ICVA STATUTES

As approved by the 14th ICVA General Assembly
Geneva, 3-4 February 2009

Contents

• Preamble to ICVA Statutes
• Statutes
  • Part A. The International Council of Voluntary Agencies
  • Part B. ICVA General Assembly of Members
  • Part C. Other Structures
  • Part D. General

PREAMBLE TO ICVA STATUTES

ICVA's goal is to serve as a focal point of the growing global movement for voluntary action, a movement with broad and heterogeneous participation of people throughout the world. ICVA supports the efforts of voluntary agencies in general, and member agencies in particular, to promote the empowerment of people world-wide. In doing so, ICVA recognises that popular people's participation in the process of development is key to achieving social justice, self-reliance and sustainable development.

ICVA reflects its members' commitment to upholding the dignity of all peoples, to eradicating poverty, and to developing the potential of every human being. ICVA members affirm and work to protect the civil and democratic rights of all peoples, as well as their right to adequate food, shelter, health care and education. Members work to protect the environment and to encourage responsible stewardship of natural resources.

Voluntary agencies - non-governmental or civil society organisations - offer immense potential to motivate and involve individuals to mobilise resources and to reflect humanitarian perspectives in meeting human needs. The efforts of voluntary agencies contribute to the achievement of justice and peace throughout the world.

ICVA brings together voluntary agencies from regions and countries around the world in a truly global association. The Council is committed to equity of participation and partnership of all members. ICVA is non-partisan and strives to eliminate discrimination of all kinds.

ICVA supports the autonomy and work of voluntary agencies in influencing national and international policies, protecting refugees and displaced peoples, providing for relief and rehabilitation, fostering sustainable development, and in representing independent humanitarian views to peoples, governments, and intergovernmental organisations.

(Edition of February 2009)

STATUTES

PART A: THE INTERNATIONAL COUNCIL OF VOLUNTARY AGENCIES

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 three categories of organisation eligible to become members of ICVA:

1. International voluntary agencies or non-governmental organisations (NGOs), that is, organisations that operate outside their country of origin. This category also includes families or federations of NGOs that share a common name, but that have chapters or operations in different countries;
2. Consortia, networks, and groups of different NGOs that have joined together to enhance the effectiveness of their work. Such groups may represent NGOs from one or more countries or they may be regional or global in scope;
3. A national NGO will not normally be admitted to ICVA if it is already affiliated to an organisation, consortium, network, or group that holds or is applying for ICVA membership. However, ICVA will consider, at its discretion, applications for membership from:
   1. National NGOs that have demonstrated a commitment to translating their work to the international level;
   2. National NGOs with country, regional, or other expertise on which ICVA may draw; and/or
   3. NGOs based in countries that have no national consortium, network, or group of NGOs.

Article III. Observer Status in ICVA

A voluntary agency that wishes to participate in the ICVA network but which, because of constitutional constraints or reasons of principle, cannot be associated with the views and/or positions adopted by ICVA, may apply for Observer status.

Article IV. Affiliate Membership in ICVA

The ICVA Affiliate membership category is for academic and research institutes that have existing activities of a human rights/humanitarian nature or existing activities of benefit to NGOs. Affiliate membership provides a means to make better links between their work and the work of ICVA members.

Article V. 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, inter-governmental 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 VI. 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 VII. Autonomy of Member Organisations

Member organisations retain their 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 VIII. ICVA Structures

ICVA shall have the following structure:

1. a General Assembly of member organisations (hereinafter referred to as General Assembly) whose competence is defined in Article XIII of these Statutes;
2. a Executive Committee;
3. a Secretariat;
4. other ad hoc or standing bodies as are decided upon the authority of the present Statutes.

Article IX. Membership

The Executive Committee shall decide upon criteria for membership in ICVA. Each member agency will confirm in writing the person(s) that will act as its representative(s) to ICVA.

Article X. New Members

A voluntary agency seeking membership in ICVA shall submit its application to the Secretariat.

A voluntary agency that wishes to participate in, or benefit from, ICVA activities, but because of constitutional constraints or reasons of principle cannot be a member, may apply for Observer Status. An applicant for Observer status will be assessed against the ICVA membership criteria and should follow the procedure for applying for membership of ICVA. The applicant also needs to specify the relevant paragraphs in its statutes, constitution, founding charter, or similar document, explaining why it is unable to become a Member.

An applicant for Affiliate membership will be assessed against the ICVA membership criteria and should follow the procedure for applying for membership of ICVA. The applicant also needs to provide confirmation that it is a research institution affiliated with an academic institution and is independent from any government, intergovernmental organisations, and UN agencies.

The Executive Committee shall decide on applications based on a recommendation from the Secretariat.

Article XI. Membership Dues

Dues for member agencies, expressed in Swiss Francs, shall be determined by the Executive Committee following a proposal of the Secretariat. The dues structure may be modified by the Executive Committee upon six months' notice.

