Note: The 10th ICVA General Assembly (Addis Ababa, 14-19 March 1994) decided, in practice, that the "Working Groups" referred to in the Statutes should now be called "Commissions" and that the name "Working Group" would be reserved to the ICVA regional structures, for example the Working Group on Central America. The Assembly authorised the Secretariat to initiate the statutory procedures to incorporate this amendment into the Statutes.

• Preamble to ICVA Statutes
  
• Statutes
  
• By-Laws (in accordance with Article XVI (a) of the Statutes of ICVA) on:
  • Elgibility for Membership (see Annex I)
  • Manner of and Procedure for Establishing the Collective Views of the International Council of Voluntary Agencies (see Annex II)
  • Observers at Meetings of the Executive Committee (see Annex III)
  • Presentation of Working Group Recommendations to the Executive Committee (see Annex IV)

Article I. Name. Definition.

1. Name and Character
   

   The International Council of Voluntary Agencies (hereinafter referred to as ICVA) is an association of non-governmental voluntary agencies, constituted as an association under Swiss Law and having its seat in Geneva, Switzerland.

   ICVA is non-partisan and operates without discrimination in regard to race, nationality, gender, political or religious conviction or social and economic background.

2. Definition
   

   For the purpose of these Statutes, the term "voluntary agency" signifies any association or organisation:

   1. which has a governing body which meets regularly, and
   2. which has a constituency or membership, and
   3. which is non-profit and non-governmental, and
   4. whose activities are of a humanitarian character, and
   5. whose activities are related to any of the following, and implements these activities utilising a significant portion of private funds or encourages voluntary service:
      • aid to people in need of assistance by the international community;
      • assistance for refugees, displaced persons and migrants;
      • aid in cases of natural or man-made disasters;
      • the advancement of human rights and just and sustainable social, economic and cultural development.

Article II. Membership in ICVA

There shall be eligible for membership in ICVA:

1. voluntary agencies which conduct, or are associated with, activities in two or more countries;
2. national councils or other groupings of voluntary agencies;
3. national voluntary agencies whose objectives and/or functions are to serve in their own countries any of the activities defined in Article I (b) (v);
4. national or international voluntary agencies which, while not themselves engaged in operational activities, have as their objective and/or function to assist in any way the implementation of such activities by others.

Article III. Purposes

The purposes of ICVA are:

1. to provide a global forum for consultation and cooperation among voluntary agencies on matters and questions of common interest;
2. to enhance recognition of the vital role of voluntary agencies by governments, intergovernmental organisations and the international community in efforts to alleviate human suffering and foster just and sustainable development;
3. to promote effective partnership among voluntary agencies across all regions of the world through dialogue, exchange of views, and efforts to build common perspectives and to coordinate activities;
4. to collect, coordinate and disseminate information to peoples, governments, intergovernmental and non-governmental organisations throughout the world on the humanitarian problems addressed by voluntary agencies;
5. to facilitate and coordinate international advocacy on issues of major concern to ICVA and its member agencies;
6. to assist and support voluntary agencies to develop and to maximise their effectiveness in order to achieve their goals and objectives, and to enhance their access to and their efficient utilisation of resources and technology;
7. to encourage and foster the use of appropriate studies that clarify issues of concern to voluntary agencies and contribute to their resolution:
8. to facilitate the establishment and strengthening of national and regional councils or other groupings of voluntary agencies as appropriate; and
9. to encourage, when practicable and appropriate, meetings of voluntary agencies and other bodies dealing with the above concerns.

Article IV. Resources

ICVA shall obtain the funds necessary for its work from membership fees, contributions, donations, grants and legacies which it may receive, provided that these are not subject to conditions which are contrary to the aims and principles of the organisation.

Article V. Autonomy of Member Organisations

Member organisations retain their full autonomy, including the right of withdrawal from ICVA and/or its several bodies. The General Assembly shall not serve as a means of carrying out joint operations of member organisations.

