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By-Laws

Nature and purposes I | Membership II | Organs III | The Assembly IV | The Governing Board V | Committees VI | Dues VII | Amendment of the by-laws VIII | Dissolution of the Association

Article I

Nature and purposes


1. The Association of Former International Civil Servants (New York), hereinafter referred to as "The Association", is established at United Nations Headquarters in the City of New York under the laws of the State of New York.

2. Its aims and purposes are:

a) to support and promote the purposes, principles and programmes of the United Nations System;
b) to advise and assist former international civil servants and those about to separate from service on questions of pensions, residence, health care, taxation, social security and other important concerns;
c) to keep members informed periodically of matters affecting their interests or of interest to them;
d) to represent the interests of members and, as needed, those of their dependents and survivors before the administrations and other bodies of the United Nations System;
e) to foster social and personal relationships among members, to promote their well being and to encourage mutual support of individual members.
3. The Association is a charter member of the Federation of Associations of Former International Civil Servants (FAFICS), and cooperates in all its activities. Through the Federation the Association is represented in various administrative bodies of the United Nations System, including, but not limited to, the UN Joint Staff Pension Board, the International Civil Service Commission and the Consultative Committee on Administrative Questions. The Association may represent the Federation in its activities as a non-governmental organization in consultative status with the Economic and Social Council.

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Article II

Membership


1. Membership of the Association shall be open to:
(a) former staff members and officials of the United Nations and its subsidiary organs, the specialized agencies, the International Atomic Energy Agency, and other organs or former organizations of the United Nations System. Present staff members and officials of any of these organizations who wish to join in anticipation of retirement shall also be eligible for membership;
(b) former experts and consultants in the United Nations System.
2. Life membership shall be open to anyone who meets the criteria set out in paragraph 1 above of this article and who pays the life membership dues as established by the Assembly.

3. An associate membership, subject to payment of annual dues, which shall be set at not more than one half of the rates established for full members, shall be open to members of any other association participating in FAFICS.

4. The surviving spouse of a member or associate member of the Association shall be entitled to membership or associate membership of the Association, for as long as he or she continues to pay the annual dues or, in the case of the surviving spouse of a life member, for the duration of his or her life.

5. On the proposal of the Governing Board, the Assembly of the Association may confer an honorary membership on individuals who have rendered meritorious service to the Association or to the United Nations System.

6. A member may resign from the Association effective at the end of a calendar year by submitting a written communication to that effect.

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Article III

Organs
The organs of the Association shall be:
(a) an Assembly;
(b) a Governing Board;
(c) such committees as the Assembly or the Governing Board may from time to time establish.
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Article IV

The Assembly


1. The Assembly shall consist of all members of the Association. It shall hold an annual meeting on the third Thursday of May each year unless, for reasons it deems important, the Governing Board fixes another day. Any change of the date of the meeting from the third Thursday of May shall be notified to the membership not less than thirty days in advance of the new date.

2. Notice of the annual meeting and nominations for election to the Governing Board shall be sent to all members of the Association not less than thirty days in advance. The annual report on the activities of the Association shall be distributed to the membership prior to the annual meeting.

3. The Governing Board may convene an extraordinary meeting of the Assembly, and shall do so upon receipt of a written request from at least fifty members of the Association. Notice of the time, place and agenda of the extraordinary meeting shall be sent to all members of the Association not less than fourteen days in advance of the meeting.

4. The functions of the Assembly shall be:
(a) to take note of the activities of the preceding year and to provide guidance on the future work of the Association;
(b) to approve the elections to the Governing Board;
(c) to approve the annual financial statements;
(d) to approve any changes in the rates of the annual and life membership dues;
(e) to elect two auditors;
(f) to consider any other matter submitted to it by the Governing Board or proposed by any member.


5. An attendance of at least fifty members of the Association shall constitute a quorum. In the absence of a quorum, the President shall adjourn the meeting to another proximate date.

6. Except for the election of members of the Governing Board, which is governed by the provisions of paragraph 1 (b) of Article V below, the Assembly shall take its decisions by a majority vote of the members present and voting. When, however, in the opinion of the Governing Board, a matter to be submitted to the Assembly is of such importance that the widest expression of the will of the membership is desirable, the Board may establish a procedure for voting by mail.

