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1. Setting up a VOPE

Section 1 contains information relevant to VOPEs in the process of founding and formalizing themselves. It also touches on important governance issues relevant to emergent and developed VOPEs. 

Click the topic header to access additional information and a rich set of resources.

The topics covered in this section include:

1.1 Founding a VOPE

  • Français [1]
  • Español [2]

    Description

 

This section will help you think through some of the initial steps that you need to take if you want to found a VOPE. You will find some valuable advice and examples under the resources listed at the end of this section.

The AEA Local Affiliates Council (2006) and Barbara Rosenstein (2013) suggest that some of the steps to take when thinking about starting a VOPE include:

 

  • Check interest and commitment on the part of the evaluation community (Via telephone, email, meetings).
  • Contact existing support organizations (Like the IOCE, other regional VOPEs, Organizations that would benefit from evaluation – e.g. government, UN offices).
  • Identify and gather local evaluators for an initial meeting and some follow up meetings.
  • Identify initial organization:
    • select a name;
    • identify a geographic region, stakeholder groups, thematic groups;
    • craft a mission or vision statement;
    • identify leadership and point of contact (this could be task groups and an executive committee);
    • compile a membership list;
    • describe past and planned activities (a good initial activity is an inaugural conference or workshop);
    • decide what the minimum organizational status is you need (the VOPE can initially be part of another institution); and
    • arrange for financial procedures – through an existing institution or through a separate bank account.
  • Apply for funding support.
  • Represent key stakeholders.
Keywords: 
Founding, Startup
AEA: Starter Kit for Local Affiliates

Here is an example of how local affiliates of the American Evaluation Assosiation (AEA) are advised to go about their founding. This is a very useful resource for VOPEs. The starter kit includes information on Leadership, Structures and Activities while also provinding examples of membership forms and by-laws. Written by:Judith Ottoson. Supporting Materials Organized by:Susan Hewitt.

 

Toolkit
Files: 
Microsoft Office document icon 1.1t1 NewAffiliatesToolKit.doc [3]
Keywords: 
AEA, Local Affiliates, Founding

The Local Affiliates Council. (2006). Starter Kit for AEA Affiliates. American Evaluation Association. Retrieved February 2, 2014, from lacaea.org website. 

Case Studies: Creating and Developing Evaluation Organisations (IOCE e-book)
Advice
Files: 
PDF icon 1.1a1 Case Studies IOCE_EvalOrgPack_Jan2007.pdf [4]
Weblinks: 
CREATING AND DEVELOPING EVALUATION ORGANIZATIONS [5]
Keywords: 
Founding

Segone, M. & Ocampo, A. (eds).  (2006). CREATING AND DEVELOPING EVALUATION ORGANIZATIONS. Lessons learned from Africa, Americas, Asia, Australasia, and Europe.

This is an IOCE e-book with case studies on how VOPEs were founded in Africa America, Asia, Australasia and Europe. Segone, M. & Ocampo, A. (eds).  (2006). Creating and Developing Evaluation Organisations. The book includes lessons learned from Africa, Americas, Asia, Australasia, and Europe.

 

Founding a VOPE: Advice from Barbara Rosenstein

Barbara Rosenstein explains how the Israeli Association for Programme Evaluation founded their VOPE. Rosenstein, B. (2013). Private email communication.

 

Advice
Files: 
File 1.1a2 Founding Advice - Founding a VOPE from Barbara Rosenstein.docx [6]
Keywords: 
Founding
SAMEA: Founding Document (2005)
Example
Files: 
File 1.1e1 SAMEA Founding Document.docx [7]
Weblinks: 
SAMEA: Founding document [8]
Keywords: 
Founding, vision, mission

South African Monitoring and Evaluation Association (2005). Founding Document. Retreived February 2, 2014, from http://www.samea.org.za/documents/SAMEA%20founding%20document.doc [8]

The South African Monitoring and Evaluation Association (SAMEA) created a founding document which outlined more than just their vision and mission, and eventually were used to incorporate the organization.

 

APEA: Vision, Mission and Objectives

 

 

Example
Files: 
PDF icon 1.1e2 APEA Objectives.pdf [9]
Weblinks: 
APEA: Objectives [10]

Asia-Pacific Evaluation Association (2013). Objectives. Retrieved February 12, 2015, from http://www.mes.org.my/apea/ [10]

The Asia Pacific Association is a relatively new VOPE and captured their vision, mission and objectives on their website. 

 

Common Nonprofit Startup Mistakes

 

 

Advice
Files: 
PDF icon 1.1a3 Common Nonprofit Startup Mistakes.pdf [11]
Weblinks: 
About.com: Common Mistakes That Nonprofit Startups Make [12]
Keywords: 
Founding, Startup

Fritz, J. Common Nonprofit Startup Mistakes. Retrieved February 04, 2014 from: http://nonprofit.about.com/od/gettingstarted/a/What-Are-The-Most-Common-... [12]

Be aware of these common mistakes applicable to not for profit organizations like VOPEs.

 

Créer une association
Trousse à outils
Files: 
PDF icon Créer une association [13]
Weblinks: 
http://www.benevolat-vaud.ch/associations/creer-une-association- [14]

http://www.benevolat-vaud.ch/liens [15]

"Ces sites internet ont été sélectionnés en fonction de leur pertinence pour l'étude et la recherche en matière de vie associative, de bénévolat et de citoyenneté. Pour l'essentiel, ce sont des portails qui facilitent l'accès à d'autres sites. Ils sont en grande majorité suisses et francophones, avec, le plus souvent des références internationales de qualité. Nous indiquons, aussi, un certain nombre de sites d'ordre didactique qui ont pour objectif la facilitation du développement de projet. "

Comment mettre sur pied un organisme
Conseils
Files: 
PDF icon Comment mettre sur pied un organisme [16]
Weblinks: 
http://www.sfm.mb.ca/uploads/1%20%20Mettre%20sur%20pied%20un%20organisme(1).pdf [17]

http://www.sfm.mb.ca/uploads/1%20%20Mettre%20sur%20pied%20un%20organisme [18](1).pdf

Initiative canadienne sur le benevolat. 

