update booklet 2018-01

EUROPEAN YOUTH PARLIAMENT

Updates FOR THE MEETING OF THE BOARD OF NATIONAL COMMITTEES ON APRIL 13TH – 15TH 2018, BERLIN

Booklet updated on: 1-Apr-18

European Youth Parliament 2

Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget Friday, 13th of April 10:00 – 11:45 Training & Networking time 11:45 – 12:30 Lunch & Registration 12:30 – 13:00 Introductions & Opening of Meeting 13:00 – 14:00 Update by the International Office 14:00 – 14:15 Coffee Break 14:15 – 15:00 I: Withdrawal of recognition of EYP Kosovo 15:00 – 15:15 Words of Welcome by our hosts 15:15 – 15:45 II: EYP Denmark compliance after probation year 15:45 – 16:00 Coffee Break 16:00 – 16:30 Update by the BNC Board 16:30 – 17:15 III: Update of the BNC Working Procedure 17:15 – 17:30 Coffee Break 17:30 – 18:15 XIV: Online Voting in International Governance 18:15 – 19:00 IV: The future of trainings in EYP 19:00 – Dinner – followed by a treasure hunt

Saturday, 14th of April 09:45 - 10:00 Opening of the Meeting day 10:00 – 11:00 Update by the Governing Body 11:00 – 11:45 VI: Modification of the Policy on Councils 11:45 – 12:00 Coffee Break 12:00 – 13:00 Finance Updates by the Governing Body and

International Office 13:00 – 14:00 Lunch

14:00 – 15:45 VII: Workshops – Discussion Block 15:45 – 16:00 Coffee Break 16:00 – 17:00 VIII: Assessing the needs of NCs regarding

international governance 17:00 – 17:30 IX: Charter Change – Teacher Election Procedure 17:30 – 17:45 Coffee Break 17:45 – 18:30 X: Data protection within the EYP network 18:30 – 19:00 XI: Modification of the Policy on International

Sessions Concerning Age Restrictions 19:00 – Dinner – followed by a tour of the Bundestag

Sunday, 15th of April 08:45 – 09:00 Opening of the Meeting day 09:00 – 09:45 XII: Participant Welfare Guide 09:45 – 10:45 XIII: Draft EYP Code of Ethics 10:45 – 11:00 Coffee Break 11:00 – 11:45 V: Rethinking the communication of Calls to

the EYP network 11:45 – 12:45 XV: Changes to the Policy on Selection of International

Session Officials 12:45 – 13:45 Lunch 13:45 – 14:45 XVI: Update of the Policy on Code of Conduct 14:45 – 15:30 XVII: Workshops – Presentation Block 15:30 – 16:00 Summary & Outlook 16:00 – Departures

Table of ContentsTable of Contents ....................................3

UPDATES BY THE INTERNATIONAL OFFICE ....................................................................5

A: International Governance and Organisational Development ..................6B: Development and training in EYP ........8C: Communication and Corporate identity ....................................................9D: EYP Member Platform ....................... 11E: International Sessions ....................... 12F: BASES – Building a Strong European Society .................................................. 15G: Partnership management and fundraising ............................................ 17H: Administration, staff and office......... 19EYP Annual Budget 2018 ....................... 20A: International Governance and Organisational Development ................ 21B: Development and Training in EYP ..... 21C: Communication and Corporate Identity .................................................. 22D: Member Platform .............................. 22E: International Sessions ....................... 22

F: BASES – Building a Strong European Society .................................................. 23G: Partnership Management and Fundraising ........................................... 23H: Administration, Staff and Office ....... 23SUMMARY OF BUDGET EXPENDITURE 2018 ...................................................... 24

Update by the Governing Body Overview of decisions by the Governing Body ...... 26

A: International Sessions ...................... 27B: National Committees & BNC ............. 28C: Internal ............................................. 29D: Councils ............................................ 29

Update by the Governing Body Overview of portfolios and projects of the Governing Body ...................................... 31

A: Outreach & Inclusion (Anthony) ........ 32B: Fundraising & Financing (Ioanna) ..... 32C: NC Relations & Network Management (Marek) ................................................. 33D: International Governance (Maria & Marek) ................................................... 34E: EYP Events & Participants (Maria) ..... 35

F: Strategic Partnerships, Communications & External Representation (Noura) ........................ 36G: EYP Identity (Philippa) ...................... 37

Update by the BNC Board Projects and Portfolios of the Board of the BNC ........ 39

A: Preparation of the BNC Meeting ........ 40B: Working Groups (WG)1 ....................... 41C: Administrative Maintenance & Other Projects ................................................. 42

Update by the BNC Board Policy passed/discussed and open debates from BNCM17-02 .............................................. 44Update by the BNC Board Policy passed/discussed at the october 2017 online vote .............................................. 48Update by the BNC Board Policy passed/discussed and open debates from BNCM17-01 .............................................. 49

Notes ..................................................... 52


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget

! Update tasks which are highlighted in a light blue colour will be discussed further dur-ing the Updates section of the Spring 2018 BNC Meeting, which means that questions from the BNC about these points will be possible during the debates held after each sec-tion has been presented. Update tasks which are not highlighted will not be part of the Update Presentation, however questions about these tasks can still be addressed to – and are welcomed by – the International Office during the informal Networking Activities.


UPDATES BY THE INTERNATIONAL OFFICE This update covers mostly the time period of November 2017 – March 2018. It is structured in the following sections:

A. International Governance and Organisational Development

B. Development and training in EYP

C. Communication and Corporate identity

D. EYP Member Platform

E. International Sessions

F. BASES – Building a Strong European Society

G. Partnership management and fundraising

H. Administration, Staff and Office

The updates reflect the status as per 14 March 2018.


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget A: International Governance and Organisational Development (You can write an intro to the project/whatever here. It is not necessary by any means.)

