CENTRAL AND EASTERN
EUROPE
CITIZENS NETWORK (CEE CN)
INTERNAL RULES AND
REGULATIONS
Year 2005
I - GENERAL PROVISIONS
This document shall determine: membership in Civic Association
Central and Eastern Europe Citizens Network (abbreviation: CEE CN); duties
and responsibilities of the Director and Coordinator and other issues of
importance for Association CEE CN operating bodies.
II - CONSTITUENCY
1) Membership
The membership in the Association is voluntary. Membership of the
Association consists initially of 24 organizations from 16 countries. These
members agreed that Slovakia would be the headquarters of the Network.
Future membership is open to any legal entity actively promoting citizens
participation in Central and Eastern Europe and demonstrating agreement
with the mission and objectives. If the member of Association is a legal
entity, they will be asked to designate someone who is authorized to act on
their behalf and represent them. Future membership is also available for
natural persons who are older than 18, capable of conducting their own legal
matters, without criminal record for capital offenses, who have been active in
promoting citizen participation in Central and Eastern Europe and
demonstrate agreement with the mission and objectives.
2) Process of nominating
As it is mentioned in the By-laws, the Coordinating Team approves members
based on a written application. The form of the written application is a part
of the internal documents.
III – ORGANIZATIONAL BODIES
a) Representative Team (RT)
There are several different forms in which Representatives are selected:
One member organization from a country. The approved member
organization will be asked to designate someone who is authorized to act on
their behalf on the Representative Team.
Two member organizations from a country. When there are two member
organizations, they will be encouraged to determine their own method of
determining who will serve as the country representative. In the case where
there is a problem in resolving this, the Coordinator will be asked to oversee
a solution.
More than two organizations from a country. When there are more than
two organizations that are members from a country, they can request that
the Coordinating Team approve a second representative. They will be asked
to determine their own method of determining who will serve as the country
representative. In the case where there is a problem in resolving this, the
Coordinator will be asked to oversee a solution.
Individuals can also be asked in special circumstances to serve on the
Representative Team. This normally would occur in the situation where
someone has agreed to take on a special assignment for the Association such
as overseeing the web site or managing the e-newsletter. In this situation,
the Representative Team must approve their selection to the Representative
team.
Rights and duties of liabilities of the RT are as follows:
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To determine bodies of the CEE CN and to be selected to participate on
them
To give proposals, opinions and suggestions
To follow up on work of the CEE CN and to raise initiatives of interest
for the Network
To be regularly updated on work and work results
To participate in all activities of the CEE CN
To perform awarded jobs and assignments that relate to work and
activities of the CEE CN conscientiously and in a responsible manner
To promote the activity of the Network and especially the importance
of its program goals
To perform regularly assumed responsibilities toward the Network as
well as to implement decisions, suggestions and conclusions
Discipline of RT members will be as follows:
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Public critique for non-fulfillment of duties by which the reputation of
the CEE CN is not disturbed
Warning before expulsion for recurring non-fulfillment of duties and
liabilities
Expulsion from the CEE CN in case a member more seriously violates
statutory provisions or jeopardizes the reputation of the Network
b) Coordinating Team (CT)
Membership in CT
The Coordinating Team (CT) of CEE Citizens Network has 6 members.
Membership in the CT is on a voluntarily basis. Three of these members are
elected and the other three are designated positions: director of CEE Citizens
Network, upcoming Conference Coordinator and the CEE Citizens Network
Coordinator.
Elected membership is based on a professional and personal profile of the
potential candidate as well as the organization (NGO) – member of CEE
Citizens Network, to which the potential candidate belongs.
Geographic criteria (regional coverage of NGO – member of the Network)
when selecting members of CT are also taken into consideration.
Process of nominating a candidate for membership of the Coordinating
Team
The process of nominating potential candidate means direct involvement of
NGOs – members of CEE Citizens Network from specific countries, as well as
current members of the CT.
NGOs – members and the Representative Team’s members of CEE Citizens
Network are responsible for identification and nomination of potential
candidates from their countries by following the concrete application process
of CEE Citizens Network.
The following should be included with each nomination:
 A letter of intention to become a member of CT of CEE Citizens Network
(the letter is created by a candidate); a written statement by the candidate
describing why she/he is interested in becoming a member of CT of CEE
Citizens Network; how the candidate plans to contribute to promotion of
CEE Citizens Network as a member of CT relating to his/her professional
or personal background
 Personal CV
 Completed form of nomination for a concrete person – the form is
completed by NGO member of CEE Citizens Network or current member
of CT. The form is a part of these internal documents.
The nomination period should be completed at least two months prior to
annual Representative Team (RT) meeting in order for a decision about new
members of CT to be made at their regular meeting.
CEE Citizens Network’s Coordinator will receive application forms and this
person is responsible for processing nominations to the RT within the
process of selecting CT’s members. This responsibility includes providing
his/her opinion about each candidate individually (together with application
documents), based on accessible information and previously defined criteria.
This information should be delivered to RT’s members of CEE Citizens
Network at least one month before holding an annual meeting.
A Representative Team (RT) of CEE Citizens Network will adopt a candidate
for a member of CT by consensus, and if it’s not possible then by a twothirds majority out of the total number of members of RT present.
Membership period in the Coordination Team
A mandate of CT’s member of CEE Citizens Network lasts for 3 (three) years,
with the possibility of re-election for an addition 3 (three) year period.
A rotation of membership in CT will be implemented over the first three
years so that no more than 1/3 of the total number of CT’s members will be
change.