APEM: Proces verbal de l'assemblee constitutice de l'association
Example
Files: 
Microsoft Office document icon 1.1F APEM_PROCES VERBAL.doc [19]

APEM.

Process verbal de l'assemblee constitutive de l'association puor la promotion de l'evaluation au Mali (APEM).

1.2 Deciding on formalization

  • Français [20]
  • Español [21]

 Description

This section will help you to weigh up whether you should formalize the VOPE or keep on running it as an informal network.

According to Kriel (2006), most VOPEs start as informal networks and only embark on a process of formalization once it becomes necessary. Rushing into premature formalization can cause the valuable resources of a VOPE to be caught up in bureaucratic systems and processes while neglecting the essential networking functions and services of a VOPE.  Some of the arguments for and against formalizing are presented below:

The Pros and Cons of an Informal Organizational Structure are:


Pros


Cons


Supports independence and autonomy of members


Limits accountability and (therefore) participation of members, since all participation remains voluntary


Is cost-effective and does not require substantial funding


Does not allow for formal financial procedures and resource administration (e.g. does not permit membership fees being charged and obstructs resource mobilization and fundraising


Accelerates decision-making processes


Depends heavily on the personality of the convenor for strategic decisions


Is flexible


Is fragile (e.g. does not allow for the firm anchoring of the organization in civil society)


Circumvents issues of control by external partners and supporters


Hinders extension and the establishment of secure partnerships


Simplifies functioning by allowing for decentralized systems and secretariat functions based on members’ initiative


Cannot hold management and administration structures accountable

 


Prior to formalization, it might be a good idea for your VOPE to build up a track record and support base by hosting one or two events such as an evaluation seminar, or a training session in partnership with another organization which is already established.  A university, or an international organization, or a government department or a ministry, or in some cases even an open and transparent consultancy can be an initial institutional home for an informal network of evaluators and evaluation users. Quite a few of the VOPEs in Africa evolved after the African Evaluation Association hosted conferences in association with local groups of persons involved in evaluation. SAMEA is one such organization that developed after the 2004 AfrEA conference was hosted in Cape Town with the support of an independent government watchdog body.

Although a host organization may be a good institutional home for an informal network of evaluators and evaluation users, questions of independence, representivity and openness may justify the decision to incorporate as a separate legal entity.

 

Keywords: 
Formalization, Founding
AEA: Starter Kit for Local Affiliates

Here is an example of how local affiliates of the American Evaluation Assosiation (AEA) are advised to go about their founding. This is a very useful resource for VOPEs. The starter kit includes information on Leadership, Structures and Activities while also provinding examples of membership forms and by-laws. Written by:Judith Ottoson. Supporting Materials Organized by:Susan Hewitt.

 

Toolkit
Files: 
Microsoft Office document icon 1.1t1 NewAffiliatesToolKit.doc [3]
Keywords: 
AEA, Local Affiliates, Founding

The Local Affiliates Council. (2006). Starter Kit for AEA Affiliates. American Evaluation Association. Retrieved February 2, 2014, from lacaea.org website. 

Case Studies: Creating and Developing Evaluation Organisations (IOCE e-book)
Advice
Files: 
PDF icon 1.1a1 Case Studies IOCE_EvalOrgPack_Jan2007.pdf [4]
Weblinks: 
CREATING AND DEVELOPING EVALUATION ORGANIZATIONS [5]
Keywords: 
Founding

Segone, M. & Ocampo, A. (eds).  (2006). CREATING AND DEVELOPING EVALUATION ORGANIZATIONS. Lessons learned from Africa, Americas, Asia, Australasia, and Europe.

This is an IOCE e-book with case studies on how VOPEs were founded in Africa America, Asia, Australasia and Europe. Segone, M. & Ocampo, A. (eds).  (2006). Creating and Developing Evaluation Organisations. The book includes lessons learned from Africa, Americas, Asia, Australasia, and Europe.

 

RéBuSE: Plan de Travail 2012-2014
Exemple
Files: 
PDF icon 2.9 ReBUSE_PLAN DE TRAVAIL.pdf [22]

Plan de travail du RéBuSE 2012-2014.

 

La SFE c’est...
Exemple
Files: 
PDF icon 1.2_SFE_Plaquette_Presentation.pdf [23]

La SFE c’est...

Plaquette_Presentation. 

Société Française de l'évaluation (SFE).

1.3 Defining a Vision and Mission

  • Français [24]
  • Español [25]

 Description

This section will remind you of some important aspects to consider when you develop a Vision and Mission for your organization. Some examples are included among the listed resources.

When a group of evaluators decide to start a VOPE, it is natural to think about both form and function. The form of a VOPE should be decided on once the goals of the VOPE have been determined, in other words when the function of the VOPE has been defined. This means that, before a VOPE becomes too concerned about who will be the president and who will be allowed as members, its champions need to identify opportunities and priority areas for making an impact. This process defines the vision, mission and key objectives.

The AEA Local Affiliates Council (2006) provides a useful description of vision and mission statements for VOPEs:

“The purpose, mission, or vision for the group – call it what you will – is an important early step. These broad statements help clarify why the group effort is being undertaken….  Keeping that vision in mind can help sustain the group in the tasks ahead.”