Status Task Progress and outlook Start-End

A1 P NC Support in general The entire team regularly helps NCs who get in touch with us at the office with various requests and questions. This includes support with the development of fundraising materials, suggesting funding opportunities for NCs, and various other aspects.

ongoing

A2 P NC Support Fund 2017 The NCs’ reporting for the NC Support Fund 2017 was expected by 31.1.2018. There were several NCs that did not manage to hand in their reporting on time. Administration of the NC support fund requires a lot of resources on the IO’s side.

Jan - Mar

A3 P NC Support Fund 2018 At the time this update was due the details of the NC support fund 2018 were not clear yet, but a first round of funding will be made available in the first half of 2018. A verbal update will be given at the BNC meeting.

Apr - Dec

A4 F Board Transition Package Has been put together, published on the Member Platform and is being sent out to new boards. The RDC suggested also sending it to the outgoing boards. For that purpose, a question on the ex-pected term ends of boards has been included in the census 2017.

Jan-Dec

A5 P BNC Spring Meeting 2018 The BNC will meet 13-15 April, 2018. The office is arranging the logistical setup of the BNC meeting and the registration process. Preparations have been made regarding the meeting venue, the ac-commodation, and the registration process.

Jan-April

A6 P Alumni work

We have launched a new Facebook group https://www.facebook.com/groups/eypalumni

The group is meant for EYPers who are NOT active anymore.

A first big international ALUMNI reunion event in Berlin will happen on June 15-16th in Berlin.

Alumni Happy hours in 5 cities Brussels, Paris, Prague, Washington, Kyiv are scheduled and coordinated by local organisers, NC boards with Office’s support.

Anya has also conducted the first webinar of the year on alumni activities.

ongoing

A7 P Support for the EYP Councils IO project managers supported the 2017 councils with their handover and reporting tasks and are now providing assistance to the 2018 Councils for kicking off their work.

Ongoing

A8 P International Strategy Measures

With the GB taking the lead, we are regularly providing input and comments throughout the de-velopment of the international measures for the new strategy, and conducted several meetings with the team to discuss them.

• Template certificates for Participants, volunteers (session officials) were published in December 2017; for decision makers (international governance and NC Boards) it

Nov - March


was decided to offer writing recommendation letters instead of preparing generic certificates.

• The Fundraising Summit took place on Dec 1-3, 2017 with 12 participants. It was evaluated very favourably, and we will follow-up with participants to further develop their fundraising projects in 2018.

• Transition Package for new boards: see above.

• Knowledge Sharing. The Office decided to seek external consultation on the topic, from the student consulting “firm” 180°, and currently working with the SOAS Lon-don 180° Chapter to receive advice.

• Develop new evaluation form and consult BNC. The Office is currently working with an expert to consolidate the standard evaluation form and process, with the aim of providing a standard evaluation toolkit as well as guidance on how to measure im-pact and assure quality.

A9 P Working together with the GB and the BNC Board

Lukas acts as the day-to-day contact person for the GB and the BNC Board, regularly giving them input and working together with them. Ongoing

A10 P EYP Census 2017

The 2017 EYP Census was prepared, based on input that was collected at the autumn BNC meet-ing, input from the GB and the office team. The survey was sent out in December 2017 and we are currently following up with NCs who have not submitted (complete) data yet, as well as quality checking and analysing the data we received.

Ongoing


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget B: Development and training in EYP (You can write an intro to the project/whatever here. It is not necessary by any means.)


B1 P Knowledge Sharing Skypes

The IO put together a training curriculum for 2018 and will involve various staff members as well as Councils and other actors in the implementation of the trainings. 13 Webinars are planned to take places throughout the year. Trainings are open to the entire network, and are especially ben-eficial for board members and/or HOs. A short summary and evaluation report on the webinars 2017 was published in the beginning of the year 2018.

Noteworthy: We would like to encourage all NCs to participate in the webinars when possible, also for the sake of knowledge-exchange and fostering cooperation between NCs.

B2 P Summer Academy 2018 The Summer Academy next host has been chosen. The event in 2018 will take place in Nis, Serbia on 5-9.09.2018. The HO’s Prep Meeting has taken place in Berlin on 3-4.03. 2018. The Mercator budget is secured and the HO team is currently looking for possibilities in European funding.

Septem-ber 2017 - ongoing

B3 P EYP Guides

With a rapidly expanding network, the importance of knowledge sharing increases, and one of the ways to spread knowledge amongst NCs and EYPers in general are guides and written documents. The International Office is gathering and uploading them to the Info Section of the Member Plat-form. In order to streamline the process of publication and to make it easier to track the different guides, the IO developed some basic requirements for guides that can be found at the very begin-ning of the page. During a meeting in January 2018 all media guides have been consolidated into an official Media Team guide that was published on the Member Platform. The IS organising guide has been thoroughly updated, many new sections, including on fundraising with the embassies, and working with experts, have been added. We are currently working on an updated version of the communication manual, set to be finalised in early 2018.

Noteworthy: There is still a number of various guides and documents that are circulated in the network but never reach the IO to be published on the member platform. All NCs are encouraged to let us know about any materials they would find useful to share on the Member Platform.

Ongoing


C: Communication and Corporate identity (You can write an intro to the project/whatever here. It is not necessary by any means.)


C1 P Website We are currently in the process of designing the new website. To be finalised in April/May 2018 along with a template for NCs.

Ongoing

C2 P Newsletter We have had a successful relaunch of the newsletter with quarterly newsletter emails being sent out to EYP members and alumni.

Ongoing

C3 P Facebook: EYP Page, EYP Opportuni-ties, EYP Sessions; EYP Teachers

Every week, we update the Facebook page with several posts presenting the work of the Office, as well as activities and developments in the EYP network. In addition, the International Office is ad-ministering the group EYP Opportunities; EYP Sessions; and the EYP teachers page, approving new members and posting news.

