INTERNATIONAL UNION OF ADMINISTRATORS

IUA

STATUTE OF UNION

(Sealed and Signed)

23.09.2014

STATUTE OF THE INTERNATIONAL UNION OF ADMINISTRATORS

CHAPTER ONE

General Provisions

Name and Seat of Union

ARTICLE 1- (1) The name of the Union is “International Union of Administrators”.

(2) The seat of the Union is in Ankara/Turkey.

Purpose of the Union

ARTICLE 2- (1) The purpose of the Union is:

1. To systematize and regularize the experience share between administrators of local, regional and central level and to transfer information to demanding countries;
2. To offer special opportunities to administrators of local, regional and central level to enable them see different systems and applications of administration and freely discuss with the representatives of other countries;
3. To organize meetings, workshops, congress and information or training activities for administrators of local, regional and central level;
4. To perform activities to develop a common understanding between administrators of local, regional and central level in approach to issues including security management, disaster management, human rights, sustainable development and environment;
5. To monitor the change processes of countries in public administration and to compare experiences;
6. To contribute to experience share between other public administrations through administrators;
7. To monitor special projects implemented through administrators of local, regional and central level and to enable sharing the best country practices; and
8. To encourage information sharing by administrators of local, regional and central level about technical infrastructure and systems used in provision of services.

Activities of the Union

ARTICLE 3- (1) The Union organizes scientific meetings, congresses, workshops and study visits in order to attain its purposes set out herein. The Union may broadcast and create working and monitoring groups in accordance with its purpose.

(2) The Union may cooperate with similar institutions and organizations at international, regional or national level to accomplish its purposes and may develop shared projects, issue reports and organize change programs.

(3) The Union may perform all kinds of actions directly or indirectly related to its purposes and may support any action in line with its purpose and may obtain aid from other institutions and public sources.

CHAPTER TWO

Provisions about Membership

Founding Members

Article 4-(1) The founders of this Union are as follows:

1. Seyfullah HACIMUFTUOGLU – Turkish Administrative Research Foundation
2. Saffet Arikan BEDUK –Association of Turkish Administrators
3. Oyunbayar BUTYAMTOGTOKH – Mongolian Association of Urban Centers
4. (…)
5. Abdo BERBERI – Ministry of the Interior, Directorate of Joint Management
6. (…)
7. (…)
8. (…)
1. Mohamoud AHMEDNUR – Governorship of Banaadir Region
10. Nevzat BEYTA – Municipality of Gostivar
11. Gurkan KARA – TRNC – Association of Local Authorities
50. Zurab TCHIABERASHVILI – Governorship of Kakheti Region
1000. Prof. Dr. Eyyup ISPIR – Public Administration Institute for Turkey and Middle East
14. (…)
15. (…)
16. (…)

Forms and Criteria of Membership

ARTICLE 5-(1) Members may be associations, foundations, non-profit organizations, international institutions or government agencies. Real persons, who serve or has worked or retired as administrators of local, regional and central level, may become members. Academicians, who work in public management field, may also become members to the Union.

(2) All individuals or institutions that contribute to the Union in fulfilling its purposes may be accepted as honorary members subject to the decision of General Assembly.

(3) The General Assembly of the Union shall decide upon admittance of new members to union membership.

Resignation

ARTICLE 6- (1) Any member may resign from the Union after giving notice of its decision in written form.

(2) Once the letter of resignation reaches the board of directors, membership shall be deemed as ceased.

(3) Resignation shall not relieve the Member from its accrued liabilities to the Union.

Cessation of Membership

ARTICLE 7- (1) In cases of failure to abide by the decisions made by the Union bodies and of disqualification as a member, the General Assembly may decide to terminate or suspend the membership from the Union.

(2) Successors or assignees of a member, whose membership is suspended or terminated or who resigned or deceased, may not claim any rights upon the sources of the Union.

CHAPTER THREE

Organization and Bodies

Organization of the Union

ARTICLE 8 – The union may be organized as headquarters, branches and representations.

Bodies of the Union

ARTICLE 9- The mandatory bodies of the Union are as follows: General Assembly, the Board of Directors and Audit Committee. The General Assembly may decide to form any other bodies provided however not to assign them any duties, authorities and responsibilities of mandatory bodies.

General Assembly

ARTICLE 10- The General Assembly is the supreme body of the Union and constitutes of members, who are entitled to join the General Assembly meeting, and members, who are entitled to join the general assembly of branch, in accordance with the statute of the Union.

Duties and Authorities of the Union General Assembly

ARTICLE 11- (1) The authorities of the General Assembly Meeting include the following:

1. Changes in the Statute of the Union;
2. Appointment and dismissal of the Secretary General;
3. Voluntary liquidation of the Union;
4. Dismissal of members;
5. Discussing reports of the board of directors and audit committees, discharge of the board of directors, approval of budget and accounts;
6. Acquisition of immovable assets required for the Union or empowering the board of directors to sell available immovable assets;
7. Examination of regulations to be issued with regard to the Union activities by the board of directors and to approve the same as-is or by amendments;
8. Determination of all kinds of allowances, travel pays and indemnifications payable to non-public official president and members of the Union’s board of director and audit committees and the amount of per-diem and travel pays payable to the members to be designated for the services of the Union;
1. Admission to or exclusion of the Union from other unions and organizations; and
10. Review and finalization of other suggestions by the board of directors.