The AEA Local Affiliates Council provides a list of common objectives for evaluation associations:

  • improve evaluation practice;
  • increase evaluation use;
  • promote evaluation as a profession;
  • support the contribution of evaluation to the generation of theory and knowledge about effective human action;
  • share resources;
  • enhance networking among area evaluators;
  • build a professional community;
  • enhance professional competence;
  • increase awareness of the evaluation profession;
  • link evaluators with those seeking evaluation expertise;
  • increase diversity of the evaluation profession; and
  • provide service to the community.

They caution however:

“As you develop your mission, vision, or goals, you will, of course, want to select ones that are in tune with the context, resources, and interests on your [development] ‘stage’. However you approach it, mission and goal statements map future steps.”

 

Keywords: 
vision, mission, Objectives
AEA: Starter Kit for Local Affiliates

Here is an example of how local affiliates of the American Evaluation Assosiation (AEA) are advised to go about their founding. This is a very useful resource for VOPEs. The starter kit includes information on Leadership, Structures and Activities while also provinding examples of membership forms and by-laws. Written by:Judith Ottoson. Supporting Materials Organized by:Susan Hewitt.

 

Toolkit
Files: 
Microsoft Office document icon 1.1t1 NewAffiliatesToolKit.doc [3]
Keywords: 
AEA, Local Affiliates, Founding

The Local Affiliates Council. (2006). Starter Kit for AEA Affiliates. American Evaluation Association. Retrieved February 2, 2014, from lacaea.org website. 

APEA: Vision, Mission and Objectives

 

 

Example
Files: 
PDF icon 1.1e2 APEA Objectives.pdf [9]
Weblinks: 
APEA: Objectives [10]

Asia-Pacific Evaluation Association (2013). Objectives. Retrieved February 12, 2015, from http://www.mes.org.my/apea/ [10]

The Asia Pacific Association is a relatively new VOPE and captured their vision, mission and objectives on their website. 

 

SAMEA: Founding Document (2005)
Example
Files: 
File 1.1e1 SAMEA Founding Document.docx [7]
Weblinks: 
SAMEA: Founding document [8]
Keywords: 
Founding, vision, mission

South African Monitoring and Evaluation Association (2005). Founding Document. Retreived February 2, 2014, from http://www.samea.org.za/documents/SAMEA%20founding%20document.doc [8]

The South African Monitoring and Evaluation Association (SAMEA) created a founding document which outlined more than just their vision and mission, and eventually were used to incorporate the organization.

 

Réseau Nigérien de Suivi et Evaluation (ReNSE)
Exemple
Files: 
PDF icon 1.2 ReNSE_Statuts.pdf [26]
RéBuSE: Plan de Travail 2012-2014
Exemple
Files: 
PDF icon 2.9 ReBUSE_PLAN DE TRAVAIL.pdf [22]

Plan de travail du RéBuSE 2012-2014.

 

ReNSE: Plan d'actions 2013
Exemple
Files: 
PDF icon 1.2 ReNSE_Plan d'action 2013.pdf [27]

Réseau Nigérien de Suivi et Evaluation (ReNSE).

PLAIDOYER POUR UN APPUI INSTITUTIONNEL AU ReNSE (PAIR) : Plan d'actions 2013. 

1.4 Writing Constitutions, Founding Documents and Bylaws

  • Français [28]
  • Español [29]

 Description

This section provides some ideas about formalizing your VOPE’s most basic operating rules into a constitution, founding document or set of bylaws. Some tools, advice and examples are included among the resources.

As part of the founding process your organization may want to lay down some basic rules of operation.  This is a good idea irrespective of whether you choose to become a separate legal entity by incorporating your VOPE or not. The most basic rules of operation are usually captured in a constitution, or founding document or bylaws. If your organization intends to register as a legal entity, the constitution, founding document or bylaws usually become the legal basis of operation, so it might be necessary to check that your founding document is consistent with the legislation in your context/country. 

Depending on the legal requirements applicable in your country, state or province, and the type of organization you choose (i.e. a non- profit versus a company) you might need to write a constitution, bylaws, articles and memoranda of association, or some other founding document which forms the legal and/or operational basis of your organization. It might be possible to look for constitution/bylaw templates available for registering organizations such as non-profits or Non-Governmental Organizations in your country. You may want to consult with a legal professional to get advice prior to finalizing your constitution/bylaws.  The lawyer will be able to draft your bylaws if there is not a template available.  One caution:  make sure the language is not overly complicated.

If your VOPE intends to work across different countries, it may become more complex to ensure that your constitution and/or bylaws are in compliance with all legal requirements. Also, take into account that, if you move your VOPE’s registered office from one legal jurisdiction to another, different legal requirements may apply, and you may need to rewrite your constitution/bylaws.  The easiest approach is to register or incorporate in one country, while ensuring that your activities are in compliance with all of the countries within which you operate. 

Instead of writing down all of the organization’s processes and requirements in the first draft of the constitution or bylaws, it may be possible to write up a very basic document which makes provision for adding additional policies and procedures that set out the rules for other aspects of the organization’s functioning – e.g. it may be possible to create a policy that sets out the basis for adding local or topical “chapters” or “sub-groupings” of your membership once the organization is ready for this.  This is desirable because the process for changing policies is generally easier than the process for changing constitutions and bylaws.

A constitution for a VOPE typically contains:

  • a statement of objectives, mission and vision;
  • an explanation of which persons have the legal right to become a member – you may want to think of expanding your focus beyond just evaluators, to include those who use and commission evaluations;
  • an explanation of the different types of membership categories, the rights and responsibilities of members;
  • an explanation of how the leadership and governance structure works and which people are eligible for voting, nomination and election to leadership positions, and how long they are allowed to be in the role
  • an indication of how the financial resources will be governed; and
  • an indication of how the organization will attempt to be transparent to its members, e.g. through an Annual General Meeting (AGM).
Keywords: 
Bylaws, Constitution, Policies
AEA: Starter Kit for Local Affiliates

Here is an example of how local affiliates of the American Evaluation Assosiation (AEA) are advised to go about their founding. This is a very useful resource for VOPEs. The starter kit includes information on Leadership, Structures and Activities while also provinding examples of membership forms and by-laws. Written by:Judith Ottoson. Supporting Materials Organized by:Susan Hewitt.

