4.0    THE MEMBERSHIP / MEETINGS / VOTING ( Extracted from NEP Charter of Operation Principles and Practices)

4.1     Membership in NEP is open to all non-profit making humanitarian associations and non-profit making non-government organisations (NGOs) operating in Cambodia and working in the education sector. NEP is not a forum for organizations to promote their own political or religious aims. Requirements and procedures for membership are articulated in 4.3 and 4.4.

4.2 Membership fee – as agreed upon by the majority of members (50% plus one) – is US$120.00 for international NGOs and US$30.00 for local NGO per annum.

4.3 Applicants who satisfy the following eligibility requirements are eligible for member status. The member organizations have the right to voice and vote.

     4.3.1    Documented Status – education NGOs must be registered with the Ministry of the Interior (local NGOs) or the Ministry of Foreign Affairs (international NGOs) in order to qualify for NEP membership.

     4.3.2    Members must support Education for All goals and not promote their own political or religious aims.

     4.3.3    In case of doubt or contention regarding the activities of a member organisation, NEP has the right to ask for and to follow up on   references.

     4.3.4    Specific documentation is required which demonstrates that the above requirements have been met. The necessary documentation is defined in 4.4.

    4.4 Procedures for Membership Application

4.4.1    A set of NEP documents must be given to new members:
- An application form (see annex 1 – application form)
- NEP Charter of Operating Principles and Practices
- List of current membership organisations
- Why become a member of NEP?

4.4.2    The application must be supported by:
- Legal registration documents and organizational charter
- A letter stating the organisation’s desire to join NEP must be submitted to NEP Executive Director.

4.4.3    Application procedure

4.4.3.1    The Administrative/Financial Officer shall be responsible for working with the applicant organisation to ensure the completed application form before submitting to the Executive Director.

4.4.3.2    Upon receipt of completed application documents, the Executive Director shall write a half-page summary of the applicant organization and submit to the NEP Board Chair for a final approval.

4.4.3.3    The NEP shall reserve the right to ask for other necessary documents and/or clarifications from applicant NGOs, in case that the NEP Board needs further information to support their decision.

4.4.3.4    The Board shall then decide on member status and will issue a formal letter indicating its acceptance or rejection (with clear explanation) of the membership application. The process should not take longer than one month from the receipt of the application form. In case that the process takes longer than one month, the NEP Executive Director shall write a formal letter informing the application organization about the delay of their application.

    4.5    Rights and Responsibilities of the Members
    
4.5.1    Member organisations are entitled to one vote in every election for positions on the NEP Board, and on every issue placed before quorum meetings of the NEP Annual Meeting.

4.5.2     Individuals employed by member organisations shall be eligible to stand for election to positions on the NEP Board. They stand as representatives of their NGO. Therefore only one person from an organisation may be elected to the NEP Board at any one time.

4.5.3     NEP members may nominate any person of a member organisation to stand for election to the NEP Board with the consent of the individual and their organization, by writing to the NEP Board.

4.5.4     Member organisations shall have the right to raise issues, provide comments and offer recommendations to the NEP Executive Director and Board on all matters relevant to the activities and operation of the NEP.

4.5.5     Member organisations shall have access to all information kept on file at the NEP offices.

4.5.6     Annual reports, including an audited financial statement, shall be published and copies provided to all member organisations after approval at the Annual General Meeting.

    4.6     Membership shall be discontinued under the following circumstances:

4.6.1    A two-thirds majority of members resolving that a given member organisation’s activities and/or objectives are not in accordance with the mandate of NEP or are detrimental to the collective effort by members of NEP; or that the member no longer meets the criteria as stated in item 4.1, 4.4 and 4.5 above.

Upon this decision, NEP shall send an official termination letter to the member organization, signed by the Chair of the Board of Director.
 
4.6.2    Should a member organisation wish to withdraw its membership, notification in writing from the member organisation to the Executive Director, advising of their intention to withdraw shall be sent to NEP.

The letter then shall be submitted by the Executive Director to the Board, who would issue a formal letter acknowledging the withdrawal of that member.

4.6.3    Failure to pay annual membership fees by a period exceeding six months of the normal due date. There must be evidence that two written reminders of fees due were sent to the members before this discontinuation can be applied. These reminders are the responsibility of the Executive Director of the NEP.

    The case then shall be raised in the Board Meeting in order for the Board makes decision accordingly.

4.6.4    A resolution passed by a 75% majority of members dissolving NEP. In this case, responsibility will rest with the Chair of the Board of Directors and the Executive Director to dispose of assets as per an emergency action plan adopted by the Board of Directors.