Ongoing

C4 P Social Media Development We’re currently using Facebook, Twitter & Instagram, with almost daily updates. The reach of the office Social Media is around 100 000.

Ongoing

C5 P Templates Small template adjustments have been made according to the ongoing needs. A press release template and 4-pager for fundraising purposes have been developed and are ready for use by NCs.

Ongoing

C6 P EYP Communication Strategy The EYP Communication Strategy is undergoing layouting work and will be published in April. Ongoing

C7 P EYP Brochure

Since the Annual Report of the Schwarzkopf Foundation is now available in English and can be also used for EYP purposes, we decided to produce for EYP not another Annual Report, but rather a shorter and smaller EYP brochure (12-14 pages) to briefly introduce the network and for use as a general fundraising resource. The aim of the brochure is to give mostly visual insights into what EYP is and present the network with general numbers so the brochure can be used for the next 1-2 years. An initial version has been developed by the layouter and will be further developed, and we are aiming to finalise the publication in early 2018.

Ongoing

C8 P Media Team Guide Media Team Guide has been finalised and was published in January 2018. Ongoing



C9 P Communication Manual An updated version is planned to be published in early 2018, together with the new numbers about the network, a new/extended chapters about data protection and press work and a re-newed chapter on social media based on the current developments.

Ongoing


D: EYP Member Platform (You can write an intro to the project/whatever here. It is not necessary by any means.)


C1 P Coming updates in spring 2018

A lot of work still remains on the Member Platform to develop all features to the ideal state. In 2018, we will carry through a next development round with a small investment. A priority in 2018 will however be to ensure that the platform is in compliance with the EU’s General Data Protec-tion Regulation (GDPR). To this aim, we will add a general terms of use (to be displayed in a pop-up window where users need to confirm their consent), a function to create e-mails to all mem-bers, and better user management functionality (adding the ability for us to delete user data more easily if requested).

Ongoing

C2 P Constant work on problem reports and requests

Every day, a number of problem reports and general e-mails concerning the platform reach our office. They have to be evaluated, whether it is about a problem the user has with dealing with the platform which can be solved by us or the user themselves, or whether it is a bigger problem that has to be forwarded to the external service provider who conducts the development of the plat-form, CB.e.

Ongoing

C3 P Further Developments There is still a lot of potential for further enhancing the platform and we always welcome EYPers to approach us with new ideas.


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget E: International Sessions (You can write an intro to the project/whatever here. It is not necessary by any means.)


E1 F Call for bids Autumn 2019

EYP Germany and the city of Hamburg was selected to host the 91st international session. Pascale Chehadeh and Kira Lange are the head-organisers of the event. Office has kicked off the prepa-rations for the E+ application, had its first skype with the team and the prep meeting dates are also scheduled.

E2 O Call for bids Spring 2020 The call will be launched towards the end of summer.

E3 F Trondheim IS, Brno IS With the submission of the reporting to the Foreign Office for Trondheim IS, both projects are closed from Office’s side.

E4 P Tbilisi IS

Funding from the German foreign office, UNHCR and Minerva institute was secured by the office, which accounts to almost 80% of the session’s minimum budget.

The organising Team led by Tamta and Zurab can be congratulated on securing an impressive line-up of high-level Georgian politicians, who engaged with the participants in a very constructive dia-logue, reflecting on the session’s theme.

Also, worth mentioning the success of the media team – even though it was a team of 7 members, they managed to cover the session very well and have done an amazing job.

The teacher programme was handled on a very high level.

Delegates’ evaluation report was published and can be found on the member platform. The finan-cial reporting is ongoing.

E5 P Vilnius IS

The organising team of the session experienced some changes, including the changes in the team of the Head-Organisers. The first orga weekend took place in December, and after wards there was a new call for organisers published, and the team has new members.

The second prep meeting with the Vilnius HOs took place in the end of 2017. The team designed a very detailed plan, and reviewed the progress during the HO Summit.

Niall Murphy (IE) was selected as the President of the session. By the time of the BNCM, chairs,


media team and the Editor will have been selected, too.

This round of applications was very successful: 3 applications for the President, 43 chairs applica-tions and 8 VPs applications.

The deadline for the NCs to submit their delegation lists is on March 31st, the deadline for participa-tion fees is on April 15th.

The announcement about the Green light will follow soon.

E6 P Rotterdam IS

The team of organisers, led by Constanza and Yannick, is almost complete, with the first full week-end for organisers having taken place in February.

The Head-Organisers have selected the core team. 3 organisers from Rotterdam, including the HOs, attended the International Sessions (Brno and Tbilisi) in capacity of organisers.

Erasmus+ funding as well as sponsorship by private companies was secured. The team has a very good fundraising plan and is quite well on track with fundraising targets. With a couple of thousand Euros more, the minimum budget is secured. Anya and the team agreed on the timeline for the green light.

The website of the session was launched. The team secured many high-level patrons, which help to increase the visibility of the session.

E7 P Yerevan IS

Tigran Bazarchyan has been selected as the head-organiser of the IS.

Second 1-day prep meeting only with the HO took place, where detailed plans were designed.

Yerevan IS team has a number of members in it, who are working on different aspects of the ses-sions, as well as started being actively involved in the fundraising.

Office will have applied for two international grants.

E8 P Valencia 2019

The preparations were kicked off during the prep meeting, which 3 HOs attended. The prep meet-ing was productive. EYP Spain and Valencia team are very much on time with all the preparations, they have managed already now to secure all the venues (having written confirmations) and have a number of leads to the partners and sponsors.



Erasmus+ for Valencia has been submitted.

The entire team has more than 20 members, including 10 members of the core team, who has been working on the bid before.

2 HOs attended the HO Summit. Maria can’t attend, as she is studying in the US until end of March.

E9 F HO Summit

The Office welcomed all future organisers, as well as all head-organisers of 2017 sessions, alto-gether 15 HOs, in Berlin for the 2018 HO Summit.

