reimbursement – The AEGEEan – AEGEE's online magazine – AEGEE-Europe ../../.. AEGEE's Online Magazine Tue, 23 May 2017 00:31:52 +0000 en-GB hourly 1 https://wordpress.org/?v=5.8.7 ../../../wp-content/uploads/cropped-The-AEGEEan_logo-FBprofile-32x32.png reimbursement – The AEGEEan – AEGEE's online magazine – AEGEE-Europe ../../.. 32 32 PROPOSALS #3: Planning Meeting, Reimbursement Criteria, Selecting Agora Hosting Locals and Online Pre-Agora Discussion ../../../2017/05/23/proposals-3-planning-meeting-reimbursement-criteria-selecting-agora-hosting-locals-and-online-pre-agora-discussion/ Tue, 23 May 2017 14:00:23 +0000 ../../../?p=40611 Just like we did for the past Agorae, for Spring Agora Enschede, once again we would like to provide you with a short and easy summary of the proposals submitted for the Agora. In this third, and last round, we will be explaining you four proposals: “Including Planning Meeting in the Events, Projects and Activities”, “Changing the selection process of… Read more →

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Just like we did for the past Agorae, for Spring Agora Enschede, once again we would like to provide you with a short and easy summary of the proposals submitted for the Agora. In this third, and last round, we will be explaining you four proposals: “Including Planning Meeting in the Events, Projects and Activities”, “Changing the selection process of the hosting locals of the Agora”, “Fostering pre-Agora discussion by requiring online statements of support for proposals” and “Restriction of Reimbursement Criteria of Comité Directeur”.

Including Planning Meeting in the Events, Projects and Activities

14232502_1790202134592299_2917934485848910663_nThe Planning Meeting is the event where the Strategic Plan, i.e. the guidelines for the work of the association in the following three years, is drafted. At the moment, there is no mention of this event in the CIA. Proposed by Lia Touska, on behalf of the Comité Directeur, this proposal wants to include the Planning Meeting in the CIA, defining the timing of the meeting and the procedures needed before and during the meeting. Specifically, the Planning Meeting will take place at least six weeks before the Agora in which the new Strategic Plan will be approved; the CD will be responsible for the agenda, which will be communicated to the Network at least two weeks prior the event, and the selection of the Planning Team; and the Open Call for the hosting local will be announced one year prior the event together with the Open Call for Autumn Agora.

You can read the full proposal here.

Changing the selection process of the hosting locals of the Agora

13237651_1783112365243614_2921681806075104933_nThis proposal by Tekla Hajdu, Réka Salamon and Katarzyna Sokolowska on befalf of Comité Directeur, aims at increasing the transparency regarding the selection process of the Agora, so the AEGEE Network is informed about the application, has the chance to review it and can have a say in the process. If approved, it will be the Agora who will decide on the hosting local by secret ballot. This will also allow AEGEE-Europe to have a more proactive role in supporting the hosting local with possible funding opportunities and external cooperations. The CD will need to approve applications one month prior the presentation to Agora; the hosting local will be selected one year prior the event and will be required to present a progress report at the following Agora.

You can read the full proposal here.

Fostering pre-Agora discussion by requiring online statements of support for proposals

Proposed by Evelien Kroon, Jochem Postmes and Steyn ten Kate on behalf of AEGEE-Enschede, this proposal wants to foster preliminary discussion over proposals prior to Agora, and introducing a requirement of support from three European Bodies for a proposal to be discussed at Agora. Considering the time needed for discussion of proposals during Prytania, even when they are poorly designed, this change would ensure that proposals are discussed in advance and fine-tuned. If the changes are approved, it will be required a change in the online voting system that is feasible and the creation of an infrastructure in which locals can already show their support for proposals before the Agora. The proposed time-frame in which the proposals could collect statements of support from European Bodies is two weeks.

You can read the full proposal here.

CD54Restriction of Reimbursement Criteria of Comité Directeur

Current Financial Director of AEGEE-Europe Zvonimir Canjuga on behalf of Comité Directeur proposes to set clearer rules for reimbursement of moving out costs, since at the moment, the form offers too much space for misinterpretation. If the changes were to be approved, the moving out reimbursement would be limited to the amount corresponding to the trip home or next proven place of residence with the cheapest travel option possible.

You can read the full proposal here.

 

Written by Federica Soro, AEGEE-Cagliari

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PROPOSALS #1: Improving Reimbursement Criteria, Raise Maximum Height of Membership Fees, and RTC Reform ../../../2016/10/10/proposals-1-improving-reimbursement-criteria-raise-maximum-height-of-membership-fees-and-rtc-reform/ Mon, 10 Oct 2016 06:00:26 +0000 ../../../?p=37276 Like every Agora, there are proposals to modify the CIA, and, like every Agora, The AEGEEan is covering them all. In this article, we’ll provide summaries for the following three proposals: “Improving reimbursement criteria for the Mediation Commission”, “Proposal to raise the maximum height of membership fees”, and “RTC Reform”.   Improving reimbursement criteria for the Mediation Commission This proposal… Read more →

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Like every Agora, there are proposals to modify the CIA, and, like every Agora, The AEGEEan is covering them all. In this article, we’ll provide summaries for the following three proposals: “Improving reimbursement criteria for the Mediation Commission”, “Proposal to raise the maximum height of membership fees”, and “RTC Reform”.

 

1Improving reimbursement criteria for the Mediation Commission

This proposal was submitted by Damien Latacz on behalf of the Mediation Commision and Zvonimir Canjuga of the Comité Directeur. The idea behind this proposal was that there is currently no money allocated for the MedCom in the budget of AEGEE-Europe; it, in general, does not get any reimbursement for the Agora, while the commission is expected to actively participate and function during this event.

