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The EACP Operating Regulations

 

1.1 Membership criteria are subject to the approval of the General Assembly and the Governing Board of the CAE, which have the responsibility from time to time to:

– decide on categories, classes or subclasses of membership and any modifications to those categories or classes.

– modify, revoke or close such categories, classes and subclasses of membership.

– decide on the membership criteria for all categories of members.

– determine the movement of members from one membership class or subclass to another.

– set entrance fees, subscriptions and other fees or payments to be made by members.

1.2 The EACP Board of Directors has the right to introduce pilot projects covering the above for the benefit of the EACP without recourse to the General Assembly. The results of any pilot project must be reported to the next meeting of the General Assembly after the completion of the pilot project.

CATEGORIES OF MEMBERSHIP

2.1 ORGANISATIONS

Categories of membership shall include:

National Associations (NA)

European organisations (EWO)

Member Councillors’ Associations

General Membership Training Associations

Modality Groups

Client sector groups

International organisations

And other categories that the EACP may decide from time to time.

All organisations applying for membership with the EACP must confirm that they meet these basic requirements prior to application:

  1. All Member Organisations must be constituted in accordance with the laws of the country in which it is located.
  1. Have transparent and accountable administrative and financial structures.
  1. Must be an organisation interested in the practice and development of Counselling as defined by the EACP.
  1. It must endorse the intentions, objectives and regulations of the CAO.

In addition to the basic conditions of membership for all Members, as detailed in clause 2.1, all Members must meet the specific requirements detailed in the category of Membership for which they are applying:

 

2.1.1 National Associations:

A Counselling association can apply to become the National Association of the EACP if it operates in a country where there is neither a National Association of the EACP, nor a National Coordinating Committee, nor a central office of the European Association. Upon application to the EACP, the applicant must submit the characteristics of its association as set out in the National Association Application document available through the application to the EACP administration at office@eacp.com 

In addition to the basic criteria of Clause 2.1, the association must also meet the following conditions for full recognition as a National Association:

  1. It must be a single non-profit body that has a national presence in its own country and encompasses a number of other organisations and/or individuals.
  1. It should encompass different counselling contexts and professional interests and a minimum of three defined theoretical perspectives.
  1. It should seek to represent the perspectives on counselling in its own country in its dealings with the EACP and not just the views of a single interest group.
  1. It should have commonly agreed procedures for standards of practice and professional conduct.
  1. Must have or provide evidence of compliance with a written code of ethics or practice, a grievance procedure, and means of recognising professional competence consistent with the professional standards established by the EACP.
  1. You must demonstrate evidence of promoting the development of Counselling in your country in accordance with the objectives of the EACP. This evidence could include: regional development, advocacy and programme activities over a three year period.
  1. Cooperate with and promote EACP elections, where appropriate, in its own country.
  1. Must have at least twenty-five (25) subscribing members to be considered a National Association. Once this is achieved along with the criteria shown above, they will be recognised as a National Association.
  1. When the National Association fails to reach the required 25 members subscribing to the EACP, the National Association status may be formally withdrawn after consultation with the EACP Executive Committee.
  1. It should promote and encourage its members to become accredited for the European Certificate of Counselling Accreditation (ECCac).
  1. Agree to act as an agent of the EACP by distributing EACP material and collecting subscriptions from EACP members in its own organisation on the due date and remitting all subscriptions collected to the EACP Administration department by bank transfer with the National Association with charges of all applicable transfer fees.

The EACP -recognised National Association has one seat and one vote on the EACP Governing Board and shall formally appoint a representative to sit on the EACP Governing Board. The EACP -recognised National Association has voting rights at the General Assembly as set out in clause 5.21.3 of this document.

The EACP recognised that the National Associations that sit on the EACP Governing Board will be responsible for formally nominating one of their number to represent them on the Executive Committee.

2.1.2 National Coordinating Committees (NCCs):

 

A formal grouping of Organisations and Associations, each of which has its own procedures for accrediting Counsellors, may apply for recognition by the EACP as a National Coordinating Committee (NCC) if it operates in a country where there is no National EACP Association or no National EACP Coordinating Committee OR no head office of a European E EACP Association.

It may be a group, association, federation, confederation or other duly constituted group of professional counsellors within a European country. It must demonstrate that they represent a broad range of professional counselling approaches covering the largest number of professionals and that they must adhere to the principles of the EACP.

Upon application to the EACP, the applicant must submit details of its associations as set out in the National Coordinating Committee Application document available through the application to the EACP administration at office@eacp.com. It must satisfy the basic criteria of Clause 2.1 and also meet the following conditions for Full Recognition as a National Coordinating Committee.