 

Toolkit
Files: 
Microsoft Office document icon 1.1t1 NewAffiliatesToolKit.doc [3]
Keywords: 
AEA, Local Affiliates, Founding

The Local Affiliates Council. (2006). Starter Kit for AEA Affiliates. American Evaluation Association. Retrieved February 2, 2014, from lacaea.org website. 

Community Toolbox: Writing Bylaws
Toolkit
Files: 
PDF icon 1.4t1 Community Toolbox Writing Bylaws.pdf [30]
Weblinks: 
Developing a Strategic Plan and Organizational Structure: Writing Bylaws [31]
Keywords: 
Founding, Bylaws

The Community Toolbox. Developing a Strategic Plan and Organizational Structure. Chapter 9. Developing an Organizational Structure for the Initiative. Section 7. Writing Bylaws. Retieved February 19, 2014 from http://ctb.dept.ku.edu/en/table-of-contents/structure/organizational-str... [31]

The Community Toolbox contains a rich set of information with step by step descriptions of how to develop your bylaws relevant to community health organizations.

 

Community Toolbox: Bylaws Checklist
Tool
Files: 
PDF icon 1.4t2 Community Toolbox Bylaws Checklist.pdf [32]
Weblinks: 
Developing a Strategic Plan and Organizational Structure: Bylaws Checklist [33]
Keywords: 
Founding, Bylaws

The Community Toolbox. Developing a Strategic Plan and Organizational Structure. Chapter 9. Developing an Organizational Structure for the Initiative. Section 7. Writing Bylaws. Checklist. Retieved February 19, 2014 from http://ctb.dept.ku.edu/en/table-of-contents/structure/organizational-str... [33]

The Community Toolbox put together a checklist to ensure all of the recommendations in the main resource mentioned above, has been addressed. 

 

Community of Evaluators, South Asia: Draft Operational Guidelines/By-Laws
Example
Files: 
PDF icon 1.4e4 CoE-Operational-Guidelines-By-Laws-26-March.pdf [34]
Weblinks: 
COE: Operational Guidelines/ By-Laws (Draft) [35]
Keywords: 
Bylaws, Founding

Community of Evaluators, South Asia, January 2013. Draft CoE Operational Guidelines / By-Laws. Retrieved February 17, 2014, from http://communityofevaluators.org/wp-content/uploads/2012/12/CoE-Operatio... [35]

The Community of Evaluators, South Asia is an emerging network of evaluators. Their bylaws reflects their growing status.

 

AGDEN: Examples of VOPE constitutions / bylaws.

One example. More examples can be requested from vopetoolkit@gmail.com [36].

Example
Files: 
Microsoft Office document icon AGDEN Constitution.doc [37]

1.5 Registering as a legal entity

  • Français [38]
  • Español [39]

 Description

This section will help you think through some of the initial steps that you need to take if you want to register your VOPE as a legal entity.

Once you have decided to formalize your organization, you may need to register it as a separate legal entity. Depending on the country or state or province in which you choose to register your VOPE, there might be different organization types from which to choose; each organization type is usually associated with specific legal, accounting and taxation requirements. What should be considered are structures that allow the greatest flexibility while also allowing sufficient legal status to operate a separate bank account and put potential donors’ and members’ minds at ease about the governance of the resources?

It would be wise to consult with a relevant professional with legal and/or financial accounting expertise when deciding on an appropriate legal form. In some cases, you might be able to get the services of such a person at a reduced rate if you draw on the networks at the disposal of your volunteers, and potential donor organizations. 

If your VOPE is just starting out, it may make sense to include the active members of your initial task team as the first accountability officers / directors. You would then run an election process to vote for replacement members once a certain period of time has elapsed. An election should be conducted within the first two years.

The AEA Local Affiliates Council (2006) and Barbara Rosenstein (2013) suggest that some of the steps to take are:

  • Check interest and commitment on the part of the evaluation community (via telephone, email, meetings).
  • Contact existing support organizations (like the IOCE, other regional VOPEs, Organizations that would benefit from evaluation – e.g. government, UN offices).
  • Identify and gather local evaluators for an initial meeting and some follow up meetings.
  • Identify initial organization:
    • select a name;
    • identify a geographic region;
    • craft a mission or vision statement;
    • identify leadership and point of contact (this could be task groups and an executive committee);
    • compile a membership list;
    • describe past and planned activities (a good initial activity is an inaugural conference or workshop);
    • decide what the minimum organizational status is you need (the VOPE can initially be part of another institution); and
    • arrange for financial procedures through an existing institution or through a separate bank account.
  • Apply for funding support.

You want to ensure that there is sufficient interest to support a sustainable organization prior to registering your VOPE as a formal entity.

 

Keywords: 
Legal, Founding
AEA: Starter Kit for Local Affiliates

Here is an example of how local affiliates of the American Evaluation Assosiation (AEA) are advised to go about their founding. This is a very useful resource for VOPEs. The starter kit includes information on Leadership, Structures and Activities while also provinding examples of membership forms and by-laws. Written by:Judith Ottoson. Supporting Materials Organized by:Susan Hewitt.

 

Toolkit
Files: 
Microsoft Office document icon 1.1t1 NewAffiliatesToolKit.doc [3]
Keywords: 
AEA, Local Affiliates, Founding

The Local Affiliates Council. (2006). Starter Kit for AEA Affiliates. American Evaluation Association. Retrieved February 2, 2014, from lacaea.org website. 