The programme of the HO Summit was designed based on the needs analysis, it focused on knowledge-exchange, and best practices exchange, as well as a number of past HOs delivered some modules about their sessions.

There was a positive feedback after the event, with all the future HOs saying that the HO Summit helped them to understand better their future steps.

E10 F IS Support structures document

The Office produced a new document with an overview of all the support structures the office pro-vides to the organising teams: https://www.members.eyp.org/sites/default/files/international_ses-sions_support_structures_0.pdf

E11 F Selection panels 2018 Tuna regularly assists the selection panels in logistical matters.

E12 F IS guide and archive

The IS organising guide has been thoroughly updated - many new sections, including on fundraising with embassies, and working with experts, have been added. Some relevant materials, such as the guide prepared by the Laax team, have been integrated into the guide.

Additionally, the archive of the materials has been cleaned up/rearranged. Many updated materials from recent years, mainly from the ISs, can be found here.


F: BASES – Building a Strong European Society (You can write an intro to the project/whatever here. It is not necessary by any means.)


F1 F BASES’17

BASES ’17 has just ended with the end of 2017. All the measures that were planned took place, with only minor adjustments. There have been further sustainable developments in most NCs. More than a hundred EYPers travelled to EYP events abroad and we were able to further invest in the structural development of the organisation.

Currently the NCs are in the process of handing in the reporting materials in order to finalise the project.

Noteworthy: Especially EYP AM, EYP AZ and EYP BY grew massively in numbers but especially in professionalism over the course of the project. They were willing to and did take over big projects and responsibility for the network (EYP GE, AM and RU applied to host ISs; EYP AZ applied to host the Summer Academy)- EYP BY for the first time in 10 years hosted a session in Belarus.

Jan-Dec

F2 F

Sessions: • IF Yerevan, AM • Interregional Forum AM, AZ,

GE • NSC BY and LT in Vilnius • RS in Minsk, BY • University Forum Moscow,

RU • 3x RS, UA

The project does not only include funding for events and activities, but also entails supporting the NCs involved with capacity building, best practices, materials, guides and insights into running their NCs. Prep-meeting and regular skypes with Moni took place throughout the year.

Highlights:

• The Interregional Forum of EYP AM, AZ and GE was unfortunately not as successful as we had hoped, due to the political situation in AZ, which made a cooperation between the Azerbaijani and the Armenian EYPers virtually impossible. Nonetheless, all three NCs would like to try again something similar in 2018, hopefully under better circumstances.

• EYP BY and EYP LT agreed to join forces and have a NSC together in Vilnius. This way we were able to support both NCs and further support EYP LT with preparations for the IS, by including a prep meeting for board members and HOs and a organisers meeting for the IS in December.

• For the very first time a session in RU was included in the project.

Jan-Dec

F3 F Training events and capacity building Three training events were included in BASES 2017:

• Training event, UA • Diversity Lab, AM

Jan-Dec



• Council meeting in Berlin • Training Event in AZ

Noteworthy: Both trainings in AZ and UA were big training camps with more than 100 partici-pants and an international trainer teams and high standard trainings. At all training events a mod-ule on the international structure and governance of the organisation as well a module on fund-raising were conducted by the IO.

F4 F Travel scholarships for EYP members

All participating NCs were provided with travel grants. AM, AZ, BY, GE, UA

Together with the RDC, the IO developed a scheme for travel grants for International Organisers from the BASES NC to sessions in the network. With the aim of knowledge exchange and capacity building.

Noteworthy: It was not always easy to find NCs/organising teams that were willing to take inter-national organisers. Still, if at all possible this scheme will be developed further and continued in 2018.

Jan-Dec

F5 P BASES’18

A concept note for the BASES 2018 project has been submitted to the German Foreign Office in Dec 2017. We are supposed to hear back from them about handing in a full application in mid-March. Due to the German elections and the related supplemental budget we expect (in the case of a positive answer) the project only to be able to start towards the middle of the year.


G: Partnership management and fundraising (You can write an intro to the project/whatever here. It is not necessary by any means.)


G1 P Fundraising support to NCs

The Office aims to provide ongoing support to National Committees for their fundraising efforts, and to strengthen NC capacities in the field of fundraising in the long term. We offer NCs advice and support in reviewing grant applications (please observe that a reasonable time frame should be permitted for PMs to provide substantial feedback), and support in collecting mandates for Erasmus Plus applications. In 2017, fundraising capacities were advanced by the Summer Acad-emy, by two webinars, all trainings within the BASES project and by the fundraising summit which took place in early December. Furthermore the IO specifically focussed on capacity building in the field of fundraising when granting the NC Support Fund.

Ongoing

G2 P Erasmus+

We prepared an application for Rotterdam IS 2018 (through the NL national agency, successful), for Vilnius IS 2018 (through the Lithuanian national agency, successful). We also applied for sup-port under Erasmus Plus Key Action II, for a capacity building and knowledge sharing project that would involve all NCs (unsuccessful, but re-applied in 2018 with an enhanced project concept.)

Ongoing

G3 P BASES 2018

A concept note for the BASES 2018 project has been submitted to the GFFO. We hope to hear back from them about handing in a full application shortly. Due to the German elections and the re-lated supplemental budget we expect (in the case of a positive answer) the project only to be able to start towards the middle of the year.

G4 F Rotterdam IS, Vilnius IS, Yerevan IS

For 2018, we are working to again secure support for our projects from the German Foreign Office and have submitted concept notes, however due to the German elections, it will only be possible to receive support for projects taking part towards the second half of 2018, and we will only re-ceive confirmation later in the year (timeline not specified yet). For Vilnius IS, we will submit a funding proposal to NATO. For Yerevan IS, we are preparing funding proposals for submission to National Endowment for Democracy, European Endowment for Democracy, and Black Sea Trust Fund.