  1. It should encompass defined theoretical perspectives, counselling contexts and professional interests. It should seek to represent the perspectives on counselling in its own country in its relations with the EACP and not just the views of a single interest group.
  1. It should provide evidence that all of its member groups meet and comply with the principles and standards of the EACP. It must provide evidence that it has a means of ensuring that each of its constituent member organisations complies with a formal code of ethics and practice, a complaints procedure and has a means of recognising professional competencies consistent with the professional standards set by the EACP.
  1. You must demonstrate evidence of promoting the development of Counselling in your country in accordance with the aims and objectives of the EACP. This evidence could include regional development, advocacy and programme activities.
  1. Cooperate and promote EACP elections within its own country.
  1. Undertake to act as an agent for the ACS by distributing the EACP material and collecting the annual ACS subscriptions due from its own member groups and the total of the individual NCC members who are members of the EACP as per clause 2.2 of this document on The Due Date and forward all subscriptions collected to the EACP Administration Department by Bank Transfer with the NCC with all applicable transfer fees.
  1. It should have commonly agreed procedures for standards of practice and professional conduct.
  1. It must have at least 25 subscribing members to be considered as a National Coordinating Committee. These members can be direct members of the umbrella organisation or include any individual members of its subscribing organisations. Once this is achieved along with the criteria shown above, they will be recognised as a National Coordinating Committee.
  1. When the National Coordinating Committee fails to meet the 25 individual members subscribing to the EACP, the National Coordinating Committee may be formally withdrawn after consultation with the EACP Executive Committee.
  1. It should promote and encourage its members to qualify for the European Certificate of Counsellor Accreditation (ECCac).

Structure of a National Coordinating Committee.

The organisation providing the CCN representative to the EACP Governing Board shall be considered the CCN Umbrella Organisation and shall be responsible for meeting the above criteria.

The Umbrella Organisation will be responsible for paying the annual fee set to the EACP plus any fixed fees set out in the fee structure for individual members who report directly for them. They will also be responsible for collecting the reduced annual membership fees as set out in the fee structure for each of their members subscribing groups along with the annual fee for each individual member of the subscribing groups.

NCC Member Groups will have a representative on the Umbrella Organisation’s Governing Board and will be classified as EACP Member Councillors / Coaches. They will be responsible for paying the reduced annual fee set out in the fee structure along with the annual fee of each of their individual members to the NCC Umbrella Organisation.

Each National Coordinating Committee has one seat and one vote on the EACP Governing Board and will formally appoint a representative to sit on the EACP Governing Board.

The EACP recognised National Coordinating Committees that are part of the EACP Governing Board will be responsible for formally appointing one of their number to represent them on the Executive Committee. The National Coordinating Committee recognised by the EACP has the right to vote at the General Assembly, as stated in clause 5.21.3 of this document.

2.1.3 Organisations across Europe:

 

A Counselling organisation providing or representing Counselling organisations with training in a modality that is recognised as valid by the EACP in a minimum of six (6) European countries may apply for recognition by the EACP as a European Wide Organisation (EWO) where its head office is located in a country where there is neither an EACP National Association nor an EACP National Coordinating Committee or any EACP European Association representing the same modality. Following the application to the EACP the applicant must submit the details of its associations as set out in the European Wide Organisation Application document available through the application to the EACP administration at office@eacp.com.

The organisation must meet the basic criteria of Clause 2.1 and also fulfil the following conditions for full recognition as an organisation at European level:

  1. It must be a non-profit organisation covering several organisations and/or individuals in the same counselling modality in at least six European countries.
  1. It should encompass different counselling contexts and professional interests and a minimum of three defined theoretical perspectives.
  1. It should provide evidence that all its member groups comply and comply with the EACP principles and standards.
  1. It must prepare and submit documentation regarding evidence that each of its constituent member organisations complies with a formal code of ethics and practice, a grievance procedure and has a means of recognising professional competencies consistent with the professional standards established by the EACP.
  1. If you offer individual membership in your own right, you must have or prove that you comply with a written code of ethics or practice, a complaints procedure and a means of recognising professional competencies consistent with the professional standards set by the EACP.
  1. It will undertake to act as an agent of the EACP by distributing EACP material and collecting the annual EACP subscriptions due from its own membership groups and the total of the individual EAC members who are members of the EACP as per clause 2.2 of this document on The Due Date and forwards all subscriptions collected to the EACP Administration Department by Bank Transfer with the European Organisation bearing all fees applicable to the transfer.
  1. It must have at least 25 of its individual members and/or organisational members as individual members of the EACP. These members can be direct members of the Umbrella Organisation or include any individual members of its subscribing organisations. Once this is achieved along with the criteria shown above, they will be recognised as a European EAC organisation.
  1. Where the number of EACP members is less than twenty-five (25) individual members subscribing to the EACP, the European Organisation status of the EAC may be formally withdrawn after consultation with the EAC Executive Committee.
  1. It should promote and encourage qualification for the European Certificate of Counsellor Accreditation (ECCac).
  1. Must demonstrate evidence of promoting the development of counselling in Europe in accordance with the aims and objectives of the EACP. This evidence could include regional development, promotion and activity programmes over a three year period.