Article VI. ICVA Bodies

ICVA shall have the following structure:

1. General Assembly of member organisations (hereinafter referred to as General Assembly) whose competence is defined in Article X of these Statutes;
2. an Executive Committee;
3. working groups;
4. a Secretariat;

Article VII. Membership Categories

ICVA shall have three categories of membership: full members; associate members; and correspondents. The Executive Committee shall decide upon the criteria for membership in the various categories and shall determine which category of membership is appropriate for the applying agency.

Each member agency or correspondent will confirm in writing the person(s) that will act as its representative(s) to ICVA.

Article VIII. Election of Members

A voluntary agency seeking membership in ICVA shall submit its application to the Executive Committee, furnishing such information as may be required by the Executive Committee in accordance with the requirements of these Statutes. The Executive Committee shall pass on admission of new members by a majority of its membership.

Article IX. Permanent Observer Status

A voluntary agency as described under Article II above which wishes to participate in, or benefit from, ICVA activities, but which because of constitutional constraints or reasons of principle cannot be associated with any collective views adopted under ICVA auspices, may apply for Permanent Observer Status. A voluntary agency with Permanent Observer Status, while having the right to attend all ICVA meetings including "in camera"sessions, does not have the right to vote at the General Assembly or at any other meeting convened under the auspices of ICVA, nor is it bound by any decision taken by ICVA.

Article X. Suspension, Termination of Membership

A member agency may be suspended from membership or its membership terminated for non-payment of dues or for good and sufficient reasons by a decision of a two-thirds majority of the Executive Committee convened for the purpose. The Executive Committee may, prior to the General Assembly, cancel its suspension and restore the member to good standing, upon being satisfied that the member organisation it entitled to be restored to good standing.

PART B: ICVA GENERAL ASSEMBLY OF MEMBERS

Article XI. Functions of the General Assembly

The General Assembly is the supreme body of ICVA with responsibility for formulation and review of policy and programme. Its functions are:

1. to consider issues and concerns of the voluntary action movement world-wide;
2. to establish general policy guidelines for ICVA;
3. to review past programmes;
4. to adopt future programmes;
5. to elect the Executive Committee;
6. to receive and review reports from the Executive Committee;
7. to receive audited financial statements;
8. to amend the Statutes;
9. to consider such resolutions as may be submitted by member agencies;
10. to establish and mandate working groups and other ad hoc and standing bodies.

Article XII. Meetings. Quorum. Voting.

1. The ICVA General Assembly shall be convened at least once in every three calendar years. the date and place shall be decided by the Executive Committee, which may also call extraordinary meetings of the Assembly.
2. the representatives of at least one-third of full members shall constitute a quorum at a meeting of the General Assembly.
3. Each full member agency is entitles to send accredited representatives to any meeting of the General Assembly. Each full member agency is entitled to cast one vote. Except as otherwise specified by the Statutes, all decisions shall be taken by a simple majority of the full member agencies present and voting.

Article XIII. Chair of the General Assembly of Members

The Chair of the Executive Committee shall preside at meetings of the General Assembly, or may designate another member of the Executive Committee to act in her/his place. If the Chair of the Executive Committee is involuntarily absent or incapacitated, the Executive Committee Officers shall designate one of their numbers to act in her/his place.

Article XIV. Observers

1. Associate members and correspondents may participate in the discussions of the General Assembly without the right to vote.
2. Non-governmental organisations which are not members of ICVA, but which are interested in the purposes of ICVA and in this context the activities of voluntary agencies, may, with the approval of the Executive Committee, send observers to the General Assembly. Such observers may participate in discussions without the right to vote, provided the registration fee for NGO observers has been paid.
3. Governments, intergovernmental organisations and other official bodies similarly interested may be invited by the Executive Committee to send official observers to the General Assembly. Such observers shall have the right to participate in discussions without the right to vote.

Article XV. Dues

Dues for full and associate member agencies and voluntary agencies with correspondent and permanent observer status, expressed in Swiss Francs, shall be determined by the General Assembly following a proposal by the Executive Committee. This fee may be modified by the Executive Committee between General Assemblies provided member agencies, correspondent and permanent observers are given 18 months' notice.

