Worked out unanimously by the Board of the GEF-NGO Network
May 5 and May 6, 2001,
Washington DC
1 Purpose, aim and philosophy
The Global Environment Facility's Non Governmental Organization
Network, hereafter referred to as the GEF NGO Network, was
established
Recalling Agenda 21, the Rio Declaration as well as the Rio conventions, all
emphasising the need to meet the challenges of a deteriorating environment by
committing stakeholders in a joint effort to safeguard global environment and
development, the GEF-NGO Network is established to help meet these challenges.
Its purpose is to strengthen and influence the work of the GEF at all levels,
its ideals, philosophy, as well as values and goals embedded in the Environment
Conventions*(to be annexed) that are at the basis of the GEF, with an aim to
integrate NGOs at all levels of decision-making and implementation of programmes
and projects in an accountable, transparent and participatory way to ensure
a maximum degree of good governance.
2 Regions and Board
The GEF-NGO Network is divided into regions, the number to be determined by
the Board**(to be annexed).
Each region elects a representative, called a Regional Focal Point, hereafter
referred to as an RFP, to be an elected member of the Board of the GEF-NGO Network,
hereafter referred to as the Board. The Board has at all times as many elected
members as there are regions in the Network not counting the Central Focal Point.
The RFPs represent their regions in the Board, and are as such to be considered
the formal representative of the GEF-NGO Network. All business to and from the
Board, or from the officers of the Board to the regions, must be conducted with
the respective RFPs.
3 The overall structure and function of the Board
A - General
The Board is the highest organ of the GEF-NGO Network. It meets twice a year
in conjunction with the GEF Council meeting or as and when required and conducts
its meeting in an orderly manner according to accepted rules of procedure in
addition to the ones mentioned here.
The Board meetings are divided into two separate, but interlinked parts:
Part I. Formalities and business pertaining to the function
of the Board and to the GEF NGO Network
Part II. Policy, programme and project matters in relation
to the work-plan of the Board, the GEF Council as well as
its NGO consultation and other GEF-related meetings and
events.
Part I shall always have a set agenda as drawn up in these By-laws.
Part II has an agenda in relation to current policy, programme and projects
that is of importance to the network as well as to GEF itself and may differ
from meeting to meeting.
In addition to the set agenda of Part I, the Spring Meeting shall always review
the current work plan of the Board, discuss and adopt the Annual Report covering
last year's activities as well as last year's financial statement; the Autumn
Meeting shall always discuss and adopt next year's budget, monitor the regional
elections of the RFPs every two years as well as review fund-raising activities.
The Board members must receive an invitation to the Board meeting from the
Central Focal Point a minimum of 6 weeks prior to each meeting, and receive
the agenda for the Part II of the meeting with relevant documents preferably
no later than 6 weeks prior to the meeting.
A quorum is established when at least half of the elected RFPs, are present
of which one RFP must represent the donor constituencies
The Board consists of as many RFPs as there are regions. Each representative
is elected for a 4 year period, and may be re-elected once. 25% of the Board
is elected every 2 years.
The Board elects 1 person from an accredited NGO to function as a Central Focal
Point, hereafter referred to as CFP. The CFP is also a full-fledged member of
the Board.
In addition the Board selects 4 persons among its members to serve with the
CFP as a Management Committee hereafter referred to as MC. All persons selected
may serve for 2 years, with a maximum of 3 terms. At least 1 member of the MC
must come from a donor constituency.
1 of the 4 MC members will be elected by the Board as a Co-Chair, also serving
for 2 years with a maximum of 3 terms. Due consideration should be taken to
the issue of gender balance in the election process.
The MC is to function in an advisory capacity, and to help expedite the functions
of the CFP and the network.
Only the Board may make decisions that can commit the GEF-NGO Network. Decisions
taken by the Board, and that are considered binding, must be based on consensus
within the Board.