Structure of a European Organisation (EWO)

The EACP EWO appointed will provide a representative for the NFP to the EACP Governing Board and will be responsible for meeting the above criteria.

The EWO shall be responsible for paying its established annual fee to the EACP plus any established fees as set out in the fee structure for individual members.

EWO Member Groups will have a representative on the EWO Board of Directors and will be classified as EACP General Member Counselors/Trainers. They will be responsible for paying the reduced annual fee set out in the fee structure along with the annual fee of each of their individual members to the NCC Umbrella Organisation.

Each European Organisation has one seat and one vote on the EACP Governing Board and shall formally appoint a representative to sit on the EACP Governing Board.

The European-wide Organisations on the EACP Governing Board will be responsible for formally nominating one of their number to represent them on the Executive Committee. The EACP recognised that the European Organisation has voting rights in the General Assembly, as set out in clause 5.21.3 of this document.

2.1.4 General training of Member Counsellors

An association of training counsellors, upon application to the EACP, must submit details of their association as set out in the General Membership Counselling Application or Membership Training Application available on request from the EACP administration at office@eacp.com

A counselling training organisation will initially be accepted as a General Counselling Training Association after submission and scrutiny of its papers by the PTSAC when in addition to the basic general requirements it also fulfils the following conditions:

  1. Shall be concerned with the provision or development of Counselling and/or Counselling training as defined by the EACP.
  1. It must have a structured programme to encourage all its members to subscribe as individual members, as defined in Clause 2.2 of the ACS.
  1. It must provide evidence that all its members comply with the EACP standards.
  1. Must have, or provide evidence of compliance with, a written code of ethics or practice, a complaints procedure and means of recognising professional competence consistent with the professional standards established by the EACP.
  1. Cooperate with and promote all EACP elections within its own area of operation.
  1. Undertake to act as agent for the EACP by distributing EACP material and, where appropriate, collect subscriptions from EACP members in their own association on the due date and date and all subscriptions collected to the EACP Administration Department, together with a list of all fee-paying members.
  1. It should have commonly agreed procedures for standards of practice and professional conduct.

The EACP invites a General Membership Association to submit one or more of its Counsellor Training courses to be approved by the EACP Professional Training Standards and Accreditation Committee (PTSAC). After full scrutiny by the PTSAC, an approved course may include the EACP logo on its publicity material. All prospective students who have successfully completed any approved course will be eligible to qualify for the European Certificate of Counsellor Accreditation (ECCAC) after completing the agreed number of practice hours and after completing their training as set out in the current version of the PTSAC brochure. General Membership Training will be able to advertise any approved course as a European Association Accredited Course.

The EACP or General Membership Training has the right to vote at the EACP General Assembly and at any electronic or postal or physical EAC votes held from time to time; the EACP of the Organisation has one vote on behalf of the organisation.

2.1.5 Group modalities:

 

The EAC Governing Board may appoint a counselling group that provides training or represents training in a unique counselling modality recognised as scientifically valid by the EACP Upon application to the EAC, the applicant must submit the details of their association as set out in the Modality Group Application document available by application to the EAC administration at office@eacp.com.

  Modality Groups have one vote in the EACP General Assembly; Modality Groups do not have a seat on the EACP Board of Directors.

2.1.6 Client Sector Groups:

 

The EAC Governing Board may appoint a formally constituted Counselling organisation that provides a recognised model of Counselling to a specific client group. Upon application to the EACP, the applicant must submit details of its associations as set out in the Client Sector Group application document available through application to the EACP administration at office@eacp.com

Client Sector Groups have one vote in the EACP General Assembly. Client Sector Groups do not have a seat on the EACP Board of Directors.

2.1.7 International organisations:

 

International Organisations are organisations and bodies that support and endorse the objectives and standards of the EACP.

International organisations do not have voting rights within the EACP or a seat on the EACP Governing Board.

2.1.8 Affiliated organisations:

 

Affiliated Organisations must be organisations whose primary activity is not Counselling, but who have an interest in partnering with and supporting Counselling and its development and the EACP.

