Union of International Associations (UIA) / Union des Associations Internationales (UAI) / Unie van de Internationale Verenigingen (UIV)
SECTION I - Legal Structure, Name, Registered Office, Aims, Duration
Article 1. Name and structure
The association is a non-profit-making international association.
It is named ‘UNION DES ASSOCIATIONS INTERNATIONALES’, or UAI, or in English ‘UNION OF INTERNATIONAL ASSOCIATIONS’, or UIA. The full name and the abbreviation may be used together or separately.
Article 2. Registered office
The registered office is in the Région de Bruxelles-Capitale.
It may be transferred to any other place in the Bruxelles-Capital Region, or in the French-language region of Belgium, by decision of the Council, which has full power to authenticate the transfer and any consequent statutory modifications, without any resulting modification to the language of these statutes.
Article 3. Disinterested aims and objectives
The disinterested aim of the association is international service to contribute to a universal order based on principles of human dignity, solidarity of peoples and freedom of communication.
In order to achieve this disinterested objective, the association aims to carry out the following activities, in Belgium and abroad, on its own account or for the account of its members:
- To undertake and promote research and studies on transnational associative networks, considered to be an essential component of contemporary society
- To collect and distribute the most comprehensive documentation possible on international organizations and associations, both governmental and non-governmental, and on new forms of transnational co-operation
- To collect and distribute data on the various meetings organized by international bodies
- To encourage and undertake all possible action aimed at promoting the development and efficiency of non-governmental networks, as well as communication between people working in an international context and co-operation between associations
- To study, categorize, analyse, compare and illustrate world problems as perceived by international organizations.
Article 4. Duration
The association is constituted for an unlimited duration.
SECTION II - Members
Article 5. Categories of membership
§ 1. The association is composed of Active Members and Associate Members, as well as Honorary Members.
The number of Active Members may not be less than twenty (20).
§ 2. Active Members are individual persons accepted into the association in accordance with article 6 § 1 of these statutes. They are chosen without distinction of nationality, race, sex or religious creed, nor of adherence to ideological, political or professional groups, from among persons who are particularly interested in the organization’s aims, provided that no more than one-fifth of the Active Members are of the same nationality
§ 3. Associate Members are accepted into the association in accordance with article 6 § 2 of these statutes and may be organizations, foundations, institutions, enterprises, groups of any kind or individuals, without distinction of nationality, race, sex or religious creed, nor of adherence to ideological, political or professional groups, with an interest in the aims and activities of the association and wishing to give their moral or financial support and effective collaboration.
§ 4. Honorary Members are accepted into the association in accordance with article 6 § 3 of these statutes. They are personalities on whom the General Assembly confers this title in consideration of their great competence or in recognition of the eminent services they have rendered to the UIA.
§ 5. Only Active Members enjoy the full rights given to members in accordance with the Companies and Associations Code or by these statutes.
Associate Members have only the rights and duties given to them by these statutes.
§ 6. Members are not responsible for commitments contracted by the association.
Article 6. Admission procedure
§ 1. Admission of Active Members.
To be accepted as an Active Member, the individual person who conforms to the conditions set out in the preceding article must be proposed by the Council and accepted by the General Assembly.
For this purpose the candidate must send to the Secretary-general by post or by email to the email address of the association a request with motivation and indicating the candidate’s family name, given name and address of domicile.
As soon as a decision has been taken by the General Assembly, the Secretary-general notifies the candidate, by post or by email, of the decision taken regarding his/her request.
The General Assembly may refuse the request. A decision of a refusal is final.
§ 2. Admission of Associate Members
To be accepted as an Associate Member, the person or group who conforms to the conditions set out in the preceding article must be accepted by the Council.
For this purpose the candidate must send to the Secretary-general by post or by email to the email address of the association a request indicating either the candidate’s family name, given name and domicile address or the coordinates of the organization concerned together with the coordinates of its legal representative.
The Secretary-general notifies the candidate, by post or by email, of the decision taken regarding his/her, or its, request.
The Council may refuse the request. A decision of a refusal is final.