PART C: OTHER BODIES AND/OR SERVICES

Article XVI. Composition of the Executive Committee

1. The Executive Committee is composed of the following:
   • sixteen full member agencies elected by the General Assembly, taking into consideration
     • the regional and programmatic diversity,
     • the gender of the agency's intended representative, and
     • the rotation of agencies serving on the Executive Committee;
   • chairs approved by the Executive Committee following nominations from working groups which have been established by the General Assembly or Executive Committee following each General Assembly;
   • not more than two other full member agencies of ICVA co-opted by the Executive Committee.
   Executive Committee members shall serve until the first meeting of the Executive Committee following the subsequent General Assembly.
2. In the event that a member agency elected to the Executive Committee by the General Assembly decides not to serve on it, or subsequently resigns, the Executive Committee has the authority to co-opt an additional member agency to fill such vacancy. An agency elected to the Executive Committee by this procedure shall serve until the first meeting of the Executive Committee following the subsequent General Assembly.
3. Each agency elected or co-opted to the Executive Committee designates in writing its representative on the Executive Committee, and that representative is entitled to cast one vote on all decisions. Except as otherwise specified by the Statutes, all Executive Committee decisions shall be taken by a simple majority of those voting.

Article XVII. Functions of the Executive Committee

The Executive Committee is the policy implementation, oversight and co-ordinating body on behalf of the General Assembly, the working groups and other bodies mentioned in these Statutes. It functions are:

1. to establish any necessary by-laws in accordance with the Statutes;
2. to elect its Officers, namely a Chair, two Vice-Chairs and a Treasurer. No Officer may be re-elected to succeed herself/himself in the same office;
3. to pass upon applications for membership in ICVA:
4. to establish in consultation with the Working Groups the regulations which shall govern the working Groups and consider the nominations for chairs of the Working Groups;
5. to appoint and determine the duties of the Executive Director, and upon his/her recommendation to appoint other senior executive staff;
6. to determine an annual ICVA budget and exercise control thereof, as well as to receive contributions, donations and legacies, and raise funds from such sources as it deems appropriate;
7. to establish a committee on finance and administration to review all matters pertaining to financial resources, financial management and administration;
8. to establish any other necessary committees and study groups;
9. to suspend or terminate agencies from membership for non-payment of fees or dues or for other good and sufficient reason, as established by the Executive Committee;
10. to apply for consultative or other status, as appropriate, with intergovernmental organisations and bodies;
11. to maintain relations with national or international bodies, groups or councils of voluntary agencies;
12. to prepare the meetings of the General Assembly, including the establishment of a nominations committee for the purpose of preparing the election by the General Assembly of the Executive Committee;
13. to formulate and implement policy in line with the general guidelines adopted by the General Assembly.

Article XVIII. Function of the Bureau of the Executive Committee

The Bureau of the Executive Committee is composed of elected officers of the Executive Committee. Its functions are:

1. to review the agenda and matters for discussion prior to each Executive Committee meeting;
2. to act on behalf of the Executive Committee when so authorised;
3. to receive and review applications for membership and make recommendations to the Executive Committee;
4. to review staffing arrangements, salaries and conditions and report to the Executive Committee with recommendations as appropriate;
5. to advise the Executive Director as and when required on issues before ICVA;
6. to work with the Committee on Finance and Administration to ensure all relevant information on finances is available to the Executive Committee, and to make recommendations as appropriate.

Article XIX. Establishment and Scope of Working Groups

1. Working Groups function as participatory, advisory bodies of the membership which make recommendations to the Executive Committee or, through it, to the General Assembly.
2. Working Groups are established by and under the authority of the General Assembly and their existence may also be terminated by the General Assembly. The Assembly may decide to delegate this authority to the Executive Committee. Working Groups shall be concerned with areas of voluntary agencies' activities consistent with the purposes of ICVA, as defined in Article III. The General Assembly shall receive advice from the Working Groups through the Executive Committee as to the number, names and scope of Working Groups. The Executive Committee shall establish or discontinue subsidiary bodies of a Working Group after receiving advice from the Working Group.
3. Whenever the functions, scope or activities of more than one Working Group are involved in a matter of interest to ICVA, the Executive Committee shall determine the procedure to be followed.
4. Any member agency may hold membership in any Working Group or Sub-Group to which its activities or interests relate, provided it pays the required dues. Each Working Group shall nominate a Chair and elect such other Officers as it deems necessary.