G5 P Follow-up project with innogy Foun-dation

A follow-up project proposal was submitted in the beginning of August 2017, and further shaped until March 2018. The proposal was designed to take learnings from the current project into ac-count, to integrate the Power Shifts project more with our core activities, and for more members

Ongoing



and NCs to benefit from the cooperation. The application has been further discussed with the fun-der and finetuned incrementally. and we are expecting a final funding decision in spring 2018.

G6 P Berliner Sparkasse The Berliner Sparkasse continues to be our partner for the organisation of BNC Meeting, again of-fering us the venue as well as parts of the catering for the Spring 2018 Meeting.

Ongoing

G7 P UNHCR We secured UNHCR support for our international sessions, with UNHCR in turn helping to define topics, and sending experts. This partnership was renewed and extended for 2018.

Ongoing

G8 P Minerva University We secured support from Minerva University for the Tbilisi Teachers’ Program, and are in negotia-tions about renewed support in 2018.

Ongoing

G9 P Fundraising leads and network build-ing

We are in discussions with Aspen Institute Germany to develop a joint project proposal to Goethe Institute, who are administering a program funded by GFFO and German Industry in the context of “Germany Year”. We are planning to propose a Euro-American Youth Parliament.

We will launch a more systematic outreach effort to former contacts as well as to potential new contacts in the corporate world shortly. We approached Vodafone Foundation and Open Society Foundation with funding pitches and hope to enter more thorough conversations with them in the follow-up.

We registered for the Berlin “fine-fund” and are now eligible to receive fines paid by convicted criminals to serve charitable purposes. We will send out information packages to all relevant judges and prosecutors as soon as we have materials ready (brochure).

Ongoing

G10 European Youth Foundation We applied for funding from the European Youth Foundation for our Summer Academy 2018 but were unsuccessful. We will submit an updated, improved proposal to them for their next deadline on April 1, 2018.

Dec-April

G11 F Fundraising Summit 2017

In December 2017, we hosted a group of 12 NC representatives and event organizers for a week-end of experience exchange, training and co-creation in Berlin. We specifically focused on capac-ity building in the field of grant writing, and in facilitating the establishment of partnerships among NCs for the purpose of tapping into grants on a regional level.

Septem-ber-De-cember


H: Administration, staff and office (You can write an intro to the project/whatever here. It is not necessary by any means.)


H1 P EYP Budget 2017 The budget 2017 was fully covered, and we have been processing the last payments in January 2018. The audit will be prepared by the foundation’s bookkeepers as well as Deloitte in the up-coming months.

Jan - Dec

H2 P EYP Budget 2018 The planning budget for EYP was prepared by the ED based on the funding priorities defined by the GB, and in collaboration with GB members. It was approved by the GB and the Schwarzkopf Foundation board in December 2017.

Nov – Dec 2017

H3 P Team strategy days In addition to our weekly team meetings, we hold regular planning/strategy days with the team, to discuss strategic topics and the organisation of our work. We held a team planning day in Janu-ary 17, mapping out an Action Plan for 2018, defining focus areas and responsibilities.

Ongoing

H4 P Feedback Cycle Lukas has been conducting end of year and beginning of year feedback and planning talks with all staff members, defining individual priorities and reviewing portfolios with the team.

Dec-Jan

H5 P Interns and volunteers

Marilou Pelmont joined us in November and served as an intern until February 2018. Claudia Owoola joined us in January and will stay until beginning of April. A new intern (name t.b.a.) will then begin their placement in April. For the volunteer position, we were able to recruit Brahim Kajevic through the European Voluntary Service (EVS) scheme, who joined us in February 2018 (co-financed through the Erasmus Plus EVS scheme). We applied to work with an additional EVS volunteer starting in the summer. For various tasks, including administrative tasks, communica-tions, research and assistance with grant-writing, we hired additional volunteers/assistants on a part-time, freelance basis.

Ongoing


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget EYP Annual Budget 2018 We have included the numbers for each category from the current planning budget. Numbers represent the minimal projected expenditures for the year as approved by the GB, and we hope to still see them significantly go up. Items marked with an asterisk and with grey background are not part of the “minimal budget” but represent priority items for additional fundraising. Those items would receive funding as soon as money becomes available. This document contains confidential information - please do not share outside the BNC. This update is structured in the following sections:

A. International Governance and Organisational Development

B. Development and training in EYP

C. Communication and Corporate identity

D. EYP Member Platform

E. International Sessions

F. BASES – Building a Strong European Society

G. Partnership management and fundraising

H. Administration, Staff and Office

The updates reflect the status as per 14 MARCH 2018.


A: International Governance and Organisational Development Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 46.500,00

A1 Governing Body meetings 2018 Unrestricted income Governance 12.000,00

A2 Governing Body External Representa-tion

Unrestricted income Governance 3.000,00

A3 BNC Meetings 2018 Unrestricted income; Berliner Sparkasse (in kind)

Governance 22.000,00

(+17.010,00 in kind)

A4 BNC Board Handover Meeting Unrestricted income Governance 1.500,00

A5 Alumni Work Unrestricted income All 3.000,00

A6 NC Support Fund Unrestricted Funding NCs 5.000,00

A7 *Council Meeting 2018 Governance 10.000,00

A8 *Additional Travel Funding for BNC Meetings

Unrestricted income Governance 4.000,00

A9 *NC Support Fund additional pack-age

NCs 10.000,00

A10 *Alumni Work additional package Unrestricted income All 2.000,00

B: Development and Training in EYP Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 23.000,00

B1 EYP Summer Academy 2018 Mercator Foundation All NCs, EYP Serbia 23.000,00



B2 *Fundraising Summit Unrestricted Income Various NCs 4.500,00

B3 *Mobility Fund Various EYPers 5.000,00

B4 *NC Presidents’ Meeting All NCs 10.000,00

C: Communication and Corporate Identity Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 11.846,67

