Bodies of Union
The General Assembly
A General Assembly will take place every year in the first semester. It is composed of a maximum of three participants from each Union Member. The members of the Board are counted as representatives of the Union Member concerned.
However, every 4th year special events and tasks (promotion/PR etc.) decided by the Board are included in the General Assembly and this is called CONGRESS. Each Union member can have a maximum of 4 participants at Congress.
Tasks of the General Assembly
The General Assembly shall decide on the following:
- Statutes and main principles
- Admission or expulsion of Union Members
- Approval of voting rights
- Appointment of Electoral Committee
- Election of members of the Board
- Appointment of two auditors, who shall not be members of the Board, to serve for 2 years. One auditor shall be replaced at every General Assembly
- Approval of the Minutes of the General Assembly
- Approval of the Activity reports
- Approval of the Accounts
- Determine the level of the annual subscription
- Approval of the budget
- The venue for the next General Assembly
- Award of honours
The Agenda of the General Assembly can be extended by:
- general information from the Board/exchange of information between the members
- presentation of special professional subject/working groups.
The General Assembly may delegate tasks to the Board.
The Congress
In addition to the tasks mentioned in article 10.1, the Congress can extend the Agenda with special tasks decided by the Board (promotion, PR etc), see Article 9.
Extraordinary General Assembly
An Extraordinary General Assembly may be held either at:
- the initiative of the President of the Union, or
- the request of a majority of the members of the Board, or
- a written request of at least one-third of the Union Members.
Such a General Assembly must be held as soon as possible after it is called.
The Extraordinary General Assembly shall only deal with matters for which it has been called.
The Board
The Board consists of 5 representatives elected by the General Assembly.
The 5 Board Members shall have the following functions:
- President
- Vice-President
- Secretary General
- Assistant Secretary General
- Finance Officer
Board meetings will be held when deemed necessary, however not less than twice a year.
The Board Members may be reimbursed part of the expenses incurred for travel, accomodation and subsistence during the course of the execution of their duties. The level of such reimbursement is approved by the General Assembly.
Tasks of the Board
The tasks of the Board shall include the following:
- Prepare budgets
- Prepare Regulations/instructions for submission to the General Assembly
- Submit membership aplications to the General Assembly with recommendation
- Decide activities to be carried out/programmes
- Assign events
- Approve the Minutes of Board meetings
- Prepare the Activity report
- Prepare the Accounts
- Appoint the Union’s official representatives for events
- Appoint, when necessary, technical working groups normally under chairmanship of one of the members of the Board.
It is also the responsibility of the Board to :
- manage the administrative affairs and finances of the Union
- carry out the decisions of the General Assembly
- Maintain relations with authorities and companies and with other international organisations within the branches of posts and telecommunications or which have similar aims to those of the Union
- actively seek to attract new members from within the Postal and Telecommunication sectors through promotion, marketing and public relations
- Ensure that the rules are respected and are changed as matters evolve
- Prepare for the General Assembly sessions etc
- The Board has an obligation to answer questions from the General Assembly concerning its activities.