Upon application to the EACP, the applicant must submit details of its associations as set out in the Affiliated Organisation Application document available through the application to the EACP administration at office@eacp.com.

Affiliated organisations do not have voting rights within the EACP or a seat on the EACP Governing Board.

Any substantial change in the name, structure or purpose of any Member Group must be formally submitted to the EACP for validation.

2.2 INDIVIDUALS

Individual members must have completed or be undertaking professional training as a counsellor in a formally recognised theoretical model of counselling in accordance with the EACP definition of counselling.

Categories of individual members may include:

Ordinary Members

Accredited Members

Student Members

All individual members, except student members, have one vote in the General Assembly of the EACP, in elections and in other formally constituted proceedings of the EACP, as determined from time to time.

In addition to the categories for individual members there is a separate membership category for individuals who may not meet specific criteria or who may not necessarily be Counselors:

Affiliate Members

Affiliate members do not have voting rights within the EACP.

2.2.1 Ordinary Members (applying through the EAC-approved Counselling Association)

Those who are actively involved in Counselling and are fully committed to the objectives of the EACP, subscribe to its Charter of Ethical Practice and wish to actively participate in the EACP. The applicant must be sponsored by a member of the EACP -approved Voting Group.

2.2.2 EAC-accredited members (applying through the EAC-approved Counselling Association)

 

Individual members who fully meet the EACP criteria for individual accreditation, developed by the Professional Training and Accreditation Standards Committee and approved by the EACP Governing Board, and who have earned the European Certificate of Accreditation in Counselling. The applicant must be sponsored by a member of the EACP -approved Voting Group.

2.2.3 Student Members (applying through the EACP -approved Counselling Association)

 

Individuals who are pursuing a formal and recognised training model that meets the criteria for training courses as determined by the EACP Professional Training Standards and Accreditation Committee and agreed by the EACP Board of Directors. The applicant must be sponsored by a member of the EACP -approved Voting Group.

2.2.4 Ordinary Member (applying directly to the EACP

 

Those who are actively involved in Counselling and are fully committed to the aims of the EACP, subscribe to its Charter of Ethical Practice and wish to participate actively in the EACP.

The applicant applies for an ordinary membership application form from the EACP Administration at office@eacp.com.com and provides details of their face-to-face practice; CPD; and also provides details of an arbitrator and their supervisor (see other information in the application pack). When the application is complete, return it and the requested documentation to EACP Administration; 23 Cranwell Court; Newcastle upon Tyne NE3 2UX England. Application sent to PTSAC for review who will inform the applicant whether or not the application has been successful.

2.2.5 Accredited EACP Members (Applying directly to the EACP)

 

Individuals who are pursuing a formal and recognised training model that meets the criteria for training courses as determined by the EACP Professional Training Standards and Accreditation Committee and agreed by the EACP Board of Directors.

The applicant requests a Student Member Application form from the EACP Administration at office@eacp.com, they should complete the application form in full. When complete, send it with supporting documentation, as detailed in the application pack, to EACP Administration; 23 Cranwell Court; Newcastle upon Tyne NE3 2UX England with administration charges. Application sent to PTSAC for review who will inform the applicant whether successful or unsuccessful.

2.2.7 Affiliate Members

 

Those who work in an activity related to counselling, those who have an interest in counselling and its development and who wish to support the activities of the EACP.

The applicant requests the EACP Administration Affiliate Member Application Form at office@eacp.com and details of the supplies requested should complete the application form in full. When complete, return to EACP Administration; 23 Cranwell Court; Newcastle upon Tyne NE3 2UX England with administration charges.

Honorary Membership:

 

The Governing Board of the AAC may recommend individuals who have contributed significantly to the development of the AAC for honorary membership and positions.

Honorary members do not pay membership fees and have no voting rights.

  1. Claiming membership:

 

Only individuals and organisations that are an approved and accepted Organisation, individual member or honorary member of the EACP may claim a membership relationship with the EACP.

Only accredited individual members of the EACP and duly designated EACP member organisations with voting rights may, with the written approval of the Secretary General, use the name and logo of the EACP on their professional stationary business cards, business cards, etc.

  1. General Assembly

 

5.1 The General Assembly is the supreme legislative and governing body of the EACP.

5.2 The General Assembly meeting of EACP members shall normally take place at least every 18 months. It could be a live meeting, a virtual meeting, or a combination of both, as decided by the Executive Committee. It will determine the basic direction of the EACP. It will resolve all business and, in particular:

5.2.1 Nominate individuals to count the votes.

5.2.2 To approve the minutes of the previous meeting.

5.2.3 Accept the annual reports of the President, Secretary General and Treasurer and any other elected or appointed Officers of the EACP.

