Statues of THE EUROPEAN EQUESTRIAN FEDERATION
Article 1. Name
The name of the Association (hereinafter referred to as the “EEF”) is “THE EUROPEAN EQUESTRIAN FEDERATION “. The EEF is an international non-governmental not-for-profit organisation, of unlimited duration, in the form of an association with the status of a legal person.
Article 2. Seat
The Association has its legal seat at the Headquarters of the Belgian Equestrian Federation, Av. Houba de Strooper 156 – 1020 Brussels – BELGIUM (judicial district of Brussels). The administrative headquarters of the Association shall be decided by the Board.
Article 3. Purpose
To democratically develop and promote equestrian sport in Europe in close cooperation with its National Federations, the FEI and the representative stakeholders organisations. To support regions to upgrade the level of the equestrian sport across Europe. To improve communications between all parties involved in equestrian sport.
Article 4. Principles
- European National Federations and its elected Board Members. In electing its Board, the General Assembly recognizes the importance of electing Board Members who are representative of all National Federations throughout Europe.
- The NFs have complete jurisdiction over all competitors, organisers and officials of their country.
- The EEF shall not intervene in matters of equestrian sports which are within the national jurisdiction of NFs.
- Participation in the activities of EEF will be at the expense of each member NF, unless otherwise decided by the Board or the General Assembly.
- The EEF will ensure that the needs of the different stakeholders in European equestrian are properly taken into account.
- Nothing in these articles prevents a NF from maintaining a direct contact with the FEI.
Article 5. Duration
The association is constituted for undetermined duration.
Article 6. Membership
Members: All National Equestrian Federations of countries that are actual members of the EOC and the FEI, may apply for membership of the EEF. The EEF will only accept one National Equestrian Federation for each member country.
Associated members: The General Assembly can accept associated members. Only major representative stakeholder organisations can apply for associated membership. They have no voting rights at the General Assembly but are invited to participate in the activities of the EEF.
Applications for membership are decided on by the General Assembly. Based on special reasons the Board may accept an application for membership provisionally, which in such case should be confirmed at the next General Assembly.
Article 7. Membership Fee
If a membership fee is decided on by the General Assembly, the same amount will apply to all members. The maximum yearly membership fee is fixed at 2.000 €.
Article 8. Exclusion, Suspension, Resignation
The General Assembly may decide to suspend temporarily or to exclude a member not fulfilling its financial obligations towards the EEF or not respecting the principles laid down in these statutes. Members suspended by the FEI will be automatically suspended by the EEF for the same period. A member that wants to resign has to inform the EEF at least six months before the next General Assembly.
Article 9. General Assembly
The General Assembly is the supreme authority of the EEF. Each member NF present at the General Assembly will have one vote at the General Assembly. NFs provisionally affiliated may not vote until they have been accepted as members by the General Assembly. The General Assembly will be chaired by the President of the EEF or if he is unable to fulfil this task, by a Vice-President or a member of the Board chosen by the General Assembly.
Functions and Powers of the General Assembly
- To approve the minutes of the previous General Assembly.
- To approve the agenda and the supporting papers
- To approve changes to the Statutes
- To approve the Internal Regulations and any other Rules of the EEF
- To elect the President, Vice-Presidents and other Board members including the representative of the athlete’s at the discretion of the athlete’s association
- To elect the Auditors
- To elect two scrutineers
- To approve the Yearly Accounts
- To give discharge to the Board
- To approve the Annual Budget
- To approve the Annual Report of the Board
- To approve applications for membership of the EEF
- To take decisions on the exclusion or suspension of a member
- To decide on items put on the agenda by the Board
- To decide on items introduced at least four weeks before the General Assembly by a member NF
- To decide the establishment of permanent and temporary Ad Hoc Committees.
- To elect members of Permanent Committees
- The dissolution of the EEF
- At least one General Assembly should be held once a year.
- The invitation together with the agenda and the supporting papers should be sent to all members at least four weeks prior to the date of the session. After this deadline supporting papers and points can only be added to the agenda if the General Assembly accepts this with a 4/5 majority.
- A General Assembly should be convened at the request of the Board or of at least 1/5th of the members.
- Any proposition of a member introduced at least four weeks before the General Assembly has to be put on the Agenda.
- In order to be valid at least 1/2 of the members have to be present at a General Assembly.