Article XX. Functions of the Secretariat

The Secretariat works under the guidance of the Executive Committee. It is led and managed by the Executive Director which is directly responsible to the Executive Committee.

The Secretariat is composed of the Executive Director, and other professional and service staff members as authorised by the Executive Committee in light of requirements and financial resources. The staff of the Secretariat reports to the Executive Director.

The role and responsibilities of the Secretariat will be:

1. to help define issues and to recommend priorities in consultation with the membership on concerns that may warrant the attention/action of ICVA's constituent bodies;
2. to propose specific activities to the Executive Committee;
3. to implement with the authorisation of the Executive Committee, the policies, programmes and priorities identified by the General Assembly, the Executive Committee, the Working Groups and other ad hoc and standing bodies;
4. to work with the Executive Committee and member agencies to achieve the purposes of ICVA;
5. to manage the programmes and finance of ICVA and report regularly to the Bureau, Committee on Finance and Administration and Executive Committee;
6. to liaise and, when authorised by the Executive Committee, represent the Council with relevant governmental, intergovernmental and non-governmental organisations as appropriate in achieving ICVA's goals;
7. to facilitate and service the constituent ICVA bodies and other ICVA meetings;
8. to mobilise financial and other resources;
9. to provide services to members and other organisations as authorised by the Executive Committee;
10. to promote membership in ICVA.

Article XXI. Representation of the Views of ICVA

The Executive Committee shall determine the manner and procedure for establishing the collective views of ICVA pertaining to nay matter within its functions, scope or activities. These collective views may be presented to any external governmental or other body, without this in any way impairing the right of any individual member agency to present its own views.

PART D: GENERAL

Article XXII. Honorary Advisers

The Executive Committee may co-opt the services of specialists who are able to assist ICVA and who shall serve in an honorary capacity at the invitation of the Executive Committee. Honorary advisers may participate in the discussions of the General Assembly, the services and functional bodies, without vote.

Article XXIII. Languages

The official languages of ICVA shall be English, French and Spanish.

Article XXIV. Amendments of Statutes

The Statutes may be amended in accordance with the following procedure:

1. a proposal for amendments may be submitted in writing to the Secretariat, either by a full member of ICVA or by the Executive Committee, not later than one hundred days prior to the opening of any meeting of the General Assembly;
2. any such proposal shall be considered by an Executive Committee meeting and, if approved by a two-thirds majority of the members then present and voting, shall be submitted in writing to all full members of ICVA at least sixty days prior to the General Assembly;
3. any proposal that the Executive Committee has not had time to consider prior to the sixty-day deadline shall be forwarded to all full members of ICVA, also sixty days prior to the General Assembly, with an indication that the decision of the Executive Committee will be notified to members subsequently;
4. only a proposal approved as above by a two-thirds majority of the Executive Committee shall be put to the vote at the General Assembly, and is accepted upon its adoption by a two-thirds majority of the full members present and voting;
5. amendments so adopted enter into effect at the close of that General Assembly.

Article XXV. Dissolution

In the case of dissolution, the affairs of the organisation shall be terminated by the Executive Committee. After settlement of all liabilities, the whole of the available balance shall be used for any purpose according with the objects of ICVA and designated by the General Assembly on the recommendation of the Executive Committee, after consideration of wishes previously expressed by the donors, but shall be neither returned to members nor used for their profit.