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Article V

The Governing Board


1. The Governing Board shall consist of not more than twenty-three members. Eighteen members shall be elected by the membership of the Association, as follows:
(a) Six members shall be elected each year for a term of three years. A member hereafter elected shall be eligible for immediate re-election when the term expires, subject to a maximum of three consecutive terms.
(b) The elections shall be by secret ballot. Ballot papers shall be distributed in advance of the annual meeting of the Assembly and shall contain the names submitted by a nominating committee designated by the President, together with any other names submitted in a nominating petition signed by not less than twenty members and received at least ninety days before the annual meeting of the Assembly.


2. Up to five additional members may be appointed, for any term not exceeding three years, by the Governing Board by a majority vote. The Board may in like manner fill a vacancy in its membership for the remainder of an unexpired term.

3. Any member of the Governing Board who fails to attend three consecutive Board meetings without adequate reasons shall be considered by the Board as having resigned therefrom and shall be so notified.

4. The Governing Board shall be convened by the retiring President as soon as possible after the annual meeting of the Assembly. It shall at its first meeting elect from its membership a President, a First Vice-President, a Second Vice-President, a Secretary, a Treasurer, a Deputy Secretary and a Deputy Treasurer. The Board shall also have authority to designate other officials of the Association from within its own membership or from the membership of the Association at large, including liaison officers for regions where large numbers of members reside.

5. The Governing Board may authorize the establishment of local chapters of the Association in regions where large numbers of members reside.

6. The Governing Board may consult the membership of the Association by means of questionnaires.

7. The functions of the Governing Board shall be:
(a) to take all appropriate measures in pursuance of the purposes of the Association in conformity with the by-laws;
(b) to prepare the agenda of all meetings of the Assembly and to carry out its decisions;
(c) to present to the Assembly a report on the activities of the Association as well as annual financial statements;
(d) to coordinate the activities of any chapters of the Association;
(e) to provide representation of the Association at meetings of the Federation of Associations of Former International Civil Servants and maintain liaison with other member organizations of FAFICS, and, through the Federation, to assure appropriate representation of the Association at meetings of the bodies listed in Article I, paragraph 3;
(f) to circulate periodically a Bulletin for the information of members of the Association.


8. An attendance of one half of the current membership of the Governing Board shall constitute a quorum. In the absence of a quorum, the President shall adjourn the meeting to another proximate date.

9. The Governing Board shall take its decisions by a majority vote of the members present and voting.

10. In exceptional cases, where the Governing Board considers that urgent needs of the Association require early action and it is impractical to convene an extraordinary meeting of the Assembly, the Board may poll the members of the Association by mail on a given matter. The matter is then decided by a majority of the members casting their ballots within forty-five days.

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Article VI

Committees


1. The Governing Board shall establish committees to facilitate its work on specific subjects.

2. The President shall appoint members of committees from the membership of the Association on the basis of their interests and qualifications. Members of the Governing Board may serve on any committee.

3. The President shall designate a chairperson pro tem of the Committee who shall convene the first meeting, at which the members thereof shall elect a chairperson.

4. The chairperson of each committee shall report on its work to the Governing Board at its meetings. The chairperson shall prepare an annual report for publication in the Bulletin prior to the annual general meeting of the Association.

5. Committees shall establish their own quorum and other rules as appropriate.

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Article VII

Dues


1. The Association shall be financed by the dues paid by its members at the rates established from time to time by the Assembly, and by grants and gifts accepted by the Governing Board. All members, except life and honorary members, shall pay annual dues, provided, however, that members who attain the age of eighty-five may notify the Association thereof and shall thereafter be exempt from the payment of annual dues.

2. The dues established by the Assembly shall be payable in January of each year. Members who fail to pay dues for two consecutive years shall have their rights and privileges suspended until payment is effected.

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Article VIII

Amendment of the by-laws


On the proposal of the Governing Board or at the written request of at least fifty members of the Association, these by-laws may be amended by the Assembly by a vote of two thirds of the members present and voting, provided that notice has been sent to all members, accompanied by a copy of the proposed amendments, not less than thirty days in advance of the meeting at which the vote is to be taken.

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Article IX

Dissolution of the Association


1. On the proposal of the Governing Board or at the written request of at least one hundred members of the Association, the dissolution of the Association may be decided by the Assembly by a vote of two thirds of the members present and voting, provided that notice has been sent to all members, accompanied by a copy of the proposal or the request, not less than sixty days in advance of the meeting at which the vote is to be taken.

2. In case of dissolution of the Association, the Assembly shall decide on the disposition of the assets of the Association.

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