Madagascar: Manuel de procédures pour la création d'ONG
Exemple
Files: 
PDF icon Manuel de procédures pour la création d'ONG et les conseils régionaux d'ONG [40]
Weblinks: 
http://madagascar-interculturel.e-monsite.com/medias/files/manuel-procedure-crea... [41]

Manuel de procédures pour la création d'ONG et les conseils régionaux d'ONG.

1.6 Establishing a membership policy and membership register

  • Français [42]
  • Español [43]

  Description

This section will help you to think through some aspects relating to the establishment of a membership policy, and provide some examples of how VOPEs handle their membership.

The members of your VOPE are the heartbeat of your organization and, as such, your VOPE should strive to communicate and engage members on an ongoing basis.  To this end a Membership Register and Policy should be developed and maintained.  Once the membership policy is established, the actual running of a membership administration system can be planned and implemented.

The membership policy of your VOPE will inform prospective members of the benefits and the services they can enjoy if they join your organization.  The Australian Evaluation society makes the following call for participation in their organization on their website:   “If these services and benefits enhance your professional profile and support your professional development join the Australasian Evaluation Society.” (Australian Evaluation Society webpage at www.aes.asn.au/ [44] join-the-aes/service-and-benefits).

Your organization should in the membership policy include some of the following aspects:

  • benefits and services;
  • membership types (and include the requirements, benefits and fees for each type);
  • requirements for becoming a member (if any); and
  • process of joining.

Many VOPEs have categorized members into different membership types, enabling them to tailor membership fees and benefits to the various requirements of potential members.  For example, your VOPE might make provision for student members to join at a lower registration fee than regular members, or organizations to pay a yearly fee allowing all their employees to benefit from the VOPE.  It is important to clarify and define the most important membership types in detail before attempting to administer the membership system.  Here is a list of some membership types you might consider:

  • Regular.
  • Student.
  • Joint – Members who join one Evaluation Association are able to join another organization at no cost or at a lower fee (e.g. AEA and CES: “For those whose primary membership is with the Canadian Evaluation Society. CES Joint Standard Membership ($75) includes subscriptions to two hard copy and four electronic journals. CES Joint E-Membership ($65) includes only electronic access to four journals.”) (American Evaluation Association webpage at http://www.eval.org/p/cm/ld/fid=15 [45]).
  • Organization – Organizations which conduct evaluations.
  • Organizational – Organizations which commission evaluations.
  • Non-Member Guest Registration – AEA provides access to guests to the website in the following manner:  “If you are looking to create a profile and find out more about AEA, please register for the website as a non-member guest and you will be issued limited access to the site. As a non-member guest you can register for events as a non-member and also upgrade to a full member at any time.” (American Evaluation Association webpage at http://www.eval.org/p/cm/ld/fid=15 [45]).

You might further have some requirements, namely a registration process potential members need to adhere to in order to qualify as a member.  It is important to document these requirements as well.  The Australian Evaluation Association requests their potential members to read through the AES Code of Ethical Conduct before completing their membership application.

A membership register provides information about the members of your VOPE.  Decisions need to be made on how to make this information available and you should make members aware of your policy on the access to membership information.  You might want to restrict access to your membership register to other registered members or alternatively require individual members to make a choice as to whether they want their contact details published on a website or not.

Keywords: 
Membership, Member Benefits, Individual Members
AES: Services and benefits for members
Example
Files: 
PDF icon 1.6e1 AES - Services and benefits.pdf [46]
Weblinks: 
AES: Member Services and Benefits [47]
Keywords: 
Membership, Member Benefits

AES: Service and Benefits. Retrieved February 10, 2015, from http://www.aes.asn.au/join-the-aes/services-and-benefits.html [47]

The Australasian Evaluation Society (AES) list the service and benefits their members can enjoy on their website.

 

EES: Membership benefits
Example
Files: 
PDF icon 1.6e3 EES - Benefits.pdf [48]
Weblinks: 
EES: Membership benefits [49]
Keywords: 
Membership, Member Benefits

EES: EES membership benefits.  Retreived September 25, 2014, from http://europeanevaluation.org/membership/benefits [49]

The European Evaluation Society (EES) list the service and benefits for different types of members on their website.

 

AEA: Member Types and fees
Example
Files: 
PDF icon 1.6e4 AEA - American Evaluation Association _ Join AEA.pdf [50]
Weblinks: 
AEA: Member types and fees (Feb 2015) [45]
Keywords: 
Membership

AEA: JOIN AEA. Retrieved Feb 10, 2015 from http://www.eval.org/p/cm/ld/fid=15 [45]

The American Evaluation Society (AEA) publishes information on the different types of members and the relevant fees on their website.

 

AES: Organisational Membership
Example
Files: 
PDF icon 1.6e2 AES - Join the AES - Organisational Member.pdf [51]
Weblinks: 
AES: Organisational membership [52]
Keywords: 
Membership

AES: Benefits for Organisaional Members. Retreived February 14, 2015, from http://www.aes.asn.au/organisational-membership.html [52]

The Australasian Evaluation Society (AES) highlights the service and benefits organisational members can enjoy. 

 

RéBuSE: Procès verbal (PV) de renouvellement de bureau exécutif du RéBuSE
Conseils
Files: 
PDF icon Procès verbal (PV) de renouvellement de bureau exécutif du RéBuSE [53]

Réseau Burkinabé de Suivi et d’Evaluation (RéBuSE). 2012. 