5.2.4 Accept the annual reports of the EACP Governing Board and committees.

5.2.5 To accept and approve the annual accounts and the budget for the following financial year.

5.2.6 Approve the level of membership fees proposed by the EACP Board and any other charges.

5.2.7 To ratify and accept the election of the Chairperson and Vice-Chairperson.

5.2.8 Ratify the appointment of the Secretary General, the Treasurer and any other official appointed by the EACP Governing Board.

5.2.9 Appoint auditors, where necessary.

5.2.10 Approve proposals submitted by:

  1. A) The Board of Directors of the EACP
  2. B) An individual member
  3. C) A National Association; A National Coordinating Committee, a European Organisation or a General Counselor/Training

5.2.11 To approve the proposal of the EACP Board of Directors for the date and venue of the next General Assembly meeting.

5.2.12 To approve or ratify all other decisions mentioned in these Operating Regulations.

5.3 Notice of the General Assembly shall normally be sent to members in writing by the Secretary General not less than fifty-six working days before the date of the meeting. Such notice shall specify:

5.3.1 The date, time and place of the meeting.

5.3.2 The outline of the business to be discussed.

5.3.3 The date by which notification must be received from another company.

5.3.4 The date by which resolutions and nominations for election must be received.

5.4 Resolutions to be considered at the General Assembly (with the exception of resolutions for amendments to the Statutes dealt with in Clause 5.24) shall be submitted in writing to the Secretary General by a date to be fixed by him/her, not less than 35 Working Days and not more than 56 Working Days before the date of the meeting, and shall be sent to the members not less than fourteen Working Days before the meeting.

5.5 Resolutions, other than those proposed by the EACP Board of Directors, shall be signed by the proposer and the applicant. The proposer and the seconder must attend the General Assembly to present the resolution. Amendments to resolutions proposed during a General Assembly meeting will be accepted in exceptional circumstances at the discretion of the Chairperson, or his/her representative, after consultation with the proposer and seconder. Such amendments are subject to verification by the membership as soon as possible after the General Assembly by electronic and postal ballot.

5.6 The President, or his deputy, shall preside over the General Assembly.

5.7 Members unable to attend the General Assembly by electronic or postal ballot may vote in advance on resolutions and items included in the circular agenda. The electronic voting shall close seven working days before the General Assembly and the result shall be given by the President to the General Assembly.

5.8 Only members who have not cast a proxy, postal or electronic vote may vote in person at the General Assembly.

5.9 Only items included in the circular agenda may be voted on at the meeting. Additional items may be discussed at the discretion of the Chair, but not voted on at this time.

5.10 Emergency resolutions on matters accepted by the President as being of urgent importance to the Association may exceptionally be proposed during the meeting if a simple majority of those present and voting signify approval of such emergency debate. All such resolutions are subject to verification by the members as soon as possible by electronic and postal ballot.

5.11 The Chairperson, in consultation with the Secretary General, shall allocate time for each resolution as he/she deems appropriate and shall prepare the timetable in advance of the meeting.

5.12 The proposer of a resolution may speak for no more than five minutes. The seconder of a resolution may speak for not more than two minutes. Each speaker in the subsequent debate may speak for no more than three minutes.

5.13 A simple majority, including postal and electronic votes, shall be sufficient to pass a Resolution, except for those seeking to amend the Statutes or to close the EACP (Clause 5.24).

5.14 Any member, standing and showing a voting card, may propose to move to the next business. The Chairperson has absolute discretion to accept or reject such a proposal. If a simple majority is accepted, it will be determined to move on to the next item on the agenda.

5.15 In the conduct of the meeting the decision of the Chairperson on any matter not covered by these Operating Rules shall be final.

5.16 Amendments to the Statutes may be proposed and seconded in writing by any voting member. Such proposals shall be submitted to the Executive Committee at least 35 working days prior to their submission for approval at a General Assembly or Extraordinary General Assembly and shall be circulated to all members in advance.

5.17 The Board of Directors of the EACP may convene an Extraordinary General Assembly at any time by decision of 2/3 of its members present. The President shall convene the Extraordinary General Assembly within 84 working days of such decision.

5.18 Notice of the Extraordinary General Meeting shall be sent to members in writing by the Secretary General, normally not less than 56 working days before the date of the meeting. Such notice shall specify:

5.18.1 The date, time and place of the meeting.

5.18.2 The outline of the business to be discussed.

5.18.3 The date by which notice must be received from another company.

5.18.4 The date by which resolutions and nominations for election must be received.

The agenda and supporting documentation shall be sent to all members at least 14 working days before the Extraordinary Meeting.

