EEMA Conference for Youth Exchange Officers
To improve the exchange experiences for young people by providing an annual forum for Rotarians to share knowledge of, to discuss issues arising from, and to explore new opportunities as well as new technology within the Rotary Youth Exchange Program whilst, at the same time enjoying international fellowship in a different EEMA region country each year together with participants from other countries world wide.
Through their multi districts and districts all the countries of the EEMA region (i.e. Rotary International Zones 11 - 20) are eligible for membership and are expected to participate in EEMA Conferences.
The executive committee consists of:
• The President
• The Vice-President
• The chairman of the organising committee of the Conference for that year.
The President and Vice President could for particular matters appoint up to three individuals with relevant expertise to serve on a committee.
Duties of the members of the Executive Committee:
The President is responsible for:
• Tbe selection of the venue and the program for the annual Conference. He/she needs to be familiar with the venue and with the Conference budget in association with the Chairman of the Conference and the Vice President.
• Providing input at other Rotary Youth Exchange events such as YEP Pre-Convention, NA YEN, ABlJ and other National and
Regional Conferences etc.
• Developing and spreading best practice for the implementation of Youth Exchange in the EEMA region.
• Drawing the attention of members to interactive e-tools for communication and collaboration.
• Assistance with national training as required.
• Facilitating the launch of new Exchange models.
• Proposing an EEMA representative for the Rotary International Youth Exchange Committee.
• Supporting and assisting countries with few if any exchanges to develop their Youth Exchange programs.
• Liaising with Evanston and with sister organizations and arranging a meeting with these at every EEMA Conference.
The Vice-President will:
• Assisting the President with his/hers various task and obligations.
• Deputizing for the President, as and when necessary
• Maintaining the registers of Honorary Members and those holding Certificates of Merit.
Elections of the President and Vice-President:
The Vice President is elected for a two year period by secret ballot at the plenary session of the relevant Conference. The Vice President takes up office as soon as elected and there is an automatic progression from Vice President to President after two years.
Each EEMA country represented at the Conference has one vote, delivered by the National Representative or other appointed person from this country.
Nominations by one or more Governors together with one Multidistrict Chair must be submitted in writing to the President no later than April 30 in the year of the election of the Vice President. The submission should include why they recommend him/her as a Vice President and his/her Rotary CV should be enclosed. The Vice President should have attended at least 3 EEMA Conferences, preferably have arranged conferences before and have had a good and long experience of Youlth Exchange.
Each EEMA country represented at the Conference has one vote, delivered by the National Representative or other appointed person from this country.Nominations by one or more Governors together with one Multidistrict Chair must be submitted in writing to the President no later than April 30 in the year of the election of the Vice President. The submission should include why they recommend him/her as a Vice President and his/her Rotary CV should be enclosed. The Vice President should have attended at least 3 EEMA Conferences, preferably have arranged conferences before and have had a good and long experience of Youth Exchange.
President and Vice-President expenses:
A levy of 80 EUR will made on the registration fee of each Conference participant, the resulting sum collected to be used as a contribution towards the expenses incurred by the President and Vice President in the course of fulfilling their duties. These include travel and accommodation costs, conference fees, telephone and other office expenses, and the cost of the Web page.
Selection of Conference Host and Organizing Committee:
The EEMA Conference will take place each year in a different EEMA Country, ideally rotating between North and South, East and West.On the basis of one vote per represented EEMA country the selection of a country to host the Conference three years ahead will be made by a show of hands at the Conference.
A country will be eligible for nomination only if the application is supported by the written consent of the current Governor of the District in which the Conference will take place. If the District is part of a Multidistrict written consent of the current Multidistrict Chair is also required.It is the responsibility of the selected country to appoint the Conference Chairman and Organizing Committee.
The Conference Chairman of the selected country plus at least two other members of the organizing committee must attend every EEMA conference leading up to the year in which they host.
Honorary membership and Certificate of Merit:
A member of the EEMA region may be granted Honorary Membership subject to all the following conditions being fulfilled:
• He/she is no longer active as a YEO,
• He/she was active for 5 years or more as a YEO,
• Has attended at least three EEMA Conferences.(Decided at the EEMA Conference in Johannesburg 1994)
The same conditions are applied in order to grant a Certificate of Merit to the YEOs of districts outside the EEMA region.The names of candidates nominated for Honorary Member and Certificate of Merits should be received by the President no later than July 31 before the annual Conference.
Oslo, 24 August, 2014
National Representatives working group.
62nd EEMA Conference for YEOs