Convening Form and Period of the General Assembly of the Union

ARTICLE 12 – (1) Ordinary general assembly shall convene in May biennially.

(2) The Union may hold extraordinary general assembly meeting at any time upon demand by one-fifth of the members or upon the decision of the board of directors.

Procedures of Invitation to Meeting by the General Assembly of the Union

ARTICLE 13 – (1) The Board of Directors issues the list of members entitled to attend the general assembly pursuant to the Statute of the Union. Those members, who are entitled to attend the general assembly, shall be invited to the meeting upon notification of the date, time, venue and agenda of the meeting in written form or by e-mail at least fifteen days prior to the meeting. If the meeting cannot be held due to lack of majority, the date, time and venue of the second meeting shall be notified. The period between the first and the second meeting shall not be less than seven days and more than sixty days.

(2) In case where the meeting is adjourned due to whatsoever reason other than the lack of majority, this case shall be duly notified to the members with reasons of adjournment included in accordance with the procedures followed for the first meeting. The meeting shall be convened at latest within six months as from the date of adjournment of the second meeting. The members shall be invited to the second meeting as per the procedures set out in first clause above.

(3) The general assembly meeting may not be adjourned for more than once.

Venue and Quorum of Meeting and Decision-Making Procedures and Forms

ARTICLE 14- (1) The general assembly shall convene upon absolute majority of the members entitled to attend the meeting; in case where the majority is not provided and the meeting is postponed, then no majority is required for the second meeting however provided that the number of attendant members may not be less than twice of the whole number of members.

(2) The list of the members entitled to attend the general assembly shall be made available at the venue of meeting.

(3) If quorum for the meeting is available, then this shall be noted on the minutes of the meeting and the meeting shall be opened by the chairman of the board or another board member to be designated. In case where quorum for the meeting is not available, then the board of the directors shall issue minutes of the meeting.

(4) Upon opening, a council committee shall be formed of a president and sufficient number of deputies and secretaries to manage the meeting.

(5) Voting members must show their identifications to the council committee and sign against their names on the list of attendants for ballots for election of union bodies.

(6) The general assembly shall solely discuss the agenda topics however, it is compulsory to put into agenda any topic that has been requested in written from by one-tenth of the members available at the meeting.

(7) Each member has one voting right at the general assembly and the member must personally vote. Honorary members may attend the general assembly meetings yet are not entitled to cast votes. In case where a members is a judicial person, then the chairman of the board or another person to be designated by proxy shall cast vote on behalf of such judicial person.

(8) Topics and decisions discussed during the meeting shall be noted on the minutes of the meeting and shall be signed by the president of the council committee and secretaries. The minutes of the meeting and other documents are delivered to the chairman of the board after the meeting. The chairman of the board shall be responsible from safekeeping such documents and delivering the same to the newly elected board of directors within seven days.

Announcement of Meeting Decisions to Related Parties

ARTICLE 15- Decisions taken during the General Assembly of the Union shall be notified by the Secretary General of to the union members and third parties and institutions involved in such decision within 30 days following the date of general assembly through electronic mail, mail, facsimile or post.

Formation of the Board of Directors

ARTICLE 16- (1) The Board of Directors shall be constituted by the general assembly of 5 original members and 5 substitute members. The Board of directors shall distribute the duties upon its decision at the first meeting after the elections and shall designate the deputy chairman of the board, bookkeeper and other officials.

(2) The Board of Directors may convene for meeting at any time provided to notify all members. The meeting shall convene upon availability of one more than the half of whole number of members. Decisions shall be taken with absolute majority of the whole number of attendants.

(3) In case where a chair of original members is vacant due to resignation or whatsoever reasons, substitute members must be called for duty by order of the majority of votes received at general assembly.

Duties and Authorities of the Board of Directors

ARTICLE 17- (1) The Board of the Directors shall:

1. Represent the Union and authorize one or more of its members with this regard
2. Carry out transactions related to income and outcome accounts and prepare and submit to the general assembly the budget for the next period;
3. Prepare relevant regulations related to the activities of the union and submit the same for the approval of the general assembly;
4. Purchase immovable assets by the power vested by the general assembly, sell movable and immovable assets owned by the Union, construct buildings or facilities, conclude lease contracts and establish mortgage, pledge and real rights on behalf of the Union;
5. Open agencies in places where required necessary;
6. Implement the decisions taken during the general assembly;
7. Issue operating accounts statements or the balance sheet and statement of income of the Union and a report that explains the activities of the board at the end of each fiscal year and submit the same to the general assembly when convened;
8. Decide upon admittance or dismissal of members of the Union;
1. Take and exercise any decisions to attain the purpose of the Union;
10. Appoint general secretary for the union upon suggestion by the President of the Union; and
11. Perform other duties and exercise other rights as vested in by the legislations.