This proposal, if voted in favour of, will remove the clauses from the Statutes of AEGEE-Europe that deal with the prohibition of reimbursements for members of the MedCom. It will also add two new rules to article 18.12 of the General Financial Rules, that will allow for travel costs to Agorae to be reimbursed for one member of the MedCom, but that full reimbursement may not apply to the travel costs for other MedCom meetings.

You can read the full proposal, here.

 

2Proposal to raise the maximum height of membership fees

This proposal is an rephrasing of an earlier proposal by AEGEE-Enschede at Spring Agora Patra in 2014. This proposal was then rejected, but is now brought back by Evelien Kroon, Steyn ten Kate and Lea Watzlawek of AEGEE-Enschede. For the past couple of years, members of AEGEE-Enschede were required to pay a membership fee that was higher than the maximum amount of €50,-, for which they have always been given an exception.

However, this Agora, they will propose the maximum height of the membership fee to be changed from €50,- to €70,-, which, as projected by AEGEE-Enschede, will create more financial security for AEGEE-Europe, which, in turn, would make the odds rejecting exceptions to the maximum height of membership fees asked by locals, like AEGEE-Enschede, smaller.

This proposal would affect the maximum height of membership fees according to article 1.1 of the General Financial Rules.

You can read the full proposal, here.

 

3RTC Reform

Proposed by Mareike Wegener, on behalf of the Network Commission, this proposal is intended to curb the decrease in the number of RTCs that is organised. The proposal itself serves as a two-pronged attack; on the one hand, it is intended to make organising and participating in RTCs more attractive, and, on the other, it intends to clarify what the minimum requirements of an RTC are.

The RTCs are made more attractive to organise by adding them to the Antenna Criteria on an equal level of importance as Local Training Courses. RTCs would, furthermore, become recognised as European Events, because of which all requirements for European Events would apply. RTCs will furthermore be provided with materials for delivering the compulsory parts of the training course by the CD, and the content of which will be confirmed by the NetCom or another CD approved body of AEGEE-Europe. Financial support can be provided in accordance with chapter 5 of the General Financial Rules.

As for the requirements of an RTC, the organisers must at least provide three of the following five compulsory sessions: Member management and how to run a local, Communication with other locals, Teamwork and conflict solving, Goal setting and Strategic planning related to the Action Agenda, or a session about bodies in AEGEE, how they are working and why they exist.

You can read the full proposal, here.

 

Written by Willem Laurentzen, AEGEE-Nijmegen

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Proposals for Dummies III: Reimbursements, Travel Costs and Bookkeeping ../../../2015/10/11/proposals-for-dummies-iii-reimbursements-travel-costs-and-bookkeeping/ Sun, 11 Oct 2015 15:23:04 +0000 ../../../?p=31979 Just like we did for the past Agorae, for Autumn Agora Kyïv we want to provide you again with a short and easy summary of the proposals submitted. In this third round, we will be explaining three proposals that focus on changing some financial rules when it comes to travel, namely ‘Reimbursement for Honorary Members of AEGEE-Europe’, ‘Travel costs’ and… Read more →

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Just like we did for the past Agorae, for Autumn Agora Kyïv we want to provide you again with a short and easy summary of the proposals submitted. In this third round, we will be explaining three proposals that focus on changing some financial rules when it comes to travel, namely ‘Reimbursement for Honorary Members of AEGEE-Europe’, ‘Travel costs’ and ‘Bookkeeping update’.

11013143_422895731206133_2145577202703284597_nThe Charter of Honorary Members was voted at Spring Agora Patra 2014 and since then, it was changed just to fix some mistakes at Spring Agora Asturias 2015.

The proposal ‘Reimbursement for Honorary Members of AEGEE-Europe’ was written by Damien Latacz and Philipp Blum on behalf of AEGEE-Aachen and Ander Guerrero Ruiz on behalf of the Comité Directeur. The proposers want to clarify how the travel reimbursement for nominee of the Honorary membership will work. Right now, all the nominees are entitled of full reimbursement of the travel costs to reach the Agora. The proposers fear that such phrasing may lead to a huge number of nominations with the only purpose to receive reimbursement or to propose unaffordable travel costs. What will change with this proposal is that the reimbursements will be granted only to nominees who are ratified as Honorary Members.

Also, the last Honorary Member of AEGEE-Europe (Christophe Leclerq) was elected before the Charter took action, since in AEGEE modifications of statutes have no a retroactive effect.

You can read the full proposal here.

The second proposal involves also the travel costs. Proposed by Ander Guerrero Ruiz on behalf of the Comité Directeur, the proposal aims to clarify in which terms travels of bodies of AEGEE-Europe are reimbursed. Right now, no reimbursements are allowed without a receipt. Ander added the word “original”, in order to have the original physical and digital receipt from the travels. It also adds the fact that all the travel costs need to be announced to the Financial Director of AEGEE-Europe before booking the travels.

You can read the full proposal here.

11082565_423384751157231_51466523854939643_nThe third proposal is the one of ‘Bookkeeping update’ also by Ander Guerrero Ruiz on behalf of the Comité Directeur. With the new system implemented by the previous Comité Directeur, bookkeeping can be outsourced and this change needs to be written also in the CIA. In the section ‘General Financial Rules’, the Article 13 Accounting has been modified with the external accounting added. Ander also added the fact that any external company needs to sign a data privacy contract. Of course, all the data provided by the external company will be checked by the Financial Director.

You can read the full proposal here.

 

Written by Erika Bettin, AEGEE-Verona

 

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