Constitution of the ASEF University Alumni Network
We, the former participants of the ASEF University Programme,
having experienced and recognised the benefits of further mutual understanding and enhanced regional co-operation between Asia and Europe,
have hereby come together to found the ASEFUAN organisation in order to harness inter-regional synergy in promotion of the spirit of friendship, mutual respect and understanding engendered during our participation in the ASEF University Programme.
Article 1
General Provisions
1 The Asia-Europe Foundation Alumni Network (hereinafter referred to as "ASEFUAN") is an association of former participants of the Asia-Europe Foundation (hereinafter referred to as "ASEF") University Programme.
2 All former participants of the ASEF University Programme are considered members of ASEFUAN. New members will be inducted to ASEFUAN at the end of every ASEF University. If any former participant declines to be a member or wishes to cease membership, he/she must notify the Executive Committee of ASEFUAN in writing. The same procedure applies for re-entry.
3 Upon the recommendation of the Executive Committee, the Annual General Meeting may decide to award honorary membership of ASEFUAN to persons who have rendered outstanding services to the association and its objectives.
4 English shall be considered as the official language of ASEFUAN.
Article 2
Purposes and Activities
1 ASEFUAN is established for the following purposes:
(a) To maintain and reinforce the relationships forged among participants of the ASEF University, in line with the programme's objective of fostering people-to-people exchanges and building human networks between Asia and Europe;
(b) To complement efforts by ASEF in the promotion of better mutual understanding between the peoples of Asia and Europe through intellectual, cultural and people-to-people exchanges; and
(c) To contribute to the development of societies in Europe and Asia through the promotion of meaningful intercultural dialogue between the two regions, particularly among the younger generation, based on the principle of mutual respect and equality.
2 The activities of ASEFUAN may include, but not be limited to:
(a) Exchange of information among members of ASEFUAN and other organizations;
(b) Meetings, seminars and conferences to discuss issues that will contribute to the purposes set out in the foregoing paragraph; and
(c) Cultural events and activities to promote greater awareness of the cultural diversity that exists among countries in Asia and Europe.
3 ASEFUAN may conduct these activities on its own initiative or in collaboration with other organizations.
Article 3
Organisational Structure and Functions
1 The permanent bodies of ASEFUAN shall consist of the following:
(a) The Annual General Meeting (hereinafter referred to as "AGM");
(b) The Executive Committee (hereinafter referred to as "EXCO"); and
(c) The Advisory Panel (hereinafter referred to as "ADPA")
2 Members may, at their discretion, establish Local Chapters for the purpose of organizing activities. However, all ASEFUAN-related activities must first be approved by the EXCO.
Article 4
The Annual General Meeting
1 Definition. The AGM shall be the supreme decision-making body for ASEFUAN.
2 Regularity and Venue. Unless otherwise impractical, the AGM shall take place yearly with an interval of no less than eight and no longer than sixteen months. Where possible, the incumbent EXCO should endeavour to co-ordinate the holding of the AGM with an ASEF University.
3 All Members should be notified by the EXCO of the date and venue of the AGM at least 90 days before the AGM.
4 Chair. The Chair of the AGM shall be elected by a simple majority from among the attending members as the opening item of each AGM. No member of the incumbent EXCO may hold the chairmanship.
5 Functions. The functions of the AGM shall be as follows:
(a) Elect the members of the EXCO;
(b) Approve the Annual Report of the EXCO;
(c) Approve the statement of accounts of ASEFUAN;
(d) Discuss proposals for activities and projects; and
(e) Receive petitions for grievances.
6 Agenda. The provisional agenda of the AGM shall be communicated to Members at least 30 days before the AGM. All proposed items for the agenda, including project proposals, must be received by the EXCO no less than 40 days before the AGM. It shall include but not be limited to the following:
(a) Election of the Chair of the AGM;
(b) Reading and approval of the minutes of the previous AGM;
(c) Approval of the Agenda;
(d) Consideration and approval of the EXCO's Annual Report, including a Statement of Accounts;
(e) Presentation and approval of Auditors' report;
(f) Consideration of Reports from Ad-hoc Committees or Working Groups;
(g) Discussion of Project Proposals from Members;
(h) Election of President, Vice-President and Members of the EXCO and Auditors; and
(i) Any other Business.