5.19 A General Assembly, or Extraordinary General Assembly, shall be recognised provided that it has been convened in accordance with the Statutes and the Operating Regulations.

5.20 Details of the General Assembly

 

5.20.1 Quorum: A quorum of the General Assembly shall be recognised provided that it has been convened in accordance with the Statutes when at least 10 Registered Members of the EACP Individuals and Organisations with voting rights are present.

5.20.2 If this number is not present within 30 minutes after the designated opening time of the session, the General Assembly begins with the EACP Registered Members, Individuals and Voting Organisations present with the same agenda, the full membership for approval by postal or electronic ballot.

5.21 Voting Rights and Procedures

5.21.1 Voting shall be by majority vote unless otherwise stated in the Statutes:

5.21.2 Individual members have one vote each.

5.21.3 All Member Organisations except Modality Groups; Client Sector Groups; Affiliate Groups and International Groups under clauses 2.1.5; 2.1.6; 2.1.7 and 2.1.8 are entitled to have votes proportional to the number of their EACP members:

     1 to 49 EACP members: 2 votes

   50 to 199 EACP members: 3 votes

200 or more EACP members: 4 votes

No full member organisation may have more than 4 votes.

5.21.4 Unless they have not already voted by agreed alternative methods, any Registered Member who is unable to be present at the General Meeting may arrange with another member to vote on their behalf. This shall only apply when communicated in writing to the Elections Officer by both parties with the above names prior to the commencement of the meeting. A member organisation may only vote on behalf of another member organisation.

5.21.5 Members unable to attend the General Assembly who have not voted by alternative means may submit their proxy votes to the Election Officer who shall cast them in accordance with the member’s instructions.

5.21.6 Votes cast under the provisions for electronic voting shall be treated as proxy votes and shall be submitted to the Election Officer who shall cast them in accordance with the member’s instructions.

5.21.7 When declaring the result of any vote, the Chairperson shall report the total votes cast. This shall include those cast at the meeting together with those cast by postal or electronic ballot.

5.21.8 In the event of a tie, the President shall have the casting vote.

5.21.9 Elections shall be decided on the basis of an absolute majority (more than 50%) of the votes cast. In the event that there are more than two candidates for President or Vice-President, the candidates with the lowest votes shall withdraw from the election leaving a final ballot with only two candidates. The successful candidate must have a majority vote of at least 50% of the votes cast.

5.21.10 If the number of abstentions and negative votes exceeds the number of votes in favour, the motion is adjourned.

5.21.11 Secret ballot: If so decided by the General Assembly, a secret ballot may be organised for elections or votes. The President should ask which items on the agenda are to be voted on by secret ballot.

5.21.12 The removal of a Board of Directors or a member of the Executive Committee of the CAE shall be placed on the agenda as a separate item. The Chairperson or his/her deputy shall briefly state the reasons for the member’s removal from office without discussion.

5.22 Only a General Assembly may vote out of office or out of appointment elected or appointed officers who have been elected or appointed by the General Assembly.

5.23 The minutes of the General Assembly are the responsibility of the Secretary General and shall normally be distributed no later than 30 working days after the General Assembly.

5.24 Any changes to the Statutes must be submitted to the General Assembly but the operating regulations can be amended by the EACP Board of Directors.

5.25 The General Assembly or an Extraordinary Assembly specially convened for that purpose is empowered to decide on the liquidation of the EACP. This shall require a two-thirds majority of the votes cast by the members present in person, or by proxy or by postal or electronic ballot.

After such a decision, any money, assets or property of the EACP shall be transferred to an organisation for the promotion of Counselling or other non-profit organisation with objectives compatible with those of the EACP.

5.26 All General Meetings other than the General Assembly shall be called Extraordinary Meetings.

  1. Board of Directors

The Board of Directors of the CAE shall be composed of the following persons:

– Officers: the President, the Vice-President, the Treasurer and the Secretary General. Any Officer must be an individual member of the EACP

– Any officer appointed by the EACP Governing Board or the General Assembly. Any Officer must be an individual member of the EACP.

– One representative from each National Association who must be an individual member of the EACP

– One representative from each National Coordinating Committee who must be an individual member of the EACP

– One representative from each European Organisation, who must be an individual member of the EACP

– One representative of each Committee established by the EAC General Assembly or the EAC Governing Board who must be an individual member of EACP

In addition, representatives of the following categories of members have non-voting observer status and may attend meetings of the CAE Governing Board provided that they give their intention to attend in writing to the Secretary General prior to the meeting.

