INTERNAL REGULATIONS

as revised, incorporating amendments adopted by the General Assembly in accordance with the Statutes

2006

1. PRINCIPLES

a) To represent the interests of the various national Institutes and Associations of Town Planners established in the countries represented by the Council of Europe.

b) To represent, through their Institutes and Associations, the interests of town planners working in the public, private and academic sectors.

c) To adopt a structure which is neat, simple, economical, efficient and conducive to easy working and decision-making.

d) To provide for continuity and authoritative representation of the various Institutes and Associations, recognising that some Presidents may hold office in their Institute or Association for only one year.

2. STRUCTURE

a) THE EUROPEAN COUNCIL OF TOWN PLANNERS comprises two delegates per Institute or Association. It is chaired by the President. In appointing their delegates, Institutes and Associations are encouraged, as far as practical, to represent the interests of their members working in the public, private and academic sectors. The terms for which delegates are appointed are at the discretion of the Institutes and Associations.

b) THE EXECUTIVE COMMITTEE, called the Conseil d'Administration in the Statutes, comprises the Officers, namely the President, the Senior Vice-President (in the first year of President's mandate) the President Elect (in the second year of President's mandate), two or more Vice-Presidents, the Secretary General and the Treasurer. It is chaired by the President. The Officers, other than the President, serve for a term of three years and are eligible for re-election. The President serves in each office for a term of two years and is eligible for re-election. At each election, the Executive Committee will seek to achieve with the delegates an arrangement which, so far as possible, will provide for an adequate period of association with the Council, in the interests of continuity.

c) WORKING GROUPS and TASK FORCES may be appointed to undertake specific tasks. Each Institute or Association is entitled to one representative on each Working Group or Task Force who may be drawn from the permanent delegates to the Council or other representatives. The terms for which representatives are appointed are at the discretion of the Institutes and Associations.

3. RESPONSIBILITIES AND DELEGATION

a) The Council is both a decision making body and a working body. The Council's approval is required for modification of the Statutes, of the International Agreement and Declaration and Appendices, of the Internal Regulations, for the adoption of new Appendices, election of Officers, adoption of the budget and subscriptions, admission of new members, termination of membership and adoption of statements of policy in the name of the Council.

b) The Executive Committee has full authority to act within its agreed Terms of Reference and agreed budget.

c) The role of the Executive Committee is:

(i) To maintain the momentum and organise the business of the Council.

(ii) To take the initiative on administrative and constitutional matters, including the budget and the admission of new members, and in resolving disputes.

(iii) To prepare material for, and make recommendations to, the Council.

(iv) To supervise the Working Groups and Task Forces, to brief them and to receive their output and to ensure that they have effective programmes to which they adhere.

(v) To represent the Council when necessary.

(vi) To organise the procedural arrangements for the election of the Officers and Executive Committee and to propose the list of the member states from which the members of the future Executive Committee are to be drawn, to the Council at its meeting prior to the one at which the elections will take place, in order to assist the proceedings and the best application of the principles of geographical equilibrium in the membership of the Executive Committee.

d) The President may agree proposals, other than those specifically reserved to the Council in (a) above between meetings as appropriate and report to the next Executive Committee meeting.

e) Unless matters are specifically delegated for action, the Working Groups prepare proposals for the Executive Committee and Council to vote on according to the agreed principles.

4. ELECTION OF EXECUTIVE COMMITTEE section replaced by separate ELECTION ANNEX

5. MEETINGS

a) The Council meets twice in each calendar year for a Spring meeting and an Autumn meeting (Annual General Meeting). The Presidents of the Institutes and Associations which have subscribed to the International Agreement and Declaration will also be invited to attend the Autumn meeting. Council meetings will last at least three half days.

b) The Executive Committee will meet immediately before or after the meeting of the Council. Other meetings of the Executive Committee may be arranged in the intervals between the scheduled meetings as appropriate.

c) Venues of meetings are agreed annually. The Council will meet by preference in Brussels, but on special occasions and following a recommendation of the Executive Committee, the Council may meet anywhere in Europe as long as reasonable accessibility is assured for all member bodies.