B - The Agendas
The Part I agenda for the Spring Meeting shall be:
1 Constituting the meeting
2 Election of officers
3 Final adoption of minutes from last official Board meeting
4 Activity Report from the CFP
5 Financial statement
a endorsing previous years financial report
b review current finances
6 Adoption of Annual Report from previous year
7 Regional Priorities
a The RFPs report on activities
b the concerns of the regions
8 Review and adopt current work plan
a Overall priorities for the next 3 years
b work plan for the next half year
9 Agenda point by any Board member, presented a month prior to the meeting
The Part I agenda for the Autumn Meeting shall be:
1 Constituting the meeting
2 Election of officers
3 Final adoption of minutes from last official Board meeting
4 Monitor elections and endorse results, conduct Board selections.
5 Financial statement
a discuss and adopt next years budget
b review current finances
6 Review and adopt fundraising plans
7 Regional Priorities
a The RFPs report on activities
b the concerns of the regions
8 Review and adopt current work plan
a Overall priorities for the next 3 years
b work plan for the next half year
9 Agenda point by any Board member, presented a month prior to the meeting
C - The officer of the Board
It is the responsibility of the Central Focal Point, the CFP, inter alia, with
the approval of the MC, to call, set up and help prepare the Board Meetings
of the GEF-NGO Network, be responsible for keeping the minutes of the Board
Meetings, circulating them, as well as acquiring information and other documents
that are of importance to the Board and the GEF NGO Network and disseminate
this to the relevant parties.
The CFP shall carry out the decisions of the Board, function as a secretary
to the Board, and as a daily link between the GEF Secretariat, the Implementing
Agencies and the Board members, in accordance with § 2 in these by-laws; see
to it, whenever necessary, together with the MC, that the work programme decided
by the Board, is carried out and fundraise for strengthening the GEF NGO Network
as directed by the Board.
The CFP shall, in conjunction with the MC and the RFPs and their constituencies,
set up the agenda for the work on the GEF Council, including the NGO Consultation,
circulate it to the Board which makes the final decision on the agenda.
The CFP is also charged with the responsibility of disseminating relevant information
to the GEF NGO Network on an ongoing basis through, inter alia, a GEF NGO Internet
service with a home page being continually updated. An important part of this
service to the network is keeping an updated record of all GEF accredited NGOs.
D - the Management Committee
In addition to function in an advisory capacity, and help expedite the functions
of the CFP and the network, the MC may, inter alia, take decisions on behalf
of the board, if mandated to do so, may work in a capacity to carry out work
on behalf of the Board. The MC should be mandated to help and advice the CFP
to negotiate contracts for and on behalf of the Board. The MC shall at all times,
inform the RFPs of their work.
4 Election procedures
A General
It is the responsibility of the Board to see that elections are conducted
in a transparent, participatory and accountable manner. In accordance with 3,
it is the Board that is the guarantor for democratic elections. The Board may
annul an election if rightfully contested.
B Standard procedure
Each region conducts its own election. Only GEF accredited NGOs may nominate
candidates and participate in the election within each region. A candidate representing
one of the GEF accredited NGOs with good knowledge of the GEF system as expressed
in §1, may be chosen as a candidate. The candidate needs to be endorsed and
seconded by at least two more GEF accredited NGOs within the said region. The
candidate's name is then circulated to all the above mentioned NGOs. The election
process is set to last a total of 5 weeks. If the candidate is uncontested after
5 weeks, the candidate is elected as the RFP. In case of more than one candidate
contesting, whoever has received most votes after the 5 week period, is declared
elected to serve for a 4 year period.
C Change of the RFP organizational status
Should the elected RFP leave the organization that nominated him/ her as an
RFP, and move to another GEF accredited NGO within the same region, the person
retains his/her status as elected RFP within the Board.
Should the elected RFP leave the GEF accredited organizations, and move to
take up other positions, or the elected RFP moves to another region but continues
to work with GEF related organizations or tasks, or totally changes occupation,
the position is then turned over to the Board. The Board may appoint an interim
representative to function until the first regular meeting of the Board. The
Board then organizes regular elections within the region in accordance with
§4 section A and B.
5 Representation
Meetings with relevance to the GEF NGO Network organized within a region, and
where the Board's presence is asked, representation on behalf of the Board should
be carried out by the region's RFP. In a case where the said RFP is unable to
participate, that RFP may nominate a replacement.
Several RFPs from the Board may participate in the same global conferences
or meetings. However, if the Board is asked to be represented in an official
capacity at such a meeting, one person from the Board should be selected. The
nomination and selection of such a representative should take place within the
Board, with the CFP facilitating the selection. Candidates should be selected
with a view to their knowledge, specialty and region.
6 Code of Conduct
A General
By accepting the position as an elected RFP to be part of the GEF NGO Board,
its members have accepted to work for the ideas embedded in the foundation of
the United Nations, and more explicitly, as stated in § 1 of these By-laws,
the ideas and values embedded in the foundations of the GEF.