Members of the CT are elected on the personal basis and will serve the term
of election regardless of their continued employment with the organization
that nominated them.
A profile of potential member of CT
Potential candidate for membership in CT of CEE Citizens Network should:
 Show determination toward democratic processes and human rights
respecting
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Demonstrate dedication to work of NGOs and strengthening the
role of citizens in making decisions; understanding of main goals of
CEE Citizens Network as well as individual responsibilities of
organizations and people inside the Network
Prove respecting his/her work or his/her NGO’s work inside
NGO community in the country he/she comes from
Understand concepts and articulate new ideas
Present personal experience in work with NGOs (with and accent
on the CEE Region)
Be ready for standing and voluntarily work as a member of CT of
CEE Citizens Network
Job description of CT’s member
Job description of CT’s member is important because it specifies CT’s
expectations regarding its members. Job description presents obligations,
responsibilities and expectations, so that potential candidate can estimate if
she/he will be able to meet the expectations or not.
Responsibilities:
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contribute to creating, reviewing and adopting CEE CN mission as well as
estimating whether the mission is accomplished through the activities or
not
participate in an annual evaluation of environment in which the network
acts as well as creating and adopting the network’s work strategy
participate in creating and implementing of the strategy for the network’s
fundraising
work on improvement of the process of communication and cooperation
within the network through creating concrete processes and /or activities
contribute to strengthening of the image of CEE CN and its visibility for
both the users (citizens’ activists), and partners organizations and NGO
networks
Organization:
- participate in selection, support, monitoring and evaluation of the
network coordinator
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contribute to identifying of perspective future CT’s members of the
network as well as support new members in orientation and
understanding of CT’s activities
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participate in an annual evaluation of CT’s work (including structure,
responsibilities and organization) as well as in identification of the steps
for eventual improvement of CT’ work
Operations:
- support the network’s members, in an appropriate way, in the
implementation of the activities of the network (conferences, training
sessions, research, etc.)
- participation in evaluating of the work of CEE Citizens Network through
comparison with the mission and long-term objectives
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contribute to ensuring creation of different reports which will reflect
results of the work adequately as well as the other effects of the network’s
functioning (finances, etc.)
c) Director
The Director of the CEE Citizens Network is initially a voluntary
position. The Coordinating Team (CT) selects a director of the Association
and CT can propose with RT approval, that the director position can become
a paid one.
Director of the CEE CN is responsible to the CT for his/her work.
Director of the CEE CN is obliged to conduct operations of the Network
according to standards of law, provisions of the By-laws.
Director of the CEE CN is obliged to submit a written activity report of
his/her work for adoption at the CT at least once a year.
Director of the CEE CN has rights, duties and liabilities to:
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Represent the Association
Stipulate agreements and contracts on behalf of the CEE CN
Convene ordinary and extraordinary meetings of CT and RT
Give form and supervise media identity and promotion of the Association
Submit activity report of the CEE CN to the CT
Ensure the financial stability of the CEE CN and take care about proper
use of the CEE CN assets
Prepare and propose decision-making of all documents that are
competence of the CT and RT
Introduce possible changes of the By-laws as well as the internal
documents
Execute decisions made by the CT and RT
Ensure implementation of annual plans
Build strategies of the CEE CN development
d) Coordinator
The Coordinator of the CEE Citizens Network is a full time paid
position. The Coordinating Team (CT) elects Coordinator of the Association.
Coordinator of the CEE CN is responsible to the Director for his/her
work.
Coordinator of the CEE CN assists to the Director to conduct
operations of the Network according to standards of law, provisions of the
By-laws.
Coordinator of the CEE CN is obliged to submit a written activity
report of his/her work to the director every two month.
The CEE CN Coordinator’s other responsibilities:
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Insure that Network is existing and real
Stipulate agreements and contracts on behalf of the CEE CN
Assist with building strategies of the CEE CN development
Represent the Association
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Oversee preparations for ordinary and extraordinary meetings of CT
and RT
Assist with the financial stability of the CEE CN and take care about
proper use of the CEE CN assets
Assist with the execution of decisions made by the CT and RT
Assist with the implementation of annual plans
Assist in giving form and substance to the media identity and
promotion of the Association
Bring suggestions how to connect our Network to the different
organizations and events in the region
Gather, summarize and analyze what is going on in our members’
organizations
IV – MEETINGS ORGANIZATION
Invitation for holding the meetings is to be sent at least 30 days before
its holding and together with formulated agenda.
Director of the CEE CN convenes the meetings.
Director of the CEE CN is obliged to convene the extraordinary
meeting session upon request of one third of members of the CEE CN
The extraordinary meeting is convened on the basis of written request,
which outlines the reason for the meeting.
The decisions are valid when a meeting is attended by more that half
of its members.
Decisions and conclusions are made by majority vote of members that
attend a meeting.
Voting in a meeting is generally open. The organizational body however
can decide to conduct a secret ballot for special circumstances, e.g. voting of
CT new member.
V - OTHER ISSUES OF IMPORTANCE FOR ORGANIZATION AND WORK
OF THE ASSOCIATION
a) Business Secret
Business secrets of the CEE CN represent documents and data which when
reported to an unauthorized person would be harmful to the interests and
reputation of the CEE CN Association as well as organizations to which the
association is linked to, its sponsors and donors. All members of the CEE CN
are obliged to keep business secrets as well as persons that came to know
about a document or data that is considered as business secrets.
b) Branch office
The CEE CN can constitute a branch office or office outside its headquarters.