Article XII. Suspension, Termination of Membership

1. A member agency will automatically be suspended from membership after one year of non-payment of dues and will have its membership terminated in case of non-payment of dues during two years of any three year period. The Secretariat will send a notice six months prior to the termination.
2. A member agency will be suspended from membership for good and sufficient reasons by a decision of two-thirds of the Executive Committee.

PART B: ICVA GENERAL ASSEMBLY OF MEMBERS

Article XIII. 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 the multi-year Strategic Plan;
5. to elect the Executive Committee;
6. to elect the Chair of the Executive Committee directly following the election of the Executive Committee using a secret (confidential) ballot; the Chair may not be re-elected to succeed herself/himself in the same office;
7. to receive and review reports from the Executive Committee;
8. to receive available audited financial statements;
9. to amend the Statutes;
10. to consider such resolutions as may be submitted by member agencies;
11. to establish and mandate working groups and other ad hoc and standing bodies.

Article XIV. Meetings. Quorum. Voting

1. The ICVA General Assembly shall normally 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 members shall constitute a quorum at a meeting of the General Assembly.
3. Each member agency is entitled to send accredited representatives to any meeting of the General Assembly. Each 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 member agencies present and voting.

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 shall designate one of its members to act in her/his place.

Article XVI. Observers at the General Assembly

1. 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 Secretariat, send observers to the General Assembly. Such observers may participate in discussions without the right to vote.
2. Governments, intergovernmental organisations and other official bodies similarly interested may be invited by the Secretariat to send official observers to the General Assembly. Such observers shall have the right to participate in discussions without the right to vote.

PART C: OTHER STRUCTURES

Article XVII. Composition of the Executive Committee

1. The Executive Committee is composed of the following:
   • nine member agencies elected by the General Assembly, taking into consideration
     • the regional and programmatic diversity,
     • the gender of the agency's intended representative, and
     • willingness and ability of the representative to devote necessary time and energy to serve on the Executive Committee, and, where possible, to make his/her professional competence available to perform certain functions in the Executive Committee;
     • the rotation of agencies serving on the Executive Committee; and
   • not more than two agencies co-opted by the Executive Committee as members. Executive Committee members shall serve until the first meeting of the newly elected Executive Committee immediately following the subsequent General Assembly.
2. The Executive Committee may utilise the services of specialists who are able to assist ICVA based on their experience or position and who can participate in an advisory capacity in the meetings of the Executive Committee, without vote.
3. 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.
4. 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 XVIII. Functions of the Executive Committee

The Executive Committee is the policy implementation, oversight and co-ordinating body on behalf of the General Assembly 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 a Vice-Chair and Treasurer. No Officer of the Executive Committee (Chair, Vice-Chair, or Treasurer) may be re-elected to succeed herself/himself in the same office;
3. to pass upon applications for membership in ICVA;
4. to appoint, evaluate and determine the duties of the Coordinator of the Secretariat to review the staffing situation of the Secretariat, and to supervise the on-going work of the Secretariat and upon his/her recommendation to appoint other senior executive staff;
5. 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;
6. to establish a committee on finance and administration to review all matters pertaining to financial resources, financial management and administration;
7. to establish terms of reference, composition and time limits for any other necessary committees, working groups or task forces;
8. 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;
9. to apply for consultative or other status, as appropriate, with intergovernmental organisations and bodies;
10. to maintain relations with national or international bodies, groups or councils of voluntary agencies;
11. 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 and to prepare a draft of the multi-year Strategic Plan for the General Assembly to adopt;
12. to formulate and implement policy in line with the general guidelines adopted by the General Assembly.

Article XIX. Functions of the Secretariat

The Secretariat works under the direction of the Executive Committee. It is led and managed by the Coordinator who is directly responsible to the Executive Committee.

The Secretariat is composed of the Coordinator 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 Coordinator.

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 facilitate the formulation of- and implement with the authorisation of the Executive Committee, the policies, programmes and priorities identified by the General Assembly, the Executive Committee, and other ICVA bodies, where appropriate;
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 Treasurer, 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 XX. Representation of the Views of ICVA

The Executive Committee shall determine the manner and procedure for establishing the collective views of ICVA pertaining to may 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 XXI. Advisory Board

The Executive Committee may invite eminent persons to serve in an honorary capacity as part of an Advisory Board. Members of the Advisory Board may participate in the discussions of the General Assembly, the services and functional bodies, without vote.

Article XXII. Languages

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

Article XXIII. 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 member of ICVA or by the Executive Committee, not later than sixty days prior to the opening of any meeting of the General Assembly;
2. any such proposal shall be submitted in writing to all members of ICVA at least thirty days prior to the General Assembly;
3. proposed amendments shall be accepted upon its adoption by a two-third majority of the members present and voting;
4. amendments so adopted enter into effect at the close of that General Assembly.

Article XXIV. Dissolution

ICVA can be dissolved by a two-thirds majority of the members. 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.