The Board members shall, in representing the Network, abide by the rules and
regulations for NGOs drawn up by the UN bodies relevant to the work of the GEF.
However, as the Board forms an integral part of an international NGO entity,
it is natural that the Board and its members, are concerned with the advancement
of a flourishing NGO in their constituencies. The strengthening of people's
organizations, voluntary agencies and other socially and environmentally beneficial
institutions is integral to the practice of our work.
However, as working for the global environment and promoting sustainable development,
is the primary raison d'etre for the GEF, the Board should always strive to
work for an effective global governance structure. Such a structure should enable,
encourage and support policy and decision-making leading to an effective response
to environmental management needs requiring a response at the global level.
Another prerequisite, essential for effective global environmental governance
is global dialogue, leading to action taking into account the needs of both
developing and developed countries. This must also guide the Board's actions.
B Specific
The Regional Focal Points, the RFPs
The RFPs are charged with a number of responsibilities on
behalf of the GEF NGO Network.
Representing their region within the broader sense of
the GEF NGO Network
Working to promote the concerns of the Regions
Attendance at the Board meetings of the network
Attendance at the GEF Council meetings
Participating in other GEF related meetings
A willingness to lobby for the policies decide by the
Network and the Board
This requires the RFPs, inter alia, to be
Present et the Council meetings
Present at the NGO consultations
Be prepared and have read the documents
Report back to the Board and the Network from all above
meetings
An RFP could be revoked on the following conditions:
Failure to comply with the general responsibilities mentioned
above, without clear and valid reasons.
Absence from two consecutive Board Meetings without valid
reasons.
Complaints against the RFP will be thoroughly investigated
by the Board.
Revocation of an RFP will only happen if 3/5th of the
Board approves the motion to that affect.
The Central Focal Point, the CFP
The CFP is also charged with a number of responsibilities
on behalf of the GEF NGO Network. They are similar in nature
to those of the RFPs.
The interest of the GEF NGO Network should be the prime responsibility of the
CFP. The CFP must work for the GEF NGO Network on a daily basis.
In addition the CFP must, inter alia, comply with these task as minimum requirements:
Attendance at the Board meetings of the network
Attendance at the GEF Council meetings
Participating in other GEF related meetings
A willingness to lobby for the policies decide by the
Network and the Board
Interact with the GEF Secretariat on a regular basis
This requires the CFP, inter alia, to be
Present et the Council meetings
Present at the NGO consultations
Be prepared and have read the documents
Report back to the Board and the Network from all above
meetings
The CFP could be revoked on the following conditions:
Failure to comply with the general responsibilities mentioned
above, without clear and valid reasons.
Absence from two consecutive Board Meetings without valid
reasons.
If the actions of the CFP display or constitutes serious
conflict of interest with the NGO-GEF Network.
Failure to meet the duties listed under §3 C.
Complaints against the RFP will be thoroughly investigated
by the Board.
Revocation of the CFP will only happen if 3/5th of the
Board approves the motion to that affect.
7 Changing the By-laws
Any GEF accredited NGO and the Board itself may propose to alter, delete, add
to the paragraphs or write additional paragraphs within the bylaws. Such a proposal
must be introduced to the Board in writing, a minimum of 6 weeks prior to a
regular Board meeting, explicitly noted under § 3, Section B, Agenda Point 9
under Part I of the Board Meeting. After approval at this meeting, all accredited
GEF NGO members of the Network must be informed. The following regular Board
meeting must review responses from the Network members before deciding on the
alteration. The alteration becomes valid only when the decision by the Board
is unanimous.
The updated By-laws should be sent to the GEF Secretariat.
8 Dissolving the Board
The Board stands dissolved:
In case more than 3/5th of the regions are request the
dissolution of the board for valid reasons of serious misconduct.
In case 3/5th of the Board Members ask for dissolution
with valid reasons after consultation with their respective
regions.
In case the Board has been unable to meet for three regular
and consecutive meetings.
Procedure:
Notification of motion of dissolution from the regions
must be submitted in writing to the CFP with full details
at least 3 months prior to the first regular board meeting.
Final decision on the motion of dissolution will be taken
at the second consecutive regular meeting of the Board following
the motion.
Should the Board be dissolved, all equipments and other
items purchased or produced in the name of the GEF-NGO Network
should be handed over to the GEF-Secretariat for disposal.
Due notification of any of the above processes must be
sent to the GEF Secretariat and the GEF-NGO Network by the
CFP.