RéBuSE: Depliant
Example
Files: 
PDF icon 1.6 ReBUSE_Depliant 1.pdf [54]
PDF icon 1.6 ReBUSE_Depliant 2.pdf [55]
Discussion: How to increase membership of a young VOPE

This resource is a link to a  long e-discussion on the gendereval.ning.com forum in which an amazing variety of our colleagues around the world have shared experiences and suggestions on the topic of “How to increase membership of a young VOPE.”  Jim Rugh makes the following comments about this discussion: Really good gems within that long forum!  Including (among others) from Ziad Moussa, Mark Abrahams, Silvia Salinas Mulder, Laura Gagliardone and others as well as a very insightful and comprehensive document; “The 10-Point VOPE Membership Recruitment Strategy” posted by Awuor Ponge on June 29, 2017. "

Advice
Files: 
Microsoft Office document icon Awour Ponge (2017) 10 Point Vope membership recruitement strategy [56]
Weblinks: 
Link to discussion on Gender and Evaluation Forum [57]

http://gendereval.ning.com/forum/topics/seeking-feedback-on-how-to-incre... [57]

 

1.7 Hosting Annual General Meetings

  • Français [58]
  • Español [59]

Description

This section provides a description of why a VOPE needs to hold an Annual General Meeting (AGM), and links to a variety of tools, toolkits and examples to help you prepare for your VOPE’s AGM.

It is typical for VOPEs and other non-profit organizations to have an Annual General Meeting at least once a year – during which:

  • The VOPE leadership reports back to VOPE members and other interested parties on progress and finances.
  • New VOPE leadership is elected or the results of an online election process is shared.
  • Changes to the core organizational documents (like the constitution or bylaws, code of conduct, professional guidelines) are approved by  members in good standing.

Requirements for an AGM may be spelled out in your VOPE’s constitution or other (legal) documents. This usually determines the agenda, frequency of meetings, the notice period for meetings, the minimum number of people required to constitute a quorum at an AGM, the records (such as minutes and attendance registers) that must be kept, and voting processes.

An AGM is usually conducted as a face-to-face meeting where members and leadership congregate, but depending on the nature of your VOPE and the resources at your disposal, you may want to consider alternatives:

  • Consider hosting your face-to-face meeting as an additional event after a seminar or conference or other event where a large pool of your membership is likely to congregate. This saves money spent on travelling to the AGM, and makes it more likely that your members will engage with the meeting.
  • If your membership is dispersed geographically, you may consider hosting an online AGM using online meeting software. The IOCE typically hosts its AGM in this way.
  • Or you may want to use a hybrid approach where the AGM is face-to-face with a number of members, but for example live-streamed, and where voting can also take place online.

 It is important to prepare adequately for the AGM. This means that you:

  • have arranged the venue and logistics for the meeting;
  • have prepared the relevant financial and progress reports;
  • have sent out the necessary notices to members;
  • have circulated a draft agenda (as per the constitution or bylaws) to members for approval and input;
  • have informed members of any matters that will be put to vote;
  • have allocated responsibility for chairing the meeting and presentations, handling attendance register and voting, taking minutes, ensuring that the meeting runs according to the provisions of the constitution, planning for contingencies (like a suddenly sick treasurer);
  • have on hand the necessary printed copies of reports (which may have been circulated prior to the meeting);
  • have prepared an attendance register clearly distinguishing between members in good standing (and those with the right to vote) and non-members (if legislation for protecting the privacy of individuals is applicable in your country, ensure that the information you collect on the attendance register is in compliance with the stipulations); and
  • have set clear deadlines for post-AGM follow-up, meeting minutes and voting results/decisions to be made available to the members.

Typical topics/agenda points discussed at an AGM:

  • meeting minutes of the previous AGM;
  • accepting the agenda or making last minute adjustments;
  • Chair’s report;
  • introduction to AGM, the leadership, strategic elements of work – like changes to bylaws, constitution, membership etc. and elections for leadership positions;
  • Secretary’s report;
  • reporting on activities and matters since the last AGM, and already approved activities and matters for the time ahead;
  • financial reconciliation and upcoming budget;
  • any voting on decisions to be made, new committee members etc.; and
  • any other business.

 

Keywords: 
AGM, Annual Report
Alberta Agriculture and Rural Development: Preparing for your (AGM)
Toolkit
Files: 
PDF icon 1.7t2 Founding - Preparingforyourannualgeneralmeeting(1).pdf [60]
Weblinks: 
Alberta Agriculture and Rural Development Ministry: Preparing for your AGM [61]
Keywords: 
AGM

Alberta Agriculture and Rural Development Ministry. Preparing for your Annual General Meeting (AGM). Retreived February 20, 2014, from http://www1.agric.gov.ab.ca/ [62]$department/deptdocs.nsf/all/rsv11667/$FILE/preparingforyourannualgeneralmeeting.pdf

The Alberta Agriculture and Rural Development Ministry prepared a checklist which has some useful ideas for preparing for an AGM from as early as 3 months prior to the meeting.

Resource Centre: Organise Meetings
Toolkit
Files: 
PDF icon 1.7t4 Resource Centre Organising meetings.pdf [63]
Weblinks: 
Resource Centre: Making your group work well: Organising meetings [64]
Keywords: 
AGM

Resource Centre. Making your group work well. Organising meetings. Retreived February 20, 2014,  from http://www.resourcecentre.org.uk/information-category/making-your-group-... [64]

The UK based Resource Centre for Community Groups, prepared a useful toolbox on preparing for public meetings, relevant to community based organizations like crèches. Some of this information is useful to VOPEs too.

 

EES: Notice of AGM
Example
Files: 
PDF icon 1.7e1 EES _ AGM Notice.pdf [65]
Weblinks: 
EES: Notice of Annual General Meeting 2014 [66]
Keywords: 
AGM

European Evaluation Society. Notice of Annual General Meeting, Paris, France. 7 March 2014. Retreived February 20,2014, from http://europeanevaluation.org/news/annual-general-meeting-paris-france [66]

The European Evaluation Society (EES) published this notice about its AGM on its website.

