Our Statute

Statutes of the “Major Cities of Europe – IT Users Group”-Association

§ 1
Name and Headquarters

(1) The Association bears the name “Major Cities of Europe – IT Users Group”.
It is to be entered into the Register of Associations. Having been registered, the Association will bear the name “Major Cities of Europe – IT Users Group e.V.” (e.V. German abbreviation for registered Association).

(2) The Association has its headquarters in Bremerhaven.

§ 2
Mission Statement

(1) The mission of the Association is to support IT based services, in particular the public sector and local authorities in Europe. By way of the introduction of IT based services, the Association aims to make it unnecessary for users to contact the administration in person as well as to accelerate the completion process and to aid transparent government. The mission will be realized through

  • the constant flow of information between members about IT based services with an emphasis on the major cities of Europe
  • updating and amendment of IT functions in all aspects of local government
  • the availability of user friendly services for all citizens

(2) The revenue of the Association may only be used for statutory goals. Members do not receive any allowance from the resources of the Association. No person is to be favoured by expenditures for Goals which differ from those of the Association or by a disproportionately high remuneration.

(3) In case of dissolution or abrogation of the Association or in case of discontinuation of its previous goal, the assets of the Association will be transferred to a similar organisation or a charitable organization

 

§ 3
Business Year

The business year is the calendar year.

§ 4
Members

(1) Members of the Association can be
a) authorized natural persons representing legally recognized public or private bodies providing IT services in the public sector
b) natural persons inasmuchas they are named persons sent to the association on behalf of the aforementioned members. This should be confirmed in writing.

(2) After having received a written application, the Management Board, mentioned in §7, decides, by its discretionary power, on the Admission.

(3) The Management Board does not have to justify its decision regarding the admission of a member.

§ 5
Termination of Membership

(1) Membership ends by expulsion, cancellation from the member list or withdrawal from the Association.

(2) In writing, a Member can declare his withdrawal directed to a member of the Management Board entitled to act as a substitute. The withdrawal can only be declared at the end of a calendar year by a notice period of 3 months.

(3) A membership can be cancelled by decision of the Management Board, if the holder of the membership is still in arrears despite a written reminder sent twice, regarding payment of Membership fees or allocations, after having sent the second reminder via registered letter with a form for acknowledgment of receipt and two months have elapsed and the reminder threatens with the cancellation of membership. The cancellation of membership, as far as possible, is to be communicated to the Member.

(4) A Member can be expelled from the Association, if he damaged the interests of the Association in a culpable and negligent way. Regarding the expulsion, Members at the General Meeting decide, whereby a 3/4 majority of votes is necessary.

§ 6
Membership Fees

(1) Membership fees are raised from Members. Beyond that, an admission fee, annual fees and allocation can be raised for financing special projects or solving the Association’s financial difficulties.

(2) The amount and due date of the admission fees and annual fees, as well as allocations, if required, are decided by the Members at the General Meeting.

(3) In individual cases, the Management Board can exempt or defer fees, charges and allocations, either completely or in part.

§ 7
Management Board

(1) The Management Board of the Association consists of President, Vice President, Treasurer and General Manager. The General Meeting can determine that the Management Board includes assessors with special spheres of activity, to be elected at the General Meeting. The Management Board is elected for a period of 3 years by the General Meeting. However, the Management Board also remains in office after the expiration of its term until the new Management Board will be elected.

(2) Each member of the Management Board is entitled to represent the Association.

(3) The Management Board can determine its own code of practice.

§ 8
General Meeting

A regular General Meeting takes place annually, during the first six months. Extraordinary General Meetings take place if that is necessary in the interests of the Association or if the notice of such a meeting is desired in writing by 1/5 of the members.

§ 9
Notice of General Meeting

General Meetings are noticed by the President. In his/her absence, they are noticed by the Vice President by means of invitation letters, considering that the agenda specified by the Management Board is to be communicated. During an extraordinary General Meeting, required by Members of the Association in accordance with § 8 of the Articles, the Management Board must include the items, desired by those members, in the agenda. The notice period of the General Meeting is two weeks.

§ 10
Procedure of the General Meeting

(1) The General Meetings are headed by the President; in his/her absence, by the Vice President. If this one is not available or, on request of the General Meeting, a Chairman of the Meeting is Chosen by the General Meeting. A Chairman of the Meeting is also to be elected for the election of a new Management Board. The Chairman of the Meeting cannot be a candidate for the Management Board.

(2) Before terminating the General Meeting, the agenda specified by the Management Board can either be changed or supplemented. However, elections can only take place after previous announcement in the agenda sent in adherence to the period of notice mentioned in § 9. The same also applies to a decision regarding the dissolution of the Association.

(3) Decisions of the General Meeting are made by a simple majority. Abstentions are considered invalid votes. To expel Members in accordance with the Articles, a 3/4 majority is necessary; to change the Association’s goals or to dissolve the Association, a 9/10 majority of the valid votes is required.

(4) Principally, voting is carried out by a show of hands; on the request of a Member, they are to occur secretly and in writing.

(5) The General Meeting has to choose a Recording Clerk. In the record of the Recording Clerk are decisions stating place and time of the meeting, as well as the results of voting to be retained in a form of minutes. These minutes are to be signed by the Chairman and/or Chairman of the Meeting and the Recording Clerk.

§ 11
Audit

At the General Meeting, two Auditors are to be elected. The term of office of the Auditors is two years. The Auditors examine the cash and activities of the Association at least one time during the Business year. In each case, the result is to be reported at the next General Meeting.
The preceding Articles were decided on18.12.2006 in Bremerhaven at the Founder’s Meeting.

§ 12
Yearly Conference

(1) The Yearly Conference is held by a member city. There should be a good balance between candidates in north and south, east and west.

(2) The conference budget is in the responsibility of the hosting City.

Original Statute in German