7 Voting. The rules of voting at the AGM are as follows:
(a) All decisions of the AGM shall be made by votes cast by Members present at the AGM.
(b) However should the EXCO or AGM decide by a 50% + 1 majority that an issue is sufficiently important, it may allow absentee voting.
(c) Apart form the election of members of the EXCO, which shall be decided by a secret ballot, voting on all other matters on the agenda shall be by display of voting cards.
(d) Voting by secret ballot on all other matters other than the election of members of the EXCO shall only be considered upon the demand of a Member, who is eligible to cast a vote at the AGM.
(e) Unless stipulated otherwise in this Constitution, decisions of the AGM shall be made by simple majority of the valid votes cast at the AGM. In this regard, abstentions and spoiled or otherwise invalid votes shall be excluded in the final tally of votes cast.
(f) In the event that an equal number of positive and negative votes are cast, the AGM shall be deemed to have decided against the proposal or question.
(g) Likewise, the AGM shall be deemed to have decided against the proposal or question if the number of abstentions or spoiled or otherwise invalid votes exceeds 75 percent of the number of Members present and eligible to vote at the AGM.
Article 5
The Executive Committee
1 Definition. The EXCO shall be the executive body of ASEFUAN. The EXCO is responsible for the implementation of decisions made by the AGM and shall be responsible for the drafting of the annual programme of activities for ASEFUAN in consultation with the Advisory Panel.
2 Meetings. The EXCO shall decide on the frequency and venue of its meetings provided:
(a) The EXCO shall hold meetings, which shall be chaired by the President, not less than twice a year.
(b) The date, forum and provisional agenda of a meeting of the EXCO shall be communicated to all members at least 14 days in advance.
(c) Two-thirds (2/3) of EXCO members must be present at EXCO meetings for there to be a quorum.
3 Structure and Composition. The structure and composition of the EXCO shall be as follows:
(a) All members of the EXCO shall be elected by the AGM for a renewable term. A term is defined to be the period between two consecutive AGMs. No member may hold an EXCO position for more than three (3) consecutive terms.
(b) The EXCO shall have six members comprising the President, the Vice-President and four ordinary members. However, within no more than one month after each AGM, the EXCO must distribute the structure and division of responsibility of its members. In the contingency of the resignation during a term of an EXCO member, the EXCO may appoint a protem member.
(c) In as much as this is practical, and insofar as this requirement does not impair the efficient running of ASEFUAN, there should be equal numbers of Asians and Europeans in the EXCO. Equally, where feasible, if the President is a European, the Vice-President should be an Asian, and vice-versa.
(d) The Director for People-to-People Exchange and the Co-ordinator of the ASEF University Programme at ASEF shall be invited to serve as an Advisor and alternate Advisor to the EXCO. They shall have no votes.
(e) The EXCO shall be responsible to the AGM for the efficient management of the association.
(f) The President shall act as the embodiment of the Constitution. The President shall have a casting vote at EXCO meetings.
(g) The Vice-President shall assist the President in fulfilling the latter's functions. The Vice-President shall serve as President should the President resign or be otherwise prevented from fulfilling his/her duties.
(h) The EXCO shall elect a Treasurer and a Secretary from among its membership. This shall be done at the first EXCO meeting following the election of its members.
4 Functions. The EXCO is charged with the following responsibilities:
(a) Evaluate project proposals submitted by Members with a view to determine their accordance with Article 2.
(b) Where proposals are approved, the EXCO, in consultation with the proponent of the proposals, shall determine the responsibility for the implementation of the project.
5 Election. The following rules shall be observed for the election of the members of the EXCO:
(a) Voting for the President, Vice-President and members of the EXCO shall be done through secret ballots. The election of the President, the Vice-President and the ordinary members of the EXCO shall be done in that chronological order.
(b) In the event there are more than two candidates for the position of President of the EXCO, only the two candidates, who obtained the highest number of votes in the first round, shall be permitted to participate in the second round. The candidate that obtains the absolute majority (i.e. more than 50 percent) of the votes cast in the second round shall be declared the winner.