C1 EYP Communication materials, ser-vices and products

Mercator Foundation Int. Office; all NCs indirectly 11.846,67

C2 *EYP Communication materials, ser-vices and products

Int. Office; all NCs indirectly 3.000,00

D: Member Platform Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 5.000,00

D1 Development of the EYP Member Platform

Mercator Foundation All NCs 5.000,00

D2 *Additional Development of the EYP Member Platform

All NCs 5.000,00

E: International Sessions Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 32.000,00


E1 Preparation Meetings Mercator Foundation EYP LT, EYP NL, EYP ES, EYP AM, EYP DE, all NCs indirectly 3.500,00

E2 Head Organiser Summit Mercator Foundation EYP NO, EYP CZ, EYP GE, EYP LT, EYP NL, EYP ES, EYP AM, all NCs indirectly

5.000,00

E3 Chairs Academic Trainings (x2) Mercator Foundation All NCs 10.000,00

E4 Transfers to International Sessions UNHCR, unrestricted income

EYP LT, EYP NL, all NCs indirectly 13.500,00

F: BASES – Building a Strong European Society A concept note for the BASES project has been submitted and we hope to hear back from the German Foreign Office soon.

G: Partnership Management and Fundraising Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 16.000,00

F1 Fundraising and Partnership Manage-ment

Unrestricted income; Mercator Foundation Int. Office; LT, NL; all NCs indirectly 16.000,00

F2 *Fundraising and Partnership Man-agement (additional package) Int. Office; LT, NL; all NCs indirectly 10.000,00

H: Administration, Staff and Office Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 305.000,00

G1 Salaries for International Office Staff and staff related costs; administrative staff; team meetings

Mercator Foundation, Unrestricted Funding

Int. Office 269.000,00



G2

Office costs (rent, printing, mainte-nance, electricity, phones, postal fees, software, insurance, office materials, hardware, etc.)

Unrestricted Funding Int. Office 36.000,00

SUMMARY OF BUDGET EXPENDITURE 2018 Overall An-nual Budget of 2018

439.346,67

(potentially +53.500,00 more in pre-defined incremental packages, upon availability of funding)

Secured Funding for the Annual Budget 2018

215.848,00

Share of An-nual Budget directly flow-ing to NCs and Projects

46.500,00

(10,6 %)

Share of Annual Budget for office and staff

305.000,00

(69,4 %)

Share of Annual Budget for EYP bodies

40.200,00

(9 %) Other

47.646,67

(11 %)

Share of Annual Budget for International Sessions: 32.000,00


! Update tasks which are highlighted in a light blue colour will be discussed further dur-ing the Updates section of the Spring 2018 BNC Meeting, which means that questions from the BNC about these points will be possible during the debates held after each sec-tion has been presented. Update tasks which are not highlighted will not be part of the Update Presentation, however questions about these tasks can still be addressed to – and are welcomed by – the Governing Body during the informal Networking Activities.



UPDATE BY THE GOVERNING BODY OVERVIEW OF DECISIONS BY THE GOVERNING BODY This update covers mostly the time period of November 2017 – March 2018. It is structured in the following sections:

A. International Sessions B. National Committees & BNC C. Internal D. Councils



A: International Sessions

Topic or Request Decision by the GB Remarks for National Committees Relevant Policy Date A1 86th IS Tbilisi The session was successfully held in Novem-

ber 2017; the GB report was published in February 2018.

NCs are encouraged to read the GB report, which was published on the BNC list.

A2 Selection of host for Summer 2019 IS

The GB selected EYP Spain and the city of Va-lencia to host the Summer 2019 IS.

NCs are invited to read the selection report, which is available on the Members’ Platform.

Policy on Int. Sessions Nov’17

A3 Selection of host for Au-tumn 2019 IS

The GB selected EYP Germany and the city of Hamburg to host the Autumn 2019 IS.

NCs are invited to read the selection report, which is available on the Members’ Platform.

Policy on Int. Sessions Feb’18

A4 Policy on International Sessions

The GB agreed to update the policy as adopted by the BNC at the Autumn 2017 BNCM.

See the Autumn 2017 BNCM Meeting Booklet. Policy on International Sessions

Dec’17

A5 Policy on the Selection of International Session Officials

The GB agreed to update the policy as adopted by the BNC at the Autumn 2017 BNCM.

See the Autumn 2017 BNCM Meeting Booklet. Policy on the Selection of Int. Session Officials

Dec’17

A6 Policy on the Selection of International Session Officials

The GB proposed to amend the Policy on the Selection of International Session Officials, awaiting BNC approval.

See the Meeting Booklet for the Spring 2018 BNCM.

Policy on the Selection of Int. Session Officials

Feb’18


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget B: National Committees & BNC

Topic or Request Decision by the GB Remarks for National Committees Relevant Policy Date B1 Policy on Evaluation

and Feedback The GB agreed to update the policy as adopted by the BNC at the Autumn 2017 BNCM.

See the Autumn 2017 BNCM Meeting Booklet. Policy on Evaluation and Feedback

Dec’18

B2 Co-decision: Charter of the EYP

The GB agreed to amend the Charter of the EYP as agreed by the BNC, establishing spe-cial procedures for changes to Article 1 and Article 18 of the Charter.

See the Autumn 2017 BNCM Meeting Booklet. Charter of the EYP Dec’18

B3 Meeting with EYP France

The GB held a mediation meeting with EYP France in Berlin and decided to engage in network-wide input gathering about EYP in-ternational governance.

NCs can refer to the conclusions of the meet-ing, which was shared on the BNC list.

Jan’18

B4 De-recognition of EYP Kosovo

The GB proposed to withdraw the recogni-tion of EYP Kosovo as an Autonomous Com-mittee - pending approval from the BNC.