 

IOCE: AGM Materials
Example
Files: 
PDF icon 1.7e2 IOCE_AGM Materials IOCE_AGM2012_Presentation.pdf [67]
Weblinks: 
IOCE: AGM Materials (2012) [68]
Keywords: 
AGM

IOCE AGM Materials, December 2012. Retreived February,20, 2014 from http://www.ioce.net/download/agm/2012/IOCE_AGM2012_Presentation.pdf [68]

 

The IOCE prepared the following set of documents for its 2012 AGM which was held as a webinar, followed by a week’s email discussion.

 

IDEAS: Minutes of Annual General Meeting
Example
Files: 
Microsoft Office document icon 1.7e3 AGM Minutes IDEAS Annual General Meeting (5) Ottawa 2008.doc [69]
Weblinks: 
IDEAS: Minutes of AGM Ottawa 2008 [70]
Keywords: 
AGM, Minutes

IDEAS MINUTES OF ANNUAL GENERAL MEETING. DATE: 03 July 2008, TIME: 17:30 hrs, VENUE: IPDET, Ottawa, Canada. Retreived February 20, 2014, from http://ow.ly/tOACi [70]

 

IDEAS made the following minutes available of their 2008 AGM.

 

AES: Annual Report (2012-2013)
Example
Files: 
PDF icon 1.7e4 AES_annualReport_2012_13_web.pdf [71]
Weblinks: 
AES: Annual Report (2012-2013) [72]
Keywords: 
Annual Report

Australasian Evaluation Society Annual Report (2012-2013). Retrieved February 20, 2014, from http://www.aes.asn.au/images/stories/files/About/Annual%20Reports/AES_an... [72]

The American Evaluation Society (AES) published a beautiful and comprehensive annual report on their website in 2012.

 

CES: AGM Minutes, Financial and Annual reports
Example
Files: 
PDF icon 1.7e5 CES - List of Annual reports, Financial Statements and AGM.pdf [73]
Weblinks: 
CES: List of Annual and Financial reports and Minutes of AGM's [74]
Keywords: 
Annual Reports, Financial Statements, AGM

Canadian Evaluation Society (CES). List of Annual Reports, Financial Statements and AGM's. Retrieved February,10, 2015 from http://old.evaluationcanada.ca/site.cgi?s=2&ss=2&_lang=en4   [75]

The Canadian Evaluation Society (CES) every year makes available their AGM minutes, financial reports, and annual reports. All these documents are published on the website.  

 

RenSE: Compte rendu de l'Assemblee Generale. 14 Avril 2012
Exemple
Files: 
PDF icon 1.7F RenSE_CR_AG_14avril2012_Version Finale.pdf [76]

Réseau Nigérien de Suivi et Evaluation (ReNSE).

COMPTE RENDU DE L’ASSEMBLEE GENERALE DU ReNSE 14 AVRIL 2012

http://www.rense-niger.org/ [77]

 

RNEB: Invitation à I'Assemblée Générale
Exemple
Files: 
PDF icon 1.7F_RNEB_INVITATION A L'AG 2014.pdf [78]

Réseau National des Evaluateurs du Burundi (RNEB). 

 Invitation à I'Assemblée Générale. 2014.

SEVAL: Invitation à l’Assemblée générale et au Congrès annuel 2013
Exemple
Files: 
PDF icon 1.7F SEVAL_AG13-convocation-membres.pdf [79]

Invitation à l’Assemblée générale et au Congrès annuel 2013 de la SEVAL sur le thème: "Evaluation et (Nouveau) Management Public - parallèles et synergies".


Source URL (modified on 09/19/2018 - 08:54): https://vopetoolkit.ioce.net/en/section/1-setting-vope