The President of the Union and Duties

ARTICLE 18- (1) The President of the Union shall be elected from the members of the General Assembly by the General Assembly of the Union for a period of 3 years. In case where the presidency becomes vacant prior to the expiry of office due to whatsoever reason, the board of directors of the Union shall elect as president a member of its own as valid until the General Assembly.

(2) The duties and authorities of the President of the Union include:

1. to represent or to appoint an attorney to represent the Union;
2. to apply the decisions of the General Assembly and the Board of Directors and to monitor and assess the results;
3. to collect incomes of the Union and to monitor and protect the receivables, rights and interests of the Union;
4. to convene the General Assembly of the Union upon demand or ex officio;
5. to implement the working schedule of the Union; and
6. to take the board’s opinion in order to make suggestions to the General Assembly about matters related to the union.

Provisions about the Secretary General of the Union

ARTICLE 19 – (1) The secretary general of the union shall be appointed from the members of the union upon suggestion by the president of the union and upon decision by the board of directors and shall be notified to the general assembly members in due time.

(2) The secretary general shall ensure that the general management and functioning of the union and financial services are executed on behalf of the President of the Union, under his responsibility and according to his directives and the president of the union may transfer some of his duties to the secretary general.

Formation of Audit Committee

ARTICLE 20 – (1) Audit Committee shall be constituted by the general assembly of 3 original members and 3 substitute members.

(2) In case where an original member of audit committee resigns or quits due to any reason, substitute members must be called for duty by the order of majority of votes received at the general assembly.

Duties and Authorities of Audit Committee

ARTICLE 21- (1) Audit committee shall audit whether the Union acts in accordance with the works required for the purpose set out in the statute of the Union and books, accounts and records are kept in accordance with the legislations and the statute of the Union pursuant to the procedures and principles stipulated in the statute of the Union and with intervals not exceeding one year and shall submit the resulting reports of audit to the board of directors and the general assembly, when convened.

(2) Audit committee may convene the general assembly for meeting when deemed necessary.

Provisions about Representation and branches

ARTICLE 22- (1) The general assembly of the Union may decide upon opening branches in places required necessary. This power to be exercised for opening branches may be assigned to the board of directors.

(2) Requests by members from different countries to open branches and representation offices shall be subject to the approval of the general assembly.

CHAPTER FOUR

Financial Provisions

Incomes of the Union

ARTICLE 23- (1) The incomes of the Union include:

1. subscription fees;
2. donations – grants: gratuitous donations and grants by private and legal persons who wish to contribute to the activities of the Union;
3. operating revenues: revenues generated throughout the activities of the Union;
4. share of expenses: shares payable by individuals and organizations to joint the activities of the Union as project shareholders;
5. grants to be provided by national and international organizations; 
6. borrowing procedures: the Board of Directors may borrow money as needed by the union in accordance with the provisions of the general legislations and the decision of the general assembly to the best of its duties and powers;
7. various incomes: the board of directors of the union shall designate the individual(s) to collect donations and subscriptions on behalf of the Union and shall grant them a power of attorney; and
8. incentives and promotions.

Outcomes of the Union

ARTICLE 24 – (1) The outcomes of the Union include:

1. money spent to fulfill the duties and services of the Union;
2. management and personnel outcomes of the administration of the Union;
3. travel allowances and other related outcomes of the General Assembly and the Board of Directors as well as the President and Deputy President;
4. contribution fees to be provided for the projects and activities to be supported by the Union; and
5. miscellaneous expenses.

(2) The expenses of the Union must be evidenced with vouchers. Withdrawal of money from the bank accounts of the Union shall be subject to signing by at least two individuals authorized by the board of the directors.

CHAPTER FIVE

Miscellaneous Provisions

Relations with Public Institutions and Organizations

ARTICLE 25- The Union may conduct joint activities and projects with public institutions and organizations in order to attain its purpose.

Dissolution of the Union and Liquidation of its Assets

ARTICLE 26-The General assembly may decide upon the termination of the union at any time. 2/3 majority of the members entitled to attend the general assembly is required to discuss termination at general assembly.

Employment of Personnel

ARTICLE 27- The Union may hire sufficient number of employees to execute services for the Union. Permanent assignments may be performed in accordance with the operating term budget team tables while temporary assignments may be performed in accordance with the allowance specified in the budget.

Books to be Kept by the Union

ARTICLE 28 – The Union shall use a receipt for incomes generated. In addition, Decision Book, Book of Incomes and Outcomes, Membership Subscription Book and Receipt Record Books shall be kept.

Execution

ARTICLE 29 – Provisions of this Statute shall be executed by the Chairman of the Board of Directors.

Union Emblem

ARTICLE 30 – Union emblem has been defined as affixed on the cover page of the union statute by the founding members. The emblem symbolizes that different administrative cultures around the world fight against and embrace common issues altogether.

(Signed)