Charter of the EYP Feb’18

B5 EYP Denmark com-pliance

The GB recommended that EYP Denmark’s compliance be confirmed by the BNC.


Policy on National Committee Recogni-tion

Feb’18

B6 Participant Welfare Guide

The GB has prepared a draft Participant Wel-fare Guide for input by NCs.


Feb’18

B7 Code of Ethics The GB has prepared a draft EYP Code of Eth-ics for input by NCs.


Feb’18

B8 Charter of the EYP The GB proposed to amend the Charter in the matter of teachers’ election procedure, awaiting BNC approval.


Charter of the EYP Feb’18

B9 Policy on Code of Con-duct

The GB proposed to amend and rename the Policy on Code of Conduct, awaiting BNC ap-proval.


Policy on Code of Con-duct

Feb’18


C: Internal

Topic or Request Decision by the GB Remarks for National Committees Relevant Policy Date C1 GB Meeting IV-17 was

held in Berlin. GB 2017 held their final meeting in Berlin, in order to wrap up their term and prepare a transition for GB 2018.

See the meeting minutes on the Members’ Platform.

Policy on the Govern-ing Body

Dec‘18

C2

GB 2018 was formed fol-lowing elections.

Maria Manolescu, Philippa Marguin, and Ma-rek Navrátil were elected as new members in elections.

NCs are asked to keep encouraging their mem-bers to run for elected roles in EYP.

Charter of the EYP Jan’18

C3 GB Meeting I-18 was held in Berlin.

GB 2018 had their first meeting, whose main topics were setting priorities, adopting a working procedure and dividing portfolios for the year.



Jan’18

C4 Selection of chair The GB elected Maria Manolescu as its chair for 2018.



Jan’18

C5 GB 2017 handover tasks GB reviewed tasks pending implementation from GB 2017 and has integrated them in its plan for 2018.

See the GB Working Plan for 2018 accessible on the Members’ Platform.

C6 Updated GB Working Procedure

GB updated its Working Procedure. See GB Working Procedure on the Members’ Platform.


C5 GB Meeting II-18 will be held in Berlin.

The second meeting of the GB is taking place 23 - 25 March 2018 in Berlin. The focus of the weekend will be EYP’s strategy.

Minutes will be shared as soon as possible af-ter the meeting.

D: Councils

Topic or Request Decision by the GB Remarks for National Committees Relevant Policy Date D1 Selection of Council

members The GB selected members for the five Coun-cils.

NCs are encouraged to see the Selection Re-port on the Members’ Platform.

Policy on Councils Feb’18

D2 Policy on Councils The GB proposed changes to the Policy on See the Meeting Booklet for the Spring 2018 Policy on Councils Feb’18



Councils, to be approved by the BNC. BNCM.


UPDATE BY THE GOVERNING BODY OVERVIEW OF PORTFOLIOS AND PROJECTS OF THE GOVERNING BODY This overview of portfolios and projects of the Governing Body relates to 2018 only. It is structured in the following sections:

A. Outreach and Inclusion (Anthony) B. Fundraising & Financing (Ioanna) - included in the finance update C. NC Support & Network Management (Marek) D. International Governance (Maria & Marek) E. EYP Events & Participants (Maria) F. Strategic Partnerships, Communications & External Representation (Noura) G. EYP Identity (Philippa)

The full Working Plan of the GB for 2018 is accessible on the Members’ Platform. The updates reflect the status as per 14 March 2018.


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget A: Outreach & Inclusion (Anthony)

Sta-tus

Task Progress and outlook Start-End

B F Values Guide creation The guide was finalised, now awaiting publication. 2017 P Kick-starting the new O&I Council The Council was created, formed, and work is getting started. Ongoing P Integrating O&I in national strategies The GB will work with NCs to ensure Outreach & Inclusion is part of their national strategy. – Dec 18

B: Fundraising & Financing (Ioanna)

Sta-tus


B1 O Striving towards financial sustaina-bility

The GB will investigate and propose various financing models and methods for piloting. – Dec 18

B2 O Define role and responsibilities of GB

and IO in financing

The GB will prepare a discussion papers on external representation and how can GB mem-bers contribute in the fundraising process and on the role of the GB in EYP Finances and Fundraising.

– Dec 18

B3 O Review Financial Relations with NCs The GB will discuss the role of NCs in EYP financing at the international level. – Dec 18

B4 O Develop a Fundraising and Financing

Strategy

The GB will deliver the EYP Financing and Fundraising Strategy and a Fundraising Guideline

for NCs.

– Dec 18

B5 O Strive towards financial transparency The goal is to establish a transparent working procedure for budgetary processes between

International Office, Governing Body and SF.

– Dec 18


C: NC Relations & Network Management (Marek)

Sta-tus


C1 P Regular NC-GB meetings The GB has kick-started the process of communication with NCs, starting with asking about input what the NCs need and expect from the GB.

Ongoing

C2 O Conceptualisation of derecognition The aim is to follow the work done by RDC 2017 and within the Values Guide, and based on these create clear guidelines on NC de-recognition.

– Dec 18

C3 O EYP Stakeholders’ Management The GB will look into the ways we are managing different stakeholders on a conceptual level and will bring this discussion to Autumn BNCM 2018.

– Dec 18

C4 O Enhancing knowledge sharing The GB will work together with the DC and TMDC on fostering new innovative ways of sharing knowledge in the network.

– Dec 18


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget D: International Governance (Maria & Marek)

Sta-tus


C1 P Clarifying and strengthening relations between EYP governance structures

The GB will gather input from NCs at Spring 2018 BNCM and will then follow up with a consul-tation process to accommodate to the needs of NCs; the GB will also look into its own role on an overarching level and into the relations with the Schwarzkopf Foundation.