(c) A candidate for the position of President of the EXCO shall be declared the winner if he/she obtained more than 50% of the votes cast in the first round of voting.
(d) The Vice-President shall be determined by a simple majority of the votes cast.
(e) To elect Ordinary Members of the EXCO, votes for a maximum of four (4) candidates shall be cast on one ballot. The two Asian candidates and two European candidates, who receive the largest number of votes cast, shall be declared as the four members of the EXCO.
(f) In the event of a tie, a revote should be cast until the tie is broken.
(g) Nominations for EXCO membership shall be open a week before the AGM. Direct nominations may be made at the AGM. Absentee nominations must be received by email and acknowledged by the EXCO. Absent members may be proposed for election, provided their written consent has been obtained prior to the AGM.
6 Decision-making. Unless a member of the EXCO specifically requests for a vote, all decisions of the EXCO shall be made by consensus. If a vote is requested, a decision of the EXCO is made by a simple majority. In the event of a vote was taken, the decision of the EXCO shall not be considered valid unless a majority of the members of the EXCO participate in the vote.
Article 6
The Advisory Panel
1 Definition. The role of the ADPA shall be to liase between individual ASEFUAN members and the EXCO and to function as advisers to the EXCO. The EXCO may circulate all major proposals to the ADPA prior to taking a decision on those proposals.
2 Composition. The ADPA shall consist of two representatives from each class of the ASEF University. Each class of the ASEF University shall elect one representative each from Asia and Europe to serve in the ADPA. Voting of the representatives shall be done according to the following procedures:
(a) With regard to past classes of the ASEF University, voting for the members of the ADPA shall be opened to all members of the class by correspondence. The voting shall be moderated by a member of the EXCO.
(b) For all future classes of the ASEF University, voting for their representatives on the ADPA shall be done preferably on the second last day of the programme. A member of the EXCO shall be present to conduct the election.
(c) Members of the EXCO are excluded from serving on the ADPA.
(d) Should any elected member of the ADPA resign or be otherwise prevented from serving in the ADPA, a new representative shall be elected by the ASEF University class using the procedure prescribed in (a) above.
Article 7
Transparency
1 The AGM shall elect two ASEFUAN members as Financial and Activities Auditors for the purpose of scrutinizing the EXCO activities and ensuring that they are in compliance with the provisions of Article 2. Whenever possible, the Auditors should have relevant experience. The Auditors shall make a report to the AGM.
Article 8
Ad Hoc Committees and other Subsidiary Bodies
1 The EXCO has the discretion to constitute temporary organs to discharge specific tasks or missions related to its functions and responsibilities. Each subsidiary organ shall be chaired by an ASEFUAN member.
2 The EXCO shall also be authorised to engage or consult non-Members on specific matters that require their special technical expertise, including finances, legal matters, information dissemination, media and others.
3 The EXCO has the right to discharge any subsidiary organ constituted pursuant to this Article.
Article 9
Financing
1 ASEFUAN shall be financed mainly through donations from sponsors, except where such donations are inconsistent with the provisions of Article 2.
2 Nothing in this Constitution prohibits the use of ASEFUAN by companies in their marketing strategy provided that it has the approval of the EXCO.
Article 10
The Constitution
1 The Constitution shall enter into force when it is approved by a two-thirds majority of the votes cast at the first AGM. For this purpose, the Inaugural Meeting of the ASEF University Alumni Network that was held in Bali, Indonesia, from 10 to 14 April 2002, shall be deemed to be the first AGM.
2 Any amendment to provisions in this Constitution shall require a two-thirds majority of the votes cast at an AGM. Any member wishing to propose an amendment should submit a proposal to the EXCO no later than 40 days before an AGM.
Article 11
Dissolution of the Association
ASEFUAN shall cease to exist if a motion for its dissolution is approved by two-thirds majority of the votes cast at two consecutive AGMs.
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Adopted unanimously at the First Annual General Meeting of the ASEF University Alumni Network on 13 April 2002.