As per the Belgian Law, to change Statutes or to dissolve an association, 2/3 of the members need to be present or represented at the General Assembly. However, in case this quorum is not reached (apart from the main quorum that is needed to convene the General Assembly which is ½ of the members) a second General Assembly can be organised. In this case there is no quorum requirement of 2/3 majority.
- All decisions will be taken by a simple majority. However a special majority of 2/3 of the members present is required for exclusion of a member and alterations to the statutes and a 4/5 majority of the members present is required for modification of the purpose of the association. Abstentions do not count.
- Elections shall be made by a secret ballot if one member NF so proposes. Contested elections shall always be voted by secret ballot.
- The Board is responsible for proper minutes being taken at all sessions, to be approved by the next General Assembly.
- The minutes shall be sent to member NFs not later than four weeks after the General Assembly.
Article 10. Board
A Board composed of the President, two Vice-Presidents and five members including the representative of the athlete’s, where there is one, are responsible for the governance and the representation of the EEF. The Board is competent for all matters that are not explicitly competences of the General Assembly according to article 11 of the Belgian “Loi ASBL”. The chairs of FEI regional Groups I & II are automatically members of the Board. The representative of the athlete’s has to be proposed by the athletes association.
The President or his appointed representative can represent the EEF in relation to third parties.
The President, a member of the Board or the Secretary General can be put in charge for day to day business.
There may not be more than one member of the Board from the same NF except for the representative of the athlete’s.
All candidates for a position on the Board should have the support of their NF except for the representative of the athlete’s. A NF can support a maximum of one candidate for a position on the Board.
All memberships of the Board are honorary and carry no remuneration.
The President is responsible for ensuring that the purposes and principles of the EEF are observed, and for the general supervision of all its activities.
The President shall chair the meetings of the Board. If he is unable to do so a member of the Board chosen by the members, normally a Vice-President, shall chair the meeting.
Except for the chairs of FEI regional Groups I & II, all members of the Board are elected for a term of four years. Two members should be elected in even years and three members should be elected uneven years. In case of a vacancy before the end of the term, the next General Assembly has to elect a new Board member to terminate the term. Board members may be elected for a maximum number of three times.
In case the Board is composed of an even number of members, the President has a casting vote in the Board.
Article 11. Committees
There shall be a permanent EU-committee for handling EU-matters relevant to the EEF. The mission and composition of the EU-Committee is decided by the General Assembly. Other Permanent Committees may be decided by the General Assembly. The members of Permanent Committees are elected by the General Assembly. Members of Permanent Committees are elected for a term of four years and may be elected a maximum number of three times.
Temporary Ad Hoc Committees may be decided by the Board or the General Assembly for particular purposes. The members of Temporary Ad Hoc Committees are appointed by the Board. The duration of the mandate of members of Temporary Ad Hoc Committees is decided by the Board and has to be explicitly mentioned in the nomination decision.
Representative stakeholder associations can send a representative to the meetings of the Permanent and Ad Hoc Committees. The meetings of the Committees are open. The date and place of meetings of the Committees will be announced on the EEF website.
Article 12. Official Language
English is the official language of the EEF. However as the EEF is a legal person under Belgian Law for all legal issues the French language will additionally be used.
Article 13. Financial Year
The financial year starts on the 1st January and ends the 31st December of each calendar year.
Article 14. Dissolution of the EEF
Except in case of dissolution ordered by Court, the dissolution of the EEF can only be decided by the General Assembly with a majority of at least 4/5 of the present members. The General Assembly that decides to dissolve the EEF has to appoint one or more liquidators and will decide to which association, that has a similar purpose as the EEF, the assets of the association after having settled all debts will be transferred.
Article 15. Membership conditions for Associated Members
The conditions to be accepted as Associated Members by the General Assembly of the EEF are:
- An organisation that wants to be accepted as an Associated Member has to have a legally recognised structure with statutes.
- It has to be organised in a democratic way.
- It has to be an international organisation representing at least 10 European nationalities.
- A maximum of one organisation for each discipline recognised by the EEF and category (Athletes, Organisers, Officials, …) can be accepted.
Annex I – Definitions
Athletes Association: Equestrian athlete’s association recognised by the IOC
EOC: European Olympic Committee
EU: European Union
FEI: Federation Equestre Internationale
GA: General Assembly
Major Representative Stakeholder Organisations: As stakeholders are recognized athletes, organisers, owners, officials, animal welfare organisations. They have to be organised on regional level and representative for their group.
NF: National (Equestrian) Federation
NOC: National Olympic Committe