BY-LAW ON ELIGIBILITY FOR MEMBERSHIP IN ACCORDANCE WITH ARTICLE XVI (A) OF THE STATUTES OF THE INTERNATIONAL COUNCIL OF VOLUNTARY AGENCIES
(November 1981, revised March 1987, October 1987 and December 1989)

1. Categories of Eligible Voluntary Agencies
   
   1. International voluntary agencies, i.e., voluntary agencies which conduct or are associated with, activities in two or more countries, or international federations.
   2. International or national groupings of voluntary agencies.
   3. National voluntary agencies:
      1. Such agencies shall normally be represented through one of the above two categories. It would not, save in exceptional cases, be appropriate to admit national organisations to full membership which are affiliated to an international voluntary agency ICVA member covering the same subjects on an international basis. Such organisations may be considered for associate membership or corespondents.
      2. In countries where there are no national groupings of voluntary agency which are already members of ICVA, national voluntary agencies may be admitted to full membership on a case by case basis; this, in order to help achieve a balanced and effective representation of voluntary agencies reflecting major interests of all regions and areas of the world, or where they have special experience upon which ICVA may wish to draw.
2. Criteria
   In considering an application for membership, the voluntary agency will be assessed against the following criteria. That it:
   1. be an autonomous organisation established by a group of private individuals or organisations;
   2. have non-governmental, non-profit legal status in a country of incorporation;
   3. have existing programme/project activities of a humanitarian/development nature or existing service activities of benefit to NGOs consistent with the purpose of ICVA as enumerated in Article III of the ICVA Statutes;
   4. be managed by an independent, volunteer, board of directors elected periodically by the membership;
   5. attract a substantial level of financial or other support from the community in which it is based or in which it operates;
   6. have a record of financial responsibility and accountability as recognised in the country of legal incorporation, and/or as defined by the Executive Committee of ICVA;
   7. be able to manifest institutional capability to accomplish objectives;
   8. be open to collaborate with other voluntary agencies;
   9. provide a statement of intent to participate in ICVA activities, normally in at least one of the regularly established working groups, but at the very minimum the General Assembly.
   In considering the suitability of an applicant, the Executive Committee has the responsibility to uphold the purposes of ICVA, to take into account the need for a representative balance in the Council's membership, the wider context of the application and the degree to which the applicant will strengthen the work of the Council. The decision of the Executive Committee is final.

3. Procedures
   
   1. A letter of intent should be sent to the ICVA Secretariat.
   2. The letter is circulated to members of the membership committee (Chair, two Vice-Chairs, and Treasurer of the Executive Committee).
   3. A preliminary response is returned by the ICVA Secretariat indicating whether or not in the opinion of the membership committee the agency may qualify for membership.
   4. If in the opinion of the membership committee the agency may qualify, and if the agency reaches the conviction that institutional affiliation is desirable and feasible, a letter of application is addressed to ICVA accompanied by:
      1. a brief statement of the reasons for which the organisation wishes to become a member of ICVA and what it believes it can offer to and receive from ICVA;
      2. a statement indicating which ICVA activities the organisation wishes to participate in (General Assembly, Working Groups, Ad Hoc Groups);
      3. statutes, by-laws, constitution, charter and/or similar documentation (N.B. Certificate of Incorporation does not suffice);
      4. proof of non-governmental, non-profit legal status in country of incorporation;
      5. last three annual reports and financial statements;
      6. list of members (organisations and/or major individuals);
      7. list of officers or members of Board and Directors;
      8. summary of past, current and planned activities;
      9. recent publications, press releases, brochures.
   5. The applying organisation may supply any other material or information which it judges to be of interest to ICVA.
   6. The application submission is reviewed by the membership committee and a recommendation is made of the Executive Committee. (Before a decision is taken, the Executive Committee may require one of its members or the ICVA Secretariat to visit the organisation applying for membership.) Election to membership requires approval by a majority of the Executive Committee members.
   7. The Executive Committee may reject or defer an application without giving a reason to the applying agency. In either case, the organisation may make reapplication twelve months after notification of the Executive Committee's decision.

