Constitution of ECAD, a non-profit organisation:
1. Purpose and Aims
ECAD is a non-profit organization incorporated in Sweden, the purpose and aims of which is to develope through democratic means drugfree cities and societies, and to promote and develop our common efforts against illicit drugs. The purpose of ECAD is to provide experience and knowledge about the work for freedom from illicit drugs, and against drugs and drug abuse at local, national and international levels. ECAD will work for democracy and development in the towns and cities of Europe.The spread of drugs and drug abuse constitute a threat to democracy and development. The long-term aims of ECAD are to contribute to a Europe free from drugs.
Membership in ECAD is open to all European cities/towns which sign the ”Stockholm Resolution” and pay the annual membership fee. The membership fee shall be determined by city’s/town’s number of inhabitants and actual ability to pay. The ExecutiveBoard has the authority to grant reductions of the annual membership fee. A member may leave ECAD at any time, on written noticeto the Executive Board.
3. The Seat of the Organization
The seat of Organization shall be Stockholm, Sweden.
4. The Plenary session
The Plenary session is the highest decision-making body of ECAD. The Plenary session meets annually. Invitations to Annual meeting and the Plenary session shall be announced to all members as early as possible before the conference. The agenda and other documentation will be circulated a minimum of one month before the Plenary session. The agenda shall contain all proposals and motions that have been sent in by members or by the Executive Board. The Annual Board’s report and the Auditors´ report shall be sent to members a minimum of one month before the Plenary session. These reports will form the basis for the Plenary session’s decision whether to adopt the report of the Executive Board.
The Plenary session shall elect the members of the Executive Board, an Election committee and the Auditors. Each member city shall cast one vote, when votes are taken. All decisions shall be made by simple majority (except §§ 8 and 9). If an equal number of votes is cast, the Chairperson shall have the casting vote. Members may not vote by proxy; only members who are present may vote. The Plenary session shall elect members to check the minutes. Minutes shall be recorded and be sent all members after checking.
4:1 Only member cities that are paid up are entitled to vote at the ECAD Plenary session.
4:2 Subscriptions are due from the 1st of January each year.
4:3 Election Committee: To prepare election matters, the Plenary session shall appoint an Election committee. The Election committee shall put forward to the Plenary session proposals for members of the Executive Board, including proposals for Chairperson and Vice-Chairperson and the Plenary session shall decide by majority voting by paid up members present. The Election committee shall comprise of one member nominated by the Executive Board and two members appointed by the Plenary session. The Election committee chairperson shall not be a member of the Executive Board.
5. The Executive Board
The Executive Board (”the Board”) shall consist of the delegates of ten member cities, of which a minimum of five shall be capitals, regional capitals or major cities. The city that hosts the ECAD office shall be a member of the Board. The city which is to host the annual ECAD Mayors’Conference will be co-opted to the Board during the year it organizes theConference, unless it is already represented. Members nominate their delegates on the Board. Each city is entitled to replace one delegate by another. Delegates should have the authority to participate in the work of the Board on behalf of their city and be given the opportunity to carry out the assignment in practice. Members of the Board shall be electedfor a period of four years.
The Plenary session shall elect a Chairperson and a Vice-Chairperson for a period of two years. The Board may elect other officers. The Board is quorate if a minimum of half the members are present. All decisions shall be made by simple majority. The Board shall meet at least three times yearly. The Board’s meetings shall be minuted. The Board is responsible for budgeting, planning activities and making proposals for membership fees. The Board is responsible for making decisions about the administration and staff of the organisation.
5:1 Any Board member (city) who fails to attend a minimum of one meeting of the Board in any calendar year or fails to pay the subscription due, ceases to be a Board member.
5:2 Board member/s (city) should be replaced at the Annual Plenary session as set out under 4:3.
5:3 The Vice-Chairperson shall replace the Chairperson in the event of absence or temporary incapacity of the Chairperson. If the Chairperson shall be permanently incapacitated the Vice-Chairperson will replace him/her to serve the rest of the term.
The Board is authorised to sign for the organisation. The Board has the right, by special decision, to delegate the right to sign for the organisation to the ECAD director and the delegate of the city which hosts the ECAD offices. The decision to delegate such authority shall be limited in its nature and scope. Signing for the organisation shall always be undertaken jointly by at least two persons.
7. The Financial Year
ECAD’s financial year comprises of a calendar year. The accounts for the organisation shall be audited by two Auditors elected by the Plenary session. The Board shall provide the Auditors with all the documentation necessary to examine the activities of the organization. This shall be done in good time to allow the Auditors’ report to be circulated to members in accordance with the Constitution, before the Plenary session which must decide as to whether the report should be adopted.
8. Amendments to the Constitution
The Plenary session shall decide on any amendments or additions to the Constitution. Such decisions may only be made by agreement of 2/3 of the votes of the members present.
9. Dissolution of ECAD
The Plenary session may decide to dissolve ECAD. The decision to dissolve the organization must be carried by ¾ of the votes of the members present. At the dissolution ECAD’s assets shall be repaid to the contributors. Any remaining assets may, at the decision of the Board, be distributed to any suitable European organization(s) which works in accordance with the purpose and aims of ECAD.
(Amended in May 2014 in Stockholm)
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