6. VOTING

a) At meetings of the Council every member state is entitled to one vote. Corresponding members do not have the right to vote.

b) Majorities of three quarters of the votes cast are required for Council decisions concerning the modification of the Statutes, admission of new members and termination of membership. Two thirds of the members present or represented by proxy shall constitute a quorum for these decisions. A simple majority of the votes cast is required for all other decisions of the Council. No quorum is specified for these decisions.

c) At meetings of the Council, only one delegate from each Institute or Association may vote on behalf of that Institute or Association. In the absence of both delegates, each Institute or Association may appoint another existing member of the Council to vote on its behalf. Voting in absentia is only possible on matters on the agenda of Council meetings if a written voting statement is in the hands of the Secretary-General prior to the Agenda item being reached. Representation by proxy in a ballot is also possible if the Secretary-General is provided with written proof of the appointment of the proxy prior to the Agenda item being reached.

d) Any amendments on proposals on financial issues have to be presented in written form if any member of the Assembly feels it is necessary for a sound comprehension.

e) At meetings of the Council, voting on the following matters will be by secret ballot.

• matters concerning the existence of the Council;
• admission or exclusion of members;
• composition and election of the Executive Committee;
• election to all official posts;

Voting on other matters will normally be by a show of hands.

f) Three Honorary Presidents, the acting President or the Secretary-General will in this order form a three-person team of scrutinisers responsible for ensuring that the proper procedure is observed in the case of these ballots.

g) At meetings of the Executive Committee, each member of the Committee has one vote and a simple majority of the votes cast is required for all decisions. In the absence of a member of the Committee, another member of the Committee may be mandated to act as his or her proxy representative. Half the members of the Committee present in person or represented by proxy shall constitute a quorum.

h) The President, when chairing the Council and the Executive Committee, has a casting vote.

i) Members of the Executive Committee may attend and speak at meetings of the Working Groups or Task Forces ex officio. It is not anticipated that voting will be necessary at meetings of the Working Groups or Task Forces.

7. PREPARATION OF COUNCIL MEETINGS

a) The Agendas for Council meetings will be prepared by the Executive Committee. The topics to be discussed will be listed and, as necessary, supported by notes, reports and detailed proposals.

b) Each agenda will include at least the following items

(i) a list of all matters to be considered (subject to minor amendments)

(ii) the minutes of the last Council meeting (taken as read)

(iii) the minutes or a report by the President of any subsequent Executive Committee meetings (for information and clarification only)

(iv) financial matters (report by the Treasurer)

(v) the fixing of dates and venue for the next two Council meetings.

c) At the Annual General Meeting, the Annual Accounts for the preceding year up to 31 December and the budget for the following year must be submitted for approval.

d) At the Annual General Meeting, the Executive Committee must report on the steps taken to achieve the aim of having at least one member from each Member State and the Agenda must indicate how far this aim has been achieved.

e) The agenda for Council meetings will be circulated by the Secretary-General at least one month prior to each meeting.

8. STANDARD ALLOCATION OF BUSINESS AT COUNCIL MEETINGS

a) Council meetings will comprise three parts:

(i) internal administrative and policy matters;

(ii) professional exchange/policy debate on planning issues;

(iii) special professional feature, which may be introduced by external guests.

b) A considerable period will be allocated to the professional exchange and policy debate on planning issues. The length of speeches will be suggested by the President prior to the discussion on a basis of equality.

c) At the Autumn Meeting, the Presidents of the member organisations will be invited to supplement their written annual reports about important matters concerning the profession. The length of speeches will be suggested by the President on a basis of equality.

d)  For the special professional feature guest speakers will be invited to each Council meeting to present their views on matters of importance to the ECTP, the member bodies or the profession.

e) Agenda items outstanding at the conclusion of the Council meeting will be adjourned to the next meeting or sent back to the Executive Committee for further preparation or for formulation by a Working Group.

9. PARTICIPATION IN COUNCIL MEETINGS

a) Each Institute and Association may appoint an additional representative to accompany delegates at meetings of the Council, either for a specific meeting or on a continuing basis. Such representatives and the delegates of Corresponding Members may participate in the meetings but may not vote.

b) Representatives of Observers may attend meetings of the Council except during discussions on their admission. They may not vote and may speak only if invited to do so by the President. Guests and other invitees may attend meetings of the Council and join in discussions on the invitation of the President, but have no right to vote.

c) In the event of plenary discussions of a confidential nature, guests and other invitees may be asked by the President to leave the room.

d) The floor will be open to all members of the Council on a basis of equality of length of speeches per member organisation. Longer speeches may be permitted in the case of discussions based on a prepared paper submitted to the meeting.

