enables a more flexible approach in making provision for lead agencies.  In principal there will be three different member organisations sharing the lead agency function for each focal issue.  In addition, other member organisations can take specific responsibility for sub elements of an issue.

The mandate for lead agencies will be for a five year period, although it is accepted that member organisations taking on this role may only be able and willing to commit themselves for a shorter period.  Therefore a process of managing changes in lead agencies during the life of the programme will be developed.

The lead agency principle will also apply to Eurostep’s approach towards the integration of core values into the programme.  One or more member organisation will lead the development of methodologies and their implementation for the integration of gender equality, ecological sustainability and a rights approach into all aspects of the programme.  Annex V sets out the role and responsibilities of lead agencies.

Meeting of Advocacy staff

The advocacy staff of member organisations will meet on an annual basis.  The purpose of this meeting is to assess the implementation of the programme, the methodology for implementation and to develop proposals for the specific programme for the following year, within the context of the parameters set for the five-years.  This meeting is also asked to make proposals for developing the mechanisms for implementation.

The Advocacy meeting will make recommendations to the Steering Committee which will then be used as the basis for drafting proposals for submission to the General Assembly meeting in December.  Annex VI sets out the role and responsibility of the meeting of advocacy staff.

Member organisations

The member organisations form the core of Eurostep and provide its strength.  Much of the analysis and experience on development co-operation is provided by the membership, particularly drawing on their involvement in the local communities.  The member organisations are also the principal mechanism for engaging national governments on the issues of the Eurostep programme.  They provide the membership of the various Working Groups and Advocacy Teams, as well as the lead agencies for the focal elements of the programme.  Collectively, member organisations determine the policies and programme of Eurostep. Annex VII provides a detailed explanation of the role and responsibility of member organisations.

Secretariat

The secretariat provides the main operational co-ordination for the programme, as well as acts as Eurostep’s principal mechanism for monitoring and lobbying in Brussels.  Its principal roles are to provide an overall co-ordination for the work of Eurostep and its member organisations as defined within the parameters of the agreed programme; to monitor the development of European Union policies that are relevant to the programme, and to provide information and analysis to the membership as is requested and deemed relevant; to assist and co-ordinate the development of strategies for the programme; to facilitate the advocacy strategies of the programme; to co-ordinate the strategies and actions of the programme with other NGOs and NGO networks; and to manage the membership and its development.  Annex VIII sets out a more detailed explanation of the role and responsibilities of the secretariat.

The Eurostep programme

The Eurostep programme is determined by the General Assembly on the basis of proposals presented by the Steering Committee.  The framework for the current programme was adopted in December 1999 and is set out in the paper entitled Eurostep programme 2000 to 2005.

Positions of Eurostep

As part of the Eurostep programme common positions are adopted from time to time on specific issues.  These positions, which are defined in Eurostep papers, are used as an advocacy tool both by the secretariat and by member organisations.  In each case the aim is to achieve a consensus position so that the document becomes a clear Eurostep position.  In instances where this is not possible the position identified in the paper becomes a joint position of the supporting organisations.  A detailed explanation of the procedures for adopting positions is set out in Annex IX.