§ 3. Admission of Honorary Members
For the admission of an Honorary Member, the General Assembly will take into consideration the great competence of the person or will nominate him or her in recognition of the eminent services rendered to the UIA. Honorary Members may resign by notification in writing to the Secretary-general.
Article 7. Resignation
§ 1. Each Active Member or Associate Member of the association is free to resign at any time.
This resignation must be addressed to the Secretary-general by letter sent to the registered office of the association or by email to the email address of the association.
§ 2. An Active Member who has failed to respond to the invitation to participate in two successive Assemblies can, after a lapse of six months from the date of the second Assembly, be considered by the Council to have resigned.
§ 3. An Associate Member which does not pay its subscriptions is considered to have resigned twelve months after notification by the Secretary-general.
§ 4. A resigning Active Member or Associate Member has no right to the assets of the association and can not claim reimbursement of any subscriptions which have been paid.
§ 5. A resigning Active Member or Associate Member can not demand or require any reports, copies of accounts, affixing of seals on premises, or inventories.
Article 8. Exclusion
§ 1. The Council can exclude an Associate Member without giving any reason.
§ 2. Only the General Assembly is competent to decide on the exclusion of an Active Member. The exclusion must be indicated in the call to the meeting.
An Active Member whose exclusion is requested has the right to make known his/her observations in writing to the General Assembly, after the proposal to exclude him/her has been communicated to him/her.
The exclusion of an Active Member can be pronounced by the General Assembly only if at least one-half of the Active Members are present or represented at the Assembly and only if at least two-thirds of the votes expressed are for the exclusion, abstentions not being counted.
§ 3. The Secretary-general communicates to the Active Member or Associate Member concerned the decision of exclusion by email to the email address which has been communicated to the association. If the Member has chosen to communicate with the association by letter, the decision is communicated by letter.
§ 4. An Active Member or Associate Member thus excluded has no right to the assets of the association and can not claim reimbursement of subscriptions which have been paid.
§ 5. An Active Member or Associate Member thus excluded can not demand or require any reports, copies of accounts, affixing of seals on premises, or inventories.
Article 9. Subscriptions for membership
Active Members and Associate Members pay an annual subscription which can be a different amount for each category of membership. The amounts of the subscriptions are fixed, for Active Members, by the General Assembly and, for Associate Members, by the Council.
The subscription for Active Members can not exceed three hundred and fifty euros (350€). That for Associate Members can not exceed ten thousand euros (10,000€).
SECTION III. - Administration – Control
Article 10. Composition of the Council
The management of the association is carried out by a Council composed of a minimum of 10 Active Members and a maximum of 18 Active Members.
The Council Members are elected by the General Assembly for a term of four years and may be re-elected. Half the Council is re-elected every two years by the General Assembly.
The General Assembly can terminate at any time, with immediate effect and without giving a reason, the mandate of any Council Member.
The mandate of outgoing Council Members who have not been re-elected ceases immediately after the General Assembly which has conducted the election.
Any Council Member can resign by simply notifying the Secretary-general. He/she can himself/herself take all necessary steps to inform outside bodies that the mandate has ended.
Article 11. Presidency of the Council
The Council elects from among its members a President, three Vice-Presidents, a Treasurer-general and a Secretary-general, who together form the Bureau of the UIA, the executive body of the Council.
If the President is unavailable, he is replaced by a Vice-President, or in the case of the absence of any Vice-President, by another Council Member designated by his/her fellow Council Members.
Article 12. Convocation to Council Members
The Council meets when the President sends a convocation or, if the President is unavailable, a Vice-President or the Secretary-general sends a convocation; if the Vice-Presidents or Secretary-general are absent or unavailable, another Council Member designated by his/her fellow Council Members can send a convocation.
The meeting is held at the place indicated in the convocation, or, in the absence of any such indication, at the registered office.
Article Article 13. Proceedings of the Council
The Council may validly proceed with its discussions and decisions only if at least one-third of the Members are present or represented.
