Constitution

 

The Constitution for Registration in Scotland

1. The aim of ECIC

2. Membership

2.1. Individuals

2.2. Institutional Membership

3. Steering Committee

3.1. The Board and the Local Organisers

3.2. The Tasks of the Board

3.3. Elections, Nominations, Appointments

3.3.1. Board Members

3.3.2. Local Organisers

3.4. Removal of Office Bearers

3.5. Co-opted Members of the Steering Committee

3.6. Payment

3.7. Representation

4. The Conference

5. Annual Meeting

5.1. Quorum

5.2. Amendments and Changes to the Constitution

6. Dissolution

7. Legal Requirements

 

1. The aim of ECIC

The aim of ECIC is:

To maintain a network of Christians working with Information and Communication Technology who can act as a resource and support for each other as well as for their own churches

and to organize the Annual Conference

2. Membership

2.1. Individuals

Membership is open to individuals with an interest in ICT, belonging to of one of the member churches of WCC, CEC or the Catholic Church, and to Christian Organisations affiliated with these churches. Exceptions can be made by the Steering Committee on a case by case basis.

Membership is obtained by attending an Annual Conference and paying the membership fee.

Honorary Membership can be awarded to individuals who have promoted the cause of ECIC in recognition of their work by a joint vote of the Steering Committee and the Annual Meeting

2.2. Institutional Membership

Churches and organisations -- which are members of or affiliated with the WCC, CEC or the Catholic Church -- that appreciate the work of ECIC can become institutional members. Institutional members will be required to confirm the name of their representative each year.

2.3. Duration of Membership

Membership can be renewed by paying the annual subscription without attending a conference.

The Board has the right to cancel the membership of a person whose conduct is detrimental to ECIC and the membership will be advised of the decision. In the event of any dispute involving membership the decision of the Board is final.

Membership is terminated automatically if the membership is not renewed by paying the annual membership fee. In the event of any dispute involving membership the decision of the Steering Committee is final. The Membership fee must be paid before the Annual Meeting. The membership period is from Annual Conference to Annual Conference.

Membership can be cancelled by the member. Individual Membership is terminated by death, institutional membership by dissolution of the institution.

3. Steering Committee

3.1. The Board and the Local Organisers

The Steering Committee shall consist of:

    three members - hereafter called: 'The Board'

    two members - hereafter called: 'Local Organisers'.

Members of the Steering Committee must belong to of one of the member churches of WCC, CEC or the Catholic Church.

Board members are elected to serve on the Steering Committee for a period of four years and can be re-elected for another period of three years. The length of the period is chosen to guarantee continuity and obtain and maintain knowledge necessary for this work.

Local Organisers are appointed to the Steering Committee for two years: one year for organizing the Annual Conference on a local level, the second to pass on the knowledge to the new Local Organiser.

Steering Committee members will begin and end their term of office during the Annual Conference

The Board will consist of members from different European countries. The Board will not consist of more than one person per country.

One person will serve as President.

One person will serve as Secretary.

One person will serve as Treasurer.

3.2. The Tasks of the Board

The tasks of the Board are

to organize the Annual Conference and  Annual Meeting

to send out an annual report to all members electronically.

to keep in touch with European churches and Organisations

to promote the ECIC Network

to be an intermediary if churches or Organisations need expertise and assistance from the people in the network.

to be responsible for the ECIC website

to maintain a register of members.

to prepare annual audited accounts and make them available to the members

3.3. Elections, Nominations, Appointments

3.3.1. Board Members

Should a Board member indicate a wish to resign from the work of the Steering Committee, or, their period of office is completed, it will be published on the ECIC website as soon as practical. The election of a new Board member shall take place at the next Annual Meeting.

Any paid up member can agree to be nominated for the election to the Board. Nominations have to be accompanied by four signatures of other members. Nominations must be submitted to the Steering Committee by 9 PM the day before the election. If more than one person is nominated there will be an election by secret ballot.

After the election of a new Board member, the Steering Committee will decide which Board member serves as President, Secretary or Treasurer.

3.3.2. Local Organisers

Local Organisers in the Steering Committee are automatically replaced after the second conference. The new Local Organiser must be an inhabitant of the country in which the next conference will take place. Local Organisers can be nominated for election to the Board. If a Board member also serves as Local Organiser, the Local Organiser of the previous conference will serve an additional year. The Steering Committee will appoint a Local Organiser immediately after members have agreed the venue for the following conference.

3.4. Removal of Office Bearers

Any member of the Steering Committee, convicted of a serious criminal offence or whose conduct can bring the work of ECIC into disrepute will be removed from office by the remaining Steering Committee members and this action must be confirmed at the next Annual Meeting.

3.5. Co-opted Members of the Steering Committee

The Steering Committee can co-opt additional members if required. Any person co-opted can serve for a maximum of two years. Co-opted members do not have the right to vote.

3.6. Payment

Committee members do not receive any payment. Expenses will be reimbursed by ECIC if the Steering Committee member’s church or Organisation cannot cover the expenses.

3.7. Representation

ECIC will be represented by the Board, and also by the President, Secretary and Treasurer separately.

4. The Conference

The Conference takes place every year and is organized by Steering Committee.

Any member may put forward a proposal to host the conference in their country.

The Annual Meeting will be required to agree on a conference venue two years in advance. The Local Organiser for the conference will become a member of the Steering Committee one year prior to the conference.

If there is no offer to host the Conference or if it is not possible to pursue the venue agreed upon then the Steering Committee will decide on the venue. 

5. Annual Meeting

5.1. Quorum

The Quorum for the Annual Meeting is 12 members and two members of the Board.

The Annual Meeting

elects the Board members,

adopts or rejects reports and accounts of the Steering Committee

can change the Constitution according to 5.2

sets the individual and institutional membership fees for the following year.

5.2. Amendments and Changes to the Constitution:

Amendments and changes to the Constitution may be proposed by any ECIC member. They must be submitted to the Steering Committee by 9PM on the day prior to the Annual Meeting.

In order to vote on changes of the constitution, a majority of two thirds of those voting is required.

6. Dissolution

ECIC can be dissolved for the following reasons

a decision of 75 % of members at an Annual

Meeting.Insolvency.

on the ruling of a Court of Law 

The Board members in office at the time of dissolution will be responsible for winding up the finances of ECIC.

7. Legal Requirements:

The above constitution will be registered for Presentation and execution in the "Books of Council and Session Register" at Edinburgh in Scotland

In the event of any dispute, the Law of Scotland will apply.

Approved in the annual meeting in Cluj-Napoca, Romania 2004