10. MEMBERSHIP

a) The membership of the Council is open to those Institutes and Associations of Town Planners established in the Member States represented in the Council of Europe which meet the criteria for membership adopted by the Council in accordance with the International Agreement and Declaration, namely:

(i) the essential object of the Institute or Association is the development and promotion of town planning as a distinct profession;

(ii) it is independent or able to demonstrate that it is working towards independence and also how it is working towards independence and will attain independence within a defined time;

(iii) it operates nationally; ECTP full member associations or institutes are those with a national spatial coverage. Regional, including any sub-national, interregional or local associations or institutes will be admitted as full members only where the regional scale is representative for a different ethnic or language group which is not represented in any other association or institute in that country, or where there is no national association .

(iv) it can show that (i)-(iii) can be endorsed by authoritative bodies in its member state;

(v) it consists of personal members and not of societies or other collective bodies. ECTP full member associations or institutes are those consisting of professional planners whose roles are outlined in the New Charter of Athens 2003. Associations or institutes of sectoral planners will be admitted as corresponding members and will be encouraged to enlarge their membership criteria to accept all professional planners.

(vi) Associations or institutes including other individual members that are not fully recognised as spatial planners (i.e. students or affiliated professionals), administrative or associate bodies can be eligible for full membership if they demonstrate that their aims and objectives coincide fully with those of the ECTP, and provided that the majority of representatives on their executive boards are professionally qualified planners.

b) More than one Institute or Association from any one member state may be admitted to membership provided that they meet the criteria.

c) Applications for membership are referred to the Executive Committee which determines whether the criteria are met. Formal accession to the Council takes place at a Council meeting after the adoption by the Council at the Annual General Meeting of a recommendation by the Executive Committee that the applicant be admitted to membership, having provided evidence that it meets the criteria.

11. CORRESPONDING MEMBERSHIP

a) Corresponding Membership is open to Institutes and Associations of town planners in countries in membership of the Council of Europe which do not meet the criteria for membership as set out in Paragraph 11 a) above.

b) Corresponding Membership is open to Institutes and Associations of other professions which show an interest in town and spatial planning.

c) Corresponding Membership is open to societies, collective bodies or administrative bodies if they do not meet the criteria for membership as set out in Paragraph 11 a) above.

d) Corresponding Members may appoint up to two delegates to represent them at meetings of the Council.

e) Admission to Corresponding Membership shall be by direct invitation only from the Council acting on a recommendation of the Executive Committee.

12. OBSERVER STATUS

a) After the Executive Committee receives such evidence and, pending formal accession to membership in accordance with the timetable in 10 (c) above, applicants are admitted to Observer status.

b) Applicants who do not meet the criteria but who can demonstrate that they are taking all practicable steps to do so may be admitted to Observer status at the discretion of the Executive Committee for a specified period to enable them to meet the criteria. This period may be extended only if the Executive Committee is satisfied that substantial progress has been made towards meeting the criteria and that they are likely to be met within a further specified period.

c) Observer status is restricted to applicant members and is granted only in the circumstances of (a) and (b). It is not granted to bodies which clearly have no reasonable prospect of being able to meet the criteria for membership in the foreseeable future.

13. TERMINATION OF MEMBERSHIP

a) Membership may be terminated by the Council on the recommendation of the Executive Committee if a member is no longer able to meet the criteria for membership or if the whole or part of its subscription to the Council is outstanding for six months or more.

b) Applications for reinstatement to membership are dealt with on the same basis as original applications, but any member whose membership is terminated for non-payment of subscriptions will not be reinstated until all arrears are paid.

14. SUBSCRIPTIONS

a) Annual subscriptions to the Council are calculated in accordance with a scale approved by the Council at its Spring meeting and are due and payable on 15 January in each year.

b) If the whole or part of any member's subscription remains in arrear for more than six months, the voting rights of that member will be suspended until the arrears are paid, unless the Council accepts that the default is due to exceptional circumstances and is satisfied that payment will be made before its next meeting.

c) Observers will pay a contribution of one third of the subscription of a comparable member.

d) Corresponding members will normally pay a contribution equivalent to one third of the subscription band for full members of similar size.

e) Such contributions and members' subscriptions should be calculated for the first year on a pro rata monthly basis.

f) If no new agreement is reached, the subscription level set for the previous year will remain in force.