Any Council Member can appoint another Council Member to represent him/her at a specified meeting of the Council and to vote in his/her place. This proxy appointment must be given in writing. The Council Member making this appointment is considered to be present.
One Council Member can not represent more than three other Council Members.
The Council can not validly hold discussions or make decisions on any points which are not specified on the agenda unless all the Council Members are present and consent.
Decisions of the Council can be taken by unanimous agreement of all the Council Members, expressed in writing.
Decisions of the Council are taken by simple majority in the case of a vote. Abstentions are not taken into account.
In the event of a tie the person presiding over the meeting has a casting vote.
Article 14. Minutes of the Council
The decisions taken by the Council are confirmed in the minutes signed by the person presiding over the meeting or by two Council Members.
These minutes are kept in a special register.
Proxy appointments, and also the opinions and votes sent in writing, are annexed to the minutes.
Any copies of, or extracts from, these minutes are to be signed by one or several Council Members with the authority of representation as set out in article 15 § 2 of these statutes.
Article 15. Powers of the Council
§ 1. The Council has the capacity to carry out all activities which are necessary or useful to achieve the objectives and goals of the association, except those which the law or these statutes reserve for the General Assembly.
§ 2. Without prejudice to the capacity of the right of general representation by the Council as a body, the association is validly committed, in justice or not, by documents signed by the President and Secretary-general acting together. They are not obliged to prove their authorisation to outside parties.
Article 16. Remuneration of Council Members
The General Assembly decides whether or not the service of Council Members is provided voluntarily.
Article 17. Daily management
Daily management, together with the representation of the association in this daily management, is the responsibility of the Secretary-general.
This comprises not only the activities and decisions necessary to the daily running of the association but also the activities and decisions which, because of their minor nature or their urgency, do not justify the intervention of the Council.
The Secretary-general can, as far as daily management is concerned, make special appointments to a member of the Secretariat staff by procuration to represent the association for matters of day-to-day organization such as signing contracts with suppliers, relations with postal services, banks, public administrations, etc.
Article 18. Supervision of the association
When required by the law and within the limits foreseen by the law, supervision of the association is carried out by one or more ‘commissioners’ (registered with the Institute of Company Auditors) appointed for three years, renewable.
Article 19. Treasurer-general and auditor of accounts
Each year, the Treasurer-general provides to the Council Members the accounts approved by a professional auditor. The Treasurer-general provides for the scrutiny of the Council the accounts and the budget. The Treasurer-general presents, for each annual General Assembly, a financial report covering the accounting period completed since the preceding General Assembly, and also the budget foreseen for the next accounting period to come.
Article 20. Special commissions
The General Assembly or the Council can establish and terminate special commissions, composed of suitably qualified persons, prepared to undertake particular tasks necessary to the development of the association.
The reports or resolutions of the special commissions are submitted to the Council which will, if this is considered opportune, take the necessary steps to achieve the wishes expressed by the commissions or to put into effect their recommendations.
Article 21. Secretariat
The administration and operational business shall be carried out at the secretariat of the association, to which all official correspondence must be addressed. The Secretary-general, acting on behalf of the Council, shall safeguard the interests of the association at all times and in every respect.
The Secretary-general shall appoint the members of the Secretariat to act on his/her behalf and also the staff members (or contracted individuals) as are necessary for the proper conduct of the work of the association. The Secretary-general is responsible for generating the income needed to support and develop the operations of the association, and can make strategic decisions using the available resources for this purpose, subject to subsequent ratification by the Council.
The Secretary-general may take decisions on urgent matters that are normally within the competence of the Council when, for special reasons, the Council is unable to meet or the President can not be consulted. Such decisions shall be submitted, for ratification, amendment or appeal, to the following session of the Council and the President shall be informed as soon as possible.
The Secretariat sets out the projects in the programme and prepares the budget of the association. It ensures that the decisions of the General Assembly and the Council are carried out. It submits to the Council reports of activities and financial reports relative to the activities carried out.
SECTION IV: General Assembly
Article 22. Composition
The General Assembly is composed of all the Active Members.