– General Membership Counselling / Training

In a country where there are at least 15 EACP members, but no National Association or National Coordinating Committee exists, the EACP Governing Board may appoint a representative counselor from that country. This representative has non-voting observer status and may attend meetings of the EACP Governing Board provided he/she notifies the Secretary General in writing of his/her intention to attend prior to the meeting.

6.1 The EACP Board shall meet in person, normally not less than once a year.

6.2 The Board of Directors of the EACP shall be chaired by the Chairperson, the Vice-Chairperson or his/her deputy.

6.3 The President, as Chair of the EACP Governing Board, is responsible for the Board meetings, business, continuity and coordination of the EACP Governing Board.

6.4 The quorum of the EACP Governing Board shall be one third of its appointed members entitled to vote and represented in person. If a quorum is not present, the Executive Committee may order an electronic vote among all members of the EACP Governing Board entitled to vote. A quorum is created as electronic votes go to all members of the EACP Governing Board. Decision based on simple majority if a member does not return his or her vote within the defined period, it will be counted as a non-vote and ignored in the count. In the case of an equal “for and against” vote, the Chairperson shall have a casting vote. The result of the vote shall be transmitted to all members of the EACP Governing Board.

6.5 The EACP Board of Directors shall carry out the decisions and policies of the EAC General Assembly.

6.6 The EAC Board of Directors shall decide on the categories and criteria for membership and any changes to those categories or criteria (clause 1.1).

6.7 The EAC Board of Directors shall have the power to deny membership or withdraw the membership of any person or organisation it deems appropriate. Any proposal to deny or withdraw membership must be supported by a statement from the proposer as to why such action should be taken. The EACP Governing Board shall decide by simple majority

6.8 The Board of Directors of the EACP shall from time to time determine the amount and duration of membership and other fees.

6.9 During the financial year and between General Assemblies, the Board of Directors of the EACP shall have the authority to manage the activities of the EACP, which are not specifically attributed to another entity.

6.10 The EACP Board of Directors shall have the power to accept an organisation into a designated Partner category provided it complies with the conditions set out in Clause 2.1 of these Operating Rules.

6.11 The Governing Board of the EACP shall have the power to appoint the Secretary General, the Treasurer and other officers as appropriate (other than the President and Vice-President elected by the General Assembly).

6.12 All Officers are appointed for an initial term of three years, and may be reappointed for one further three-year term. Any extension of this term, requested by the EACP Governing Board, must be approved at a General Assembly. In the event that a President leaves office in the mid-term, the Vice-President shall take over the office of President for the remainder of the term. During this period, members may be informed that there is a vacancy for a Vice-President and nominations will be selected by electronic vote of the membership.

When the vice president has assumed the office of mid-term president and this term expires members should be asked for nominations for president and an election held if necessary electronically.

In the event that a Vice-President assumes the role of the President if elected, this shall be deemed to be the beginning of their first three-year term and they may be re-elected at the expiry of this term for a further term. Three years after a request from members for nominations to fill the position.

In the event that there is only one nomination, they will be elected unopposed and membership is advised accordingly.

6.13 The EACP Governing Board may appoint a deputy or assistant to any Officer, other than the President.

6.14 An official wishing to resign shall normally give the EACP Governing Board three months’ notice. The EACP Governing Board may invite applications for the vacant post.

6.15 Any director appointed by the EACP Governing Board may be excluded from appointment by the EACP Governing Board.

6.16 The EC shall have the right to request the resignation of an Officer or elected member of the Governing Board who has not attended three consecutive meetings of the EACP Governing Board. In the event that a NA/NCC or EWO Representative is removed, the EC shall request the NA/NCC or EWO to replace the removed representative.

6.17 The Board of Directors of the EACP shall have the power to establish or dissolve sub-committees and any other working groups it deems appropriate. The Board may appoint or dismiss members and non-members of these bodies. The chairpersons of the committees and working groups shall be appointed by the EACP Board.

6.18 All decisions of the EACP Board of Directors shall be determined on the basis of one vote per member of the EACP Board of Directors and by a simple majority of the votes cast. An abstention from voting is not a vote, and does not count.

6.19 Each full member of the EACP Governing Board has one vote. Votes may not be cumulated across multiple representations on the Board.

6.20 Any member of the EACP Governing Board entitled to vote who is unable to attend a meeting may delegate his/her vote to another member of the Board present at that meeting. This shall only be requested when communicated in writing to the Chairperson, with the two names mentioned, before the start of the meeting. A member may only carry a “proxy” or proxy vote on behalf of another member.

