PROPOSALS #4: New DPPS implementation Timeline, Making the Life standards of CD house Better, Improving the Agenda and Resources of the Association

As we did for the previous Agorae, we want to present to you some of the proposals which will be discussed at Agora Bergamo. Don’t forget that for a complete picture you can (and should) check the entire proposal on our OMS. In this article we will be explaining four proposals, namely: “New DPPS Implementation Timeline”, “Making the life standards of members of the Comité Directeur and assistants a little bit better”, “Simplify the CIA: Resources of the Association” and “Improving the agenda setting and keeping”.

New DPPS Implementation Timeline
13115664_10207822396570986_2108517627_n (1)First, what is Data Privacy Policy Statement about? Since Agora Alicante 2011 there has been a huge debate in AEGEE regarding the lack of protection for potential sensitive data. Since Agora Patra 2014 these data have been classified in three categories: “external data” – accessible to everybody even outside AEGEE, “internal data” – accessible only to AEGEE members and “confidential data” – accessible to small groups of people and certain members who hold a position of responsibility (Netcommies, Audit Commissioners etc.). Confidential data are probably the most important one, it would be unfair if everybody could have access to private data. The DPPS was therefore ratified at Agora Patra. Among the new ideas the former MedCom worked on, a transition period was specified during which AEGEE should have implemented the DDPS. The deadline was Spring Agora Bergamo 2016, but the reform has not succeed yet. That’s why the proposer wants to propose a concrete timeline in order to have clear implementation steps in the next two years with the last stage scheduled for Autumn Agora 2017. As mentioned, the part of our statutes which will be modified is “Data Privacy Statement” – article 11, where deadline and specific steps of implementation will be changed. The proposer is Damien Latacz on behalf of the Mediation Commission, meaning that the proposers are the same people who will be implementing it.

You can check out the proposal here, get more information about the Data Privacy Police in this article or check out this presentation the MedCom prepared about it some time ago.

Making the life standards of members of the Comité Directeur and assistants a little bit better
Each member of the Comité Directeur and their assistants who are living at the AEGEE House is entitled to receive a subsistence reimbursement of ten euro per day spent in the house. Ander Guerrero Ruiz, Financial Director of AEGEE-Europe, submitted this proposal on behalf of the Comité Directeur. He states that the cost of living in Bruxelles has increased in the last three yearsuova, the last time the amount of money for our CD members was changed from eight euro per day to ten. If approved, this proposal is going to increase the amount up to 12,50 euro and would modify this number on our CIA, specifically in “GENERAL FINANCIAL RULES, Article 24: Subsistence Costs”.

Fun fact: if you check the entire proposal on our OMS you can see a long discussion about the cost of eggs and milk in Brussels, since the proposer used these two items as example of high cost of living.

Improving the agenda setting and keeping
Have you ever been at an Agora whose agenda gets modified the last minute? What kind of problems does it cause? According to Svenja van der Tol, who submitted the proposal on behalf of the Comité Directeur (and on behalf of the Agora reform task force, that cannot present proposals since they are not a body), last-minute changes can cause difficulties for the Chair Team to fix the agenda, create delays in the timing and problems for local organisers because of lack of rooms or materials needed. The proposed solution is to modify the CIA, specifically here: WORKING FORMAT OF THE AGORA, Article 2: Meeting and Convocation, sub. 3. Currently the agenda of the Agora has to be published at least two weeks before the event starts, but amendments to the agenda can be proposed at any time during the very same Agora. If approved, this proposal will regulate the submission of eventual amendments to the Chair team by admitting them not later than one week before the Agora, then the delegates would decide if they ratify these amendments at the beginning of the event. Once at the Agora, its members will still have the possibility to make amendments to the Agenda but, even if ratified, the Chair Team can decide based on the time and facilities. Still “the Agora may incorporate additional subjects that could not have been known one week before the Agora” in case something urgent must be discussed.

Download a copy of the CIA and read it!

Simplify the CIA: Resources of the Association
While the title of this proposal can make it sound as a minor one, the amendments proposed are a lot and a bit of pacience is is required to read them all. Let’s start off by saying that the CIA parts which would be modified are two: STATUTES OF AEGEE-EUROPE, art. 33 – Budget and GENERAL FINANCIAL RULES (with more than 12 articles modified, for a total of about 50 sub.). In fact, the proposers are the most expert people in budgeting and financial matters: Ander Guerrero Ruiz as Financial Director on behalf of the Comité Directeur and Deborah Pistori on behalf of the Audit Commission took care of the content changes. The last proposer is Claudio Gennaro, president of the Juridical Commission who took care of the legal part of this proposal.

Taking into account the most evident changes, if approved this proposal will provide these modifications:

– The introduction of a detailed explanation of which are the general resources of AEGEE-Europe.

– The outgoing Financial Director preparing and presenting the Financial Report at the Autumn Agora.

– The budget won’t need to be published two weeks before the Agora anymore.

– The dates of the financial year are clearly stated: from the 1st of January to the 31st of December and they are split up in two parts, with the first one starting on the 1st of January and ending on the 30th of June.

– The exchange rate is set twice a year and not every three months anymore.

– Reimbursements should be submitted no later than 21 days after the event/travel took place, not within one month as it happens now.

– CD and Commissions’ members can receive a reimbursement even if they are not active.

– The payment will not be made in the applicant’s currency anymore, but in Euro, moreover the Financial Director doesn’t have to present a list of currencies conversion rate into Euro before the Agora anymore.

– AEGEE-Europe does not have to reserve anymore an amount for the Training Course Fund, only if an open call for this is issued.

– There will not be anymore deficit guarantees by AEGEE-Europe for locals organising Statutory Events in case of unexpected loss after the event budget is approved by the Financial Director of AEGEE Europe.

As you can see the proposal is very articulated and on the OMS there is not much explained about the motivations and the changes this proposal will give bring. So, as always, it is recommended to study it and be ready to get the needed clarifications at the relative Prytanium.  You can check the complete proposal here to form your own opinion.

Written by Mattia Abis, AEGEE-Cagliari