Article 23: Powers
The General Assembly exercises the powers conferred on it by the law and these statutes.
This comprises notably the following competencies which will be carried out by the General Assembly:
- Modification of the statutes;
- Nomination and dismissal of Council Members and fixing of their remuneration if such remuneration is to be attributed to them;
- Nomination and dismissal of a commissioner and fixing of his remuneration;
- Discharge to be granted to the Council Members and the commissioner, as well as, if this case arises, introduction of any legal action against the Council Members and the commissioners;
- Approval of the annual accounts and the budget;
- Dissolution of the association;
- Exclusion of an Active Member;
- All other matters required by the law or these statutes.
Article 24. Organization and convocation
An annual General Assembly shall be held each year in the six months following the conclusion of the financial exercise.
The Council and, where required, the commissioner must convene a General Assembly as foreseen by the law or these statutes, and also each time that the interests of the association require this or a request is made by at least one-fifth of the Active Members.
The convocations to General Assemblies include the agenda. They are sent by email despatched at least 15 days before the Assembly to the Active Members and, where required, to the commissioner. They are sent by post to persons for whom the association has no email address, post despatched on the same day as the email convocations.
However, the Council must bring to the attention of the Members at least three months in advance the date of the Extraordinary General Assembly which will decide on the modification of the statutes or the dissolution of the association.
A copy of the documents which must be transmitted to the General Assembly in accordance with the law is posted on the website of the association and made available to the Active Members, and to the commissioners who request this.
Article 25. Admission to the General Assembly
To be admitted to the General Assembly and to exercise the right to vote, a member must be an Active Member.
Honorary Members may, by their request, take part in the General Assembly, in an advisory capacity.
If the General Assembly is discussing a report written by the commissioner, he/she takes part in the discussion.
Article 26. Sessions
The General Assembly is presided over by the President of the Council or, in the absence of the President by a Vice-President, or failing that by a Council Member chosen by the Assembly. If no Council Member is present, the Assembly will be presided over by an Active Member chosen by the Assembly.
The person presiding will designate a reporting secretary.
Article 27. Deliberations
§ 1. Only Active Members have a right to vote in the General Assembly. The vote of every Active Member has equal weight in the General Assembly and each Active Member has one vote.
§ 2. Any Active Member may give to another Active Member written authority to represent him/her in the General Assembly and to vote in his/her place by proxy.
One Active Member may represent in the General Assembly a maximum of five (5) others by proxy.
§ 3. The Council may arrange for the possibility for the Active Members to take part in the General Assembly by means of electronic communication provided by the association, in respect of article 10:7/1, §1er, of the Companies and Associations Code.
Members who take part in the General Assembly by this means are considered to be present at the place where the General Assembly is held for the purpose of counting numbers present and majority.
In this case, the convocation to the General Assembly includes a clear and precise description of the procedures relating to such participation off-site.
The President, the secretary and any persons serving as Assembly tellers may not take part virtually, they must be present.
§ 4. All Members have the possibility to vote remotely before the General Assembly by electronic means, according to arrangements specified by the Council.
The validity of the Active Member and the identity of the person wishing to vote remotely before the Assembly are checked and confirmed by the methods specified by the Council.
§ 5. Any General Assembly can deliberate only on the proposals which are on the agenda, unless all those invited are present or represented, and if represented by proxy their proxies specifically mention that they agree.
§ 6. The General Assembly may deliberate on the matters on which it is exclusively competent in accordance with these statutes only if at least one-third (1/3) of the Active Members are present or represented.
If this condition is not fulfilled, a second convocation will be necessary and this new Assembly can deliberate and make valid decisions whatever the number of Active Members present or represented.
§ 7. Except where it is specified otherwise in these statutes, decisions are taken by simple majority of the votes cast, abstentions not being taken into account, whatever the number of Members represented at the Assembly.
However, the General Assembly may deliberate validly and make decisions on modifications to the statutes only if the proposed modifications are indicated precisely in the convocation and if at least two-thirds (2/3) of the Active Members are present or represented at the Assembly.