Links
[1] https://vopetoolkit.ioce.net/fr/section/11-fonder-une-vope
[2] https://vopetoolkit.ioce.net/es/section/11-fundacion-de-una-vope-0
[3] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1t1%20NewAffiliatesToolKit.doc
[4] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1a1%20Case%20Studies%20IOCE_EvalOrgPack_Jan2007.pdf
[5] http://www.ioce.net/en/PDFs/VOPEStudies/IOCE_EvalOrgPack_Jan2007.pdf
[6] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1a2%20Founding%20Advice%20-%20Founding%20a%20VOPE%20from%20Barbara%20Rosenstein_0.docx
[7] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1e1%20SAMEA%20Founding%20Document.docx
[8] http://www.samea.org.za/documents/SAMEA%20founding%20document.doc
[9] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1e2%20APEA%20Objectives_0.pdf
[10] http://www.mes.org.my/apea/
[11] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1a3%20Common%20Nonprofit%20Startup%20Mistakes.pdf
[12] http://nonprofit.about.com/od/gettingstarted/a/What-Are-The-Most-Common-Mistakes-That-Nonprofit-Startups-Make.htm
[13] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1ef%20%28tk%20correct%29.pdf
[14] http://www.benevolat-vaud.ch/associations/creer-une-association-
[15] http://www.benevolat-vaud.ch/liens
[16] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1a%28advise%29.pdf
[17] http://www.sfm.mb.ca/uploads/1%20%20Mettre%20sur%20pied%20un%20organisme(1).pdf
[18] http://www.sfm.mb.ca/uploads/1%20%20Mettre%20sur%20pied%20un%20organisme
[19] https://vopetoolkit.ioce.net/sites/default/files/resources/1.1F%20APEM_PROCES%20VERBAL.doc
[20] https://vopetoolkit.ioce.net/fr/section/12-decider-dune-formalisation
[21] https://vopetoolkit.ioce.net/es/section/12-determinacion-de-su-caracter-oficial
[22] https://vopetoolkit.ioce.net/sites/default/files/resources/2.9%20ReBUSE_PLAN%20DE%20TRAVAIL.pdf
[23] https://vopetoolkit.ioce.net/sites/default/files/resources/1.2_SFE_Plaquette_Presentation.pdf
[24] https://vopetoolkit.ioce.net/fr/section/13-definir-une-vision-et-une-mission
[25] https://vopetoolkit.ioce.net/es/section/13-definicion-de-una-vision-y-una-mision
[26] https://vopetoolkit.ioce.net/sites/default/files/resources/1.2%20ReNSE_Statuts.pdf
[27] https://vopetoolkit.ioce.net/sites/default/files/resources/1.2%20ReNSE_Plan%20d%27action%202013.pdf
[28] https://vopetoolkit.ioce.net/fr/section/14-rediger-des-constitutions-des-documents-fondateurs-et-des-statuts
[29] https://vopetoolkit.ioce.net/es/section/14-creacion-de-constituciones-documentos-de-fundacion-y-reglamentos-0
[30] https://vopetoolkit.ioce.net/sites/default/files/resources/1.4t1%20Community%20Toolbox%20Writing%20Bylaws.pdf
[31] http://ctb.dept.ku.edu/en/table-of-contents/structure/organizational-structure/write-bylaws/main
[32] https://vopetoolkit.ioce.net/sites/default/files/resources/1.4t2%20Community%20Toolbox%20Bylaws%20Checklist.pdf
[33] http://ctb.dept.ku.edu/en/table-of-contents/structure/organizational-structure/write-bylaws/checklist
[34] https://vopetoolkit.ioce.net/sites/default/files/resources/1.4e4%20CoE-Operational-Guidelines-By-Laws-26-March.pdf
[35] http://communityofevaluators.org/wp-content/uploads/2012/12/CoE-Operational-Guidelines-By-Laws-26-March.pdf
[36] mailto:vopetoolkit@gmail.com
[37] https://vopetoolkit.ioce.net/sites/default/files/resources/AGDEN%20Constitution.doc
[38] https://vopetoolkit.ioce.net/fr/section/15-enregistrer-une-entite-juridique
[39] https://vopetoolkit.ioce.net/es/section/15-registro-como-entidad-legal-0
[40] https://vopetoolkit.ioce.net/sites/default/files/resources/1.5a%28Example%29.pdf
[41] http://madagascar-interculturel.e-monsite.com/medias/files/manuel-procedure-creation-ong.pdf
[42] https://vopetoolkit.ioce.net/fr/section/16-etablir-une-politique-et-un-registre-dadhesion
[43] https://vopetoolkit.ioce.net/es/section/16-establecimiento-de-una-normativa-y-un-registro-de-afiliacion-0
[44] http://www.aes.asn.au/
[45] http://www.eval.org/p/cm/ld/fid=15
[46] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6e1%20AES%20-%20Services%20and%20benefits.pdf
[47] http://www.aes.asn.au/join-the-aes/services-and-benefits.html
[48] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6e3%20EES%20-%20Benefits.pdf
[49] http://europeanevaluation.org/membership/benefits
[50] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6e4%20AEA%20-%20American%20Evaluation%20Association%20_%20Join%20AEA.pdf
[51] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6e2%20AES%20-%20Join%20the%20AES%20-%20Organisational%20Member.pdf
[52] http://www.aes.asn.au/organisational-membership.html
[53] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6%20ReBUSE_PV%20election.pdf
[54] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6%20ReBUSE_Depliant%201.pdf
[55] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6%20ReBUSE_Depliant%202.pdf
[56] https://vopetoolkit.ioce.net/sites/default/files/resources/1.6a_awour_ponge_the10pointvopemembershiprecruitmentstrategy_on_june_29_2017.doc
[57] http://gendereval.ning.com/forum/topics/seeking-feedback-on-how-to-increase-membership-of-a-young-vope?id=6606644%3ATopic%3A65661&page=3#comments
[58] https://vopetoolkit.ioce.net/fr/section/17-accueillir-des-assemblees-generales-annuelles
[59] https://vopetoolkit.ioce.net/es/section/17-organizacion-de-juntas-generales-ordinarias-anuales-0
[60] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7t2%20Founding%20-%20Preparingforyourannualgeneralmeeting%281%29.pdf
[61] http://www1.agric.gov.ab.ca/$department/deptdocs.nsf/all/rsv11667/$FILE/preparingforyourannualgeneralmeeting.pdf
[62] http://www1.agric.gov.ab.ca/
[63] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7t4%20%20Resource%20Centre%20Organising%20meetings.pdf
[64] http://www.resourcecentre.org.uk/information-category/making-your-group-work-well/organising-meetings/
[65] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7e1%20EES%20_%20AGM%20Notice.pdf
[66] http://europeanevaluation.org/news/annual-general-meeting-paris-france
[67] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7e2%20IOCE_AGM%20Materials%20IOCE_AGM2012_Presentation.pdf
[68] http://www.ioce.net/download/agm/2012/IOCE_AGM2012_Presentation.pdf
[69] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7e3%20AGM%20Minutes%20IDEAS%20Annual%20General%20Meeting%20%285%29%20Ottawa%202008.doc
[70] http://ow.ly/tOACi
[71] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7e4%20%20AES_annualReport_2012_13_web.pdf
[72] http://www.aes.asn.au/images/stories/files/About/Annual%20Reports/AES_annualReport_2012_13_web.pdf
[73] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7e5%20CES%20-%20List%20of%20Annual%20reports%2C%20Financial%20Statements%20and%20AGM.pdf
[74] http://old.evaluationcanada.ca/site.cgi?s=2&ss=2&_lang=en
[75] http://old.evaluationcanada.ca/site.cgi?s=2&ss=2&_lang=en4  
[76] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7F%20RenSE_CR_AG_14avril2012_Version%20Finale.pdf
[77] http://www.rense-niger.org/
[78] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7F_RNEB_INVITATION%20A%20L%27AG%202014.pdf
[79] https://vopetoolkit.ioce.net/sites/default/files/resources/1.7F%20SEVAL_AG13-convocation-membres.pdf