4. Periodic Membership Review
   A review of commitment of each member agency will be undertaken by the membership committee prior to each General Assembly: A report and recommendation will be prepared on each agency which has not met its financial obligations and/or which has not demonstrated interest, participation or support of ICVA activities. This report will be submitted to the Executive Committee for review and appropriate action. A member agency may be suspended from membership by decision of a two-thirds majority of the Executive Committee.

BY-LAWS ON MANNER OF AND PROCEDURE FOR ESTABLISHING THE COLLECTIVE VIEW OF THE INTERNATIONAL COUNCIL OF VOLUNTARY AGENCIES IN ACCORDANCE WITH ARTICLE XVI (a) OF THE STATUTES OF ICVA
(November 1983)

1. In conformity with Article XX of the Statutes, the Executive Committee hereby lays down the following by-laws to govern the manner of and procedure for establishing the collective views of ICVA in such matters as the Executive Committee itself deems to fall within the purposes of ICVA as listed in Article III of the Statutes.
2. The Executive Committee shall itself determine the collective views of ICVA for the purposes indicated in paragraph 1 preceding, at its regular meetings, subject to prior notice to the members of the Executive Committee of ten days beforehand, stating the matter on which the collective views of ICVA are sought.
3. However, the Executive Committee may request duly constituted Working Groups of ICVA to prepare a statement on matters of their particular competence for specific meetings of events. In which case, the Chair of the Working Group must clear the statement with the Chair of the Executive Committee who would decide whether or not the Executive Committee as a whole needs to be consulted. In the event that it is decided that the Executive Committee should be consulted, the Executive Director shall forward to all Executive Committee members by telex or cable the full text of any declaration which it is proposed that ICVA should make. If four or more members of the Executive Committee shall so demand , an extraordinary meeting of the Executive Committee shall be convened (giving at least ten days' notice). In that case, no part of the declaration considered to be controversial shall be issued in the name of ICVA until such a meeting has taken place. On the other hand, if there are not four or more objections, and provided that a two-thirds majority of the members of the Executive Committee have indicated their agreement by telex or cable, the declaration shall be issued in the name of ICVA.
4. In the event of an urgent request to the Executive Committee made by a Working Group or nay member agency for the expression of its collective views on a matter referred to in paragraph 1 preceding, the Chair or in his absence, a Vice-Chair and one other officer, with at least two other members of the Executive Committee, shall consider such an urgent request with a view to deciding whether it necessitates the convening of an extraordinary meeting of the Executive Committee with at least ten days' prior notice to the members, or whether such a request should be deferred to the next regular meeting of the Executive Committee. Should the Chair consider that the subject matter has already been adequately discussed by the Executive Committee, or the competent Commission, she/he may consult the Executive Committee by telex or cable. In the latter event, the procedure specified in paragraph 3 preceding shall apply.
5. Any Working Group may forward to the Executive Committee for its approval, under the procedure described above, proposals relating to any matter on which the Working Group seeks to obtain ICVA's collective views on a matter referred to under paragraph 1 of these by-lays. A decision in response to such a request shall likewise be reached in accordance with the procedure outlined in paragraph 3 preceding.
6. Any question of interpretation of the present by-laws by the Executive Committee shall be decided in accordance with the terms of the Statutes of ICVA.

BY-LAW ON OBSERVERS AT MEETINGS OF THE EXECUTIVE COMMITTEE IN ACCORDANCE WITH ARTICLE XVI (a) OF THE STATUTES OF THE INTERNATIONAL COUNCIL OF VOLUNTARY AGENCIES
(December 1989)

ICVA member agencies which are not members of the Executive Committee may attend its meetings as observers without vote, at the discretion of the Chair on receipt of prior written notice.

BY-LAW ON PRESENTATION OF WORKING GROUP RECOMMENDATIONS TO THE EXECUTIVE COMMITTEE IN ACCORDANCE WITH ARTICLES XVI (a) OF THE STATUTES OF THE INTERNATIONAL COUNCIL OF VOLUNTARY AGENCIES
(December 1989)

ICVA member agencies which are not members of the Executive Committee may present, with prior approval of a Working Group, recommendations of the ICVA Working Group to the Executive Committee for its approval.