If this last condition is not fulfilled, a second convocation will be necessary and this new Assembly can deliberate and make valid decisions whatever the number of Active Members present or represented.
Any modification is allowed only if it is approved by at least two-thirds (2/3) of the votes cast, abstentions not being taken into account. Any modification to the purpose or aims of the association is allowed only if it is approved by at least four fifths (4/5) of the votes cast, abstentions not being taken into account.
§ 8. Notarized actions are solely required for modifications to the statutes relating to the following:
- The competencies assigned to the General Assembly, the means of convocation and its method of taking decisions, as well as the conditions for communicating its decisions to the Active Members;
- The conditions for modifying the statutes;
- The conditions for the dissolution and liquidation of the association and the purpose of the disinterested project to which the assets of the association shall be transferred in the event of dissolution.
In addition, all modifications to the statutes concerning the precise description of the disinterested purpose of the association and the activities relating to its aims must be approved by Royal Decree.
Article 28. Minutes
The minutes confirming the decisions of the General Assembly are recorded in a register kept at the registered office. They are signed by the person presiding over the General Assembly and by the reporting secretary.
The list of those present, plus any associated reports, proxy appointments or votes by correspondence are annexed to the minutes.
The register of the minutes is kept at the registered office of the association where all Active Members can consult it, but without removing it from the office.
Copies to be supplied to third parties are signed by a member of the Council who has authority to represent the association.
Decisions made by the General Assembly are brought to the attention of the Active Members by electronic means.
SECTION V: Financial Resources – Financial Year – Internal Rules
Article 29. Financial resources
The financial resources available to the association are notably:
- The subscriptions of Active Members and Associate Members.
- Payments for research, study and consultation contracts entered into with members, international organizations and public or private institutions.
- Grants from international organizations and public or private authorities.
- Donations and legacies.
- Proceeds from the sale of publications and services.
Article 30. Financial year
The financial year commences on 1 January and ends on 31 December of each year.
Each year, on a proposal by the Treasurer-general, the Council approves the budget for the following financial year. The General Assembly of Active Members approves the budget in its next Assembly.
SECTION VI: Dissolution – Liquidation
Article 31. Dissolution
The association can be dissolved at any time, by decision of the General Assembly deliberating under the same conditions as for modification of the statutes.
Reporting obligations applicable in accordance with the law will be respected in this eventuality.
Article 32. Liquidators
If the association is dissolved, for any reason and at any time, the Council Members currently in office are designated as liquidators by virtue of these statutes if no other liquidator has been appointed, without prejudice to the possibility of the General Assembly to appoint one or several liquidators and to determine their powers and remuneration.
Article 33. Disposal of the assets
If the association is dissolved and liquidated, the Extraordinary General Assembly decides on the disposal of the assets of the association, and the assets must under any circumstances be transferred to another disinterested purpose.
If the General Assembly has made no decision, the liquidators will give the remaining assets to another body whose aims are as close as possible to those for which this association was constituted.
This transfer is carried out after payment of all debts, costs and expenses of the liquidation or after setting aside all sums necessary for this purpose.
SECTION VI: Miscellaneous
Article 34. Choice of domicile
For the application of these statutes, any Active Member, Council Member, commissioner or liquidator may choose as official domicile the registered office where all communications, summonses, assignments, notifications can validly be delivered to him/her if he/she has not chosen another address in Belgium for the purposes of the association.
Article 35. Judicial competence
For any litigation between the association, the Active Members, Council Members, commissioners and liquidators concerning the business of the association and the application of these statutes, the judicial authorities relevant to the registered office are competent, unless the association has specifically discounted this.
Article 36. Common law
The provisions of the Companies and Associations Code which are legally binding are considered to form part of these statutes, and any clauses contrary to the Companies and Associations Code are considered null and void.
Article 37. Working languages
The languages used in official communications of the association are English and French. If there is a difference in interpretation, the French version will take precedence.
Statutes approved by the Extraordinary General Assembly of the Union of International Associations on 27 November 2023 and published in the Moniteur belge on 12 June 2024