15. SECRETARIAT

a) It is the responsibility of the general Secretariat to ensure the efficient preparation of agendas for meetings, circulation of papers and Minutes and strict adherence to agreed deadlines. Institutes and Associations may be voted funds to undertake the general Secretariat function on a rotating three year basis. The objective is for the function to be fulfilled in as neat, simple, economical and efficient manner as practicable.

b) Since the President's residence is often at some distance from the headquarters of the general Secretariat, any preparatory document for Council meetings, any Council meeting minutes, and any correspondence to third parties written on behalf of the President or in reply to a letter to the President should be sent to the President by the Secretary General for approval before circulation. Similarly, a copy of all correspondence sent directly to members or third parties by the President should be sent by him to the Secretary General for information.

c) The Registered Office of the Council will remain in Brussels and will handle the financial affairs of the Council, liaise with the institutions of the European Community and hold the formal records and documents of the Council.

d) The Registered Office will deal with accounting matters related to the execution of the budget approved by Council. It will also deal with official relations between the Belgian authorities and the Council. In relation to the above, but outwith the implementation of the current decisions recorded in Council meeting minutes or the minutes of an Executive Committee meeting, Registered Office officials must seek the President's approval before committing anything to paper and, more importantly, before taking any action with financial implications.

16. OFFICIAL LANGUAGES

a) The official languages of the Council are English and French and this will be recognised in all documentation, proceedings and publications.

b) When the author of a document for internal use by members is not fully competent in either of the two official languages, the text may be written in any other language if an approximate translation, be it in summary form, is provided in one of the two official languages.

c) The members of the Executive Committee may use among themselves the language which it is easiest for them to use if the person spoken to understands.

d) In official correspondence with persons outside the Council, the President and the Secretary General may use one of the two languages only and may add a text in their mother tongue if this is neither English nor French and if a translation into English or French is enclosed with the text.

17. LAW

The Council is a legal entity under Belgian law. If this were to become inappropriate for whatever reason, the choice of another law would be a matter for agreement.

ANNEX

ELECTORAL SYSTEM

revised following General Assembly decisions

Athens 1998 version

1.  The Executive Committee (ExCo) is composed of the President, the Vice-Presidents and the Secretary-General. The President represents ECTP and is responsible for implementing Council policy set out by the ExCo and approved by the General Assembly.

2.  One Vice-President is required by the Statutes to be responsible for the Treasury. One Vice-President is required by the Statutes to be the Belgian Administrator, and must be Belgian. This post is therefore always held by a Belgian Vice-President unless the President is Belgian.

3.  There may be up to four working groups each chaired by a Vice-President - one Working Group per Vice-President.

4.  There should be no fewer than four and no more than six Vice-Presidents. The number of members of the ExCo may be enlarged by decision of the General Assembly.

5.  Each year the full members of ECTP elect at least one new Vice-President from among the full members, by secret ballot at the Autumn General Assembly. For each newly elected Vice-President, one Vice-President steps down at this time. This should be the longest-standing Vice-President, unless (s)he has just stepped down from Presidency. In this case, the second longest-standing Vice-President steps down.

6.  All Vice-Presidents are elected for a three-year term, unless subsequently elected to the Presidency. When standing for election as a Vice-President, each candidate should declare willingness to stand for the Presidency in due course, and issue a manifesto or statement with proposed policies and actions. This document (revised over time) is the basis on which the Presidential election is contested.

7.  If the number of members of the ExCo is enlarged or reduced, the number of new Vice-Presidents to elect or to step down should be adjusted accordingly.

8.  Every other year (2000, 2002 and so on), the Council elects a new President from among the Vice-Presidents, by secret ballot at the Autumn General Assembly. The suitability of candidates should be judged by ExCo members based on a proposal of General Policy Guidelines presented to the ExCo and to the General Assembly by each candidate, in turn derived from statements made on election as Vice-President (see point 6 above).

9.  The new President-elect steps in for a two-year term one year after being elected and may be re-elected for a consecutive term only once. The immediate past-President should remain a Vice-President for at least one year, except where (s)he has served two terms. If a President serves two terms, either no new Vice-president is elected during the second term or one of the Vice-Presidents will agree to leave the Executive Committee without having stood for the Presidency.

10.  An ExCo member who ceases to be a delegate of his or her association whilst an ExCo member is replaced by a new elected member at the next Autumn General Assembly, possibly from another member country.

11.  The countries represented in the ExCo could reflect a balance between northern, central and southern Europe. The candidates for new Vice-Presidents should come from the following groups (one from each, if two are to be elected, or alternating between groups if one is to be elected): Group 1: UK, DK, IRL, I, GR, CR, PL, SI, CY Group 2: NL, D, B, F, P, E, H, RO, N, M