6.21 Any change in the voting procedure must be made by the General Assembly with two-thirds of the votes cast and after prior discussion at a meeting of the EACP Governing Board held at least 60 days in advance.

  1. Executive Committee

 

The Executive Committee performs the functions of the EAC Board of Directors and is accountable to the EACP Board of Directors.

7.1 The functions of the Executive Committee shall be:

– the efficient and effective management of the EAC

– ensure its proper functioning in accordance with the Statute, the Operating Regulations and the applicable law

– implement the decisions of the EACP Board of Directors and the EAC General Assembly

– recommending changes to policies, standards and priorities to the EACP Governing Board

7.2 The EACP Executive Committee shall consist of not less than 4 and not more than 15 members.

– the President, the Vice-President, the Treasurer and the Secretary General, and any other officer appointed by the EAC Governing Board or the General Assembly

– Individual representatives of the organisational and individual membership categories as set out in these Operating Regulations:

O One representative of the National Associations

O One representative of the National Coordinating Committees

O A representative of European organisations

– One representative of each Committee established by the EACP General Assembly or the EACP Governing Board

7.3 Only the President and Vice-President are elected, not the Treasurer or Secretary General.

7.4 In the event of vacancy or resignation of the President, the President shall be replaced by the Vice-President who shall serve the unexpired term. In case of vacancy of an Officer position, the Executive Committee shall appoint a replacement for the remaining term. This appointment must be reported to the next EACP Board of Directors and confirmed at the next General Assembly.

7.5 Meetings of the Executive Committee shall be convened by the President. Or one third of the members of the Executive Committee may convene a meeting of the Executive Committee and, in this case, the meeting must be held not later than forty-two working days and notice of such meeting must be given to all members of the Executive Committee. At least fourteen working days’ notice shall be given.

7.6 The quorum of the Executive Committee shall be at least one more than half of its members. All decisions of the Executive Committee shall be determined on the basis of one vote per member and by a simple majority of the votes cast. Each member may be entrusted with the proxy of another member.

7.7 The minutes of the meetings of the Executive Committee shall be signed by the President and the Secretary General of the EACP and placed in a register which may be examined by any member.

7.8 Members of the Executive Committee shall serve for a term of three years and shall be eligible for re-election for one further three-year term.

7.9 The Executive Committee shall have the power to remove any member of the Executive Committee, including officers, as it sees fit, provided there is a majority vote in favour of doing so.

7.10 In the event that an Officer of the Executive Committee is removed, the Executive Committee shall:

  1. A) To appoint from the remaining members of the Executive Committee an Officer to temporarily fill the vacancy until the next General Assembly.
  2. B) To elect a member to the Executive Committee to fill the vacancy until the next General Assembly.

7.11 The Executive Committee shall have the right to request the resignation of an Officer or an elected member of the EACP Board who has not attended three consecutive Executive Committee meetings and to co-opt a member onto the Executive Committee to serve until the next General Assembly.

7.12 The Executive Committee shall have the power to replace an Officer or member in the event of the loss of that member through resignation, death or illness and to co-opt a member onto the Executive Committee to serve until the next General Assembly.

7.13 The Executive Committee shall have the authority to fund the travel and expenses of Executive Committee members in full or at an agreed level for attendance at meetings and Conferences on the submission of a request.

7.14 Whenever necessary for the best interests of the EACP and the efficient conduct of its business, meetings may be conducted through electronic means. The entire Executive Committee and any other committee or working group is expected to meet in person at least once a year or at least once during the life of a time-limited working group.

  1. Office staff

 

8.1 The executive staff shall be appointed by the Executive Committee for such term, at such remuneration and on such terms and conditions as they may deem fit; and any staff so appointed may be removed by them.

8.2 Staffing levels shall be reviewed annually with reference to changes in the organisation.

  1. Finance

 

9.1 The fiscal year shall be January-December.

9.2 The Executive Committee shall keep proper accounting records in respect of:

O all sums of money received and spent by the Association

O the matters in respect of which the receipt and expenses were received

O all sales and purchases of goods by the Association

O the assets and liabilities of the Association.

9.3 The records shall be kept at the EACP Administrative Office and shall be open to inspection by any Officer or voting member of the EACP.

9.4 The accounts shall be prepared annually and shall be presented by the Treasurer to the members at the General Assembly.

9.5 The annual accounts shall be kept for submission on request to the relevant tax authorities.

9.6 The accounts of each committee and all other working groups shall be submitted to the EACP Treasurer at the end of each financial year.

  1. Audit

When required, Public Auditors may be appointed to examine and report on all dealings and financial affairs of the EACP.

Download The EACP Operating Regulations