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The purpose of these standing orders is to set out and explain in more detail and to provide practical guidance on the necessary operating policies and procedures relating to the ECLAS Statutes, in conjunction with which these standing orders are to be read.
2.1 Membership fees are reviewed annually by the Council. Any changes to fees will normally be recommended by the Executive Committee on the advice of the Treasurer, and must be agreed by the General Assembly.
In some circumstances the charging of reduced membership fees may be appropriate. Members or prospective members who feel that they have a case for a reduction in the standard fees should apply in writing to the Treasurer. The Executive Committee will decide on such applications on a case by case basis. All such decisions must be ratified by the General Assembly.
Payments of ECLAS membership fees shall be made in Euros before the first of April of the membership year, which runs concurrently with the financial year from 1st January to 31st December. Payments should be sent to the Treasurer.
Each member Landscape Architecture School shall nominate a representative who shall be responsible for channelling information flows from the ECLAS Executive Committee to the member institutions and for ensuring that developments at opinions from the members are fed back to the Committee. At the beginning of the annual meeting of the General Assembly it will be defined which persons represent the Institutional Members that are present at the meeting.
4.1 Elections to the Committee shall be organised by the Secretary General who should request nominations for the posts up for re-election not less than 8 weeks before the forthcoming meeting of the General Assembly.
5.1 The President: The President shall direct and co-ordinate the activities of ECLAS, both in developing longer term strategies to further the overall goals of the organisation as well as by defining an annual programme of work and ensuring that this successfully implemented in as far as the necessary resources are available. It is also the President's role to chair meetings of the General Assembly and the Executive Committee and to represent the organisation, especially in its contacts with other bodies.
5.2 The Vice President: The Vice President shall support the President in carrying out her/his duties and stand in for her/him as my be necessary. As a rule the Vice President will take on the role of President at the end of the President's term of office.
5.4 The General Secretary: The Secretary's role includes convening meetings of the General Assembly and keeping a record of decisions taken both by the General Assembly and the Executive Committee. The Secretary is also responsible for organising elections to the Executive Committee.
5.5 The Treasurer: The Treasurer shall manage and keep records of the finances of the organisation, define the financial strategy and report on these regularly to the Executive Committee and annually to the General Assembly.
5.6 Other positions and tasks within the Executive Committee:
The Past President: The Past President's role is to provide support and advice to the President and Vice President, and to ensure continuity.
Besides this specific tasks are divided between the members of the Executive Committee:
EFLA Representative: The EFLA Representative has the responsibility of liasing with the European Federation for Landscape Architecture and attending its meetings. She/he shall keep the Executive Committee regularly informed of EFLA Business, especially where it affects landscape schools, and report annually to the General Assembly.
CELA Representative: The CELA Representative has the responsibility of liasing with CELA and if possible attend once a year the CELA meeting. She/he shall keep the Executive Committee regularly informed of CELA Business and report annually to the General Assembly.
ECLAS Conference contact person: He/she has the tasks to support the school that hosts the annual conference and to supervise that the procedures that are laid out in the ECLAS Conference handbook are followed.
5.7 The Executive Committee will appoint other working parties or tasks related to the programme of ECLAS
6.1 Membership may only be terminated by a member as of the end of the Association's financial year at a minimum of four weeks' notice. Notice must be given in writing and addressed to the Association's Secretary General, who shall send written confirmation of the notice within eight days of receipt. If notice is not given on time, membership shall continue until the end of the next financial year, unless the Executive Committee decides otherwise or the member cannot be reasonably required to continue membership.
6.2 Immediate termination of membership by a member giving notice shall also be possible:
a. within one month after a decision restricting members' rights or increasing their obligations has come to the attention of or has been communicated to the member; in that case, the decision shall not apply to the member. A member may, however, not give notice with a view to excluding himself from a decision whereby members' financial obligations are increased;
b. within one month of the member being notified of a resolution to convert the Association into a different legal form or to effect a merger.
6.3 Membership may be terminated on the Association's behalf by the Executive Committee as of the end of the Association's financial year at a minimum of four weeks' notice, if a member after repeated written requests fails to fully satisfy his monetary obligations towards the Association within six months, or if a member ceases to comply with any such membership requirements as may at any time be imposed on him under the Articles. Notice must be given in writing and set out the reasons for the termination.
Notice given on behalf of the Association may result in immediate termination of membership if the Association cannot reasonably be required to continue such membership.
6.4. A decision to expel a member may be taken only if the member has acted contrary to the Articles, regulations or resolutions of the Association or has unreasonably prejudiced the Association. The General Assembly shall decide on the expulsion and notify the member concerned of its decision and the reasons therefore as soon as possible. A resolution to expel a member shall require a two-thirds majority of the votes validly cast in a meeting of the General Assembly.
6.5. If membership ends in the course of a financial year, for whatever reason or cause, the annual membership fee shall nevertheless remain payable in full, unless the Executive Committee decides otherwise.
6.6. Any such suspension which is not followed by a dismissal resolution within three months shall end upon expiry of that period.
7.1 A resolution to suspend or dismiss a member from the Executive Committee shall require a two-thirds majority of the votes validly cast at a General Assembly.
7.2 Reinstatement of suspended or dismissed members of the Executive Committee by the courts shall not be possible.
7.3 If any vacancy arises in the Executive Committee, the remaining member(s) shall, regardless of the cause of the vacancy(ices), nevertheless continue to comprise a lawful Executive Committee, without prejudice to Article 11(2).
7.4. The General Assembly shall subsequently decide on the manner in which the vacancy(ies) is (are) to be filled.
7.5 Resigning members of the Executive Committee shall immediately be eligible for re- appointment.
8.1 Procedure for the Appointment of Editorial Group
The individual members of the editorial team, including the Editor in Chief, will be appointed by the ECLAS Executive Committee. Their appointment must be ratified by the ECLAS General Assembly on the recommendation of the Executive Committee. The term of appointment for the editorial team is normally for five years. The replacement of individual members of the team who leave before the end of a five year period will normally be for the remaining duration until the end of the same five year period.
8.2 Appointment of the JOLA Editor in Chief (responsible editor)
From the Editorial Group there one person with overall responsibility as Editorin Chief, the Editorial Group will propose a candidate from its members. The Executive Committee of ECLAS will appoint the Editor in Chief, either for one issue or for a defined period of time.
8.3 Role and Responsibilities of Editorial Group
The role of the JoLA Editorial Team is to prepare and produce the Journal of Landscape Architecture on behalf of the European Council of Landscape Architecture Schools according to the editorial guidelines set down by the ECLAS Executive Committee. The work of the editorial group must take place within the financial framework agreed with ECLAS. No legal or financial commitments may be entered into without the written agreement of the ECLAS Executive Committee.
8.4 Rights of Editorial Group
The JOLA Editorial Board will be given full editorial freedom for the development of the journal and the planning and execution of all of the issues to be produced during its term of office.
8.5 Appointment of the Editorial Board
The members of the Editorial Board of Journal of Landscape Architecture will be appointed on an individual basis by the ECLAS Executive Committee on the recommendation of the JOLA editorial team. Appointments shall not be made without the express agreement of the Editor in Chief
8.6 Termination of Appointment of the Editorial Team
The period of appointment of the members of the editorial team ends five years after their initial appointment, following the completion of the autumn issue of the journal.
9.1 Amendments for Standing Orders should be submitted to the General Secretary at least 6 weeks before the date of the annual meeting of the General Assembly. The General Secretary will add the proposal for amendment to the agenda.
9.2 Changes in the Standing Orders will need a two/third majority of General Assembly.