Ongoing

C2 O Increasing engagement in interna-tional governance

The GB is working on increasing its visibility in the network, and will strive to hold Q&A ses-sions open to all members and publish its meeting minutes in a digestible form. The GB will also continue working on materials and a workshop skeleton explaining international gov-ernance structures.

– Dec 18

C3 O Reflect on the role of policies With the aim of clarifying the policies that bind the network, the GB will invite NCs to a dis-cussion about how they view these policies. The GB will then prepare a suggestion on how the way the policies are set up can be clarified and improved for easier understanding and interpretation.

– Dec 18

C4 P Improving EYP Councils The GB will present ideas to the BNC about how the way the Councils are set up can be struc-turally improved. The first step in this process will be to evaluate the work done by Councils in the past and trying to spot what went well and what didn’t.

Ongoing


E: EYP Events & Participants (Maria)

Sta-tus


E1 O Reviewing IS selection processes The GB will review the competence framework, building on NC input and external insight; the aim is to evaluate the selection procedures to make them fairer and more efficient. Some other key updates include a new evaluation form for officials and a working procedure for the panels.

– Dec 18

E2 O Quality management and impact measurement in the network

It is the wish of the GB to get a good picture of best practices in our events and the way these are tracked and measured. The GB also plans to update evaluation and feedback forms for participants.

– Dec 18

E3 O Ensuring a good atmosphere for our members

The GB will seek input from members and teachers on approaches, events or procedures that have or could make them feel uncomfortable in EYP and develop, in consultations with NCs, a standardized code of conduct covering all events.

– Dec 18

E4 O Evaluating the EYP learning experi-ence

The GB will assess different academic approaches to events and reflect on their effective-ness, creating standard tools for delegates’ academic preparation and reviewing CAT guide-lines in cooperation with the Academic and Training Councils.

– Dec 18

E5 O Knowledge management strategy The way that knowledge is transferred will be evaluated, and a strategy on knowledge trans-fer and management will be developed.

– Dec 18


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget F: Strategic Partnerships, Communications & External Representation (Noura)

Sta-tus


F1 O External representation of EYP In order to increase EYP’s brand recognition and strengthen its image, the GB will develop a protocol and guidelines for external representation and create a central tracker to monitor opportunities.

– Dec 18

F2 O Developing strategic partnerships The GB will develop a categorisation of networks, meetings and organisations we want to en-gage in. The GB is organising a workshop on external partnerships at BNCM-1-18, in line with F1 and F2.

– Dec 18

F3 P Professionalising communications The GB will publish the Communication Strategy, work with the office on creating Communi-cation Guidelines, and will steer the process of creating individual NCs’ communication strat-egies.

– Comms strategy: April 18 Rest: - Dec 18

F4 O Maximising the use of event output The GB will look at ways that output from different events could be utilised and will develop guidelines based on the research.

– Dec 18


G: EYP Identity (Philippa)

Sta-tus


G1 O Strengthen the “EYP identity” The GB wishes to gather reflections and experiences of EYP stakeholders at every level and to

reflect on ‘EYP as a civic programme and as an educational organization’. to what extent do

we live up to how we define ourselves as an organization. The GB will produce a report on the

findings in this area.

– Dec 18

G2 O Active citizenship in EYP The aim of the GB is to asses the methods and processes put in place to develop and educate

active citizenship and evaluate the current methods, and the potential for more to be done to

educate our members to become active citizens.

– Dec 18



! Update tasks which are marked with an asterisk (*) will be discussed further during the Updates section of the Spring 2018 BNC Meeting, which means that questions from the BNC about these points will be possible during the debates held after each section has been presented. Update tasks which are not marked with an asterisk, will not be part of the Update Presentation, however questions about these tasks can still be addressed to – and are welcomed by – the BNC Board during the informal Networking Activities.


UPDATE BY THE BNC BOARD PROJECTS AND PORTFOLIOS OF THE BOARD OF THE BNC This overview of projects and portfolios of the BNC Board relates to 2018 only. It is structured in the following sections:

A. Preparation oft he BNC Meeting B. Working Groups C. Administrative Maintenance & Other Projects



Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget A: Preparation of the BNC Meeting

Status Specific task / area of activity Progress and outlook Start-End Responsible

A1 F Review and adjust the tem-plates and materials used for the BNC Meetings

The BNC Board decided to adjust the Templates in order to provide bet-ter examples of what kind of content should be under "Aim" section and therefore make sure the Proposal Booklet is well understood in the net-work.

01.12.2017-03.01.2018

All

A2 F Content check proposals

From the opening of the Call for Main Proposals, the BNC Board was open to providing feedback to possible proposing entities. NCs were en-couraged to get in touch with the BNC Board and ask for any possible clarifications

After deadline for Main Proposals, the BNC Board checked that terms mentioned in the proposals matched the language usually used at BNC Meetings and that references to other documents were correctly made.

03.01.2018- 26.02.2018

All

A3 F* Setting up the agenda based on the Agenda Setting Poll

To aid the BNC Board in the process of structuring the programme and debates, the input from NC through the Agenda Setting Poll was used. The Agenda Setting Poll was open from 26.02.2018 until 12.03.2018 and more than half of all the National Committees filled out the Agenda Settin Poll.

26.02.2018-12.03.2018

All

A4 F Sending out the meeting mate-rials to the BNC participants

As the BNC Working Procedure states, in accordance with article 4.1.1., the BNC Board proposed an agenda which was published at least two weeks prior to the meeting. Additionally, in accordance with article 4.3.2., the Proposal Booklet was made available on 26.02.2018, 46 days prior to the meeting.

The Meeting Booklet and Update Booklet were made available on 19.03.2018, 25 days prior to the meeting, which gives BNC participants al-most double the amount of preparation time in comparison to the

26.02.2018- 19.03.2018

All


minimum preparation time as envisaged by article 4.3.3. of the Working Procedure.

A5 F Publish the Workshop Topic Al-location prior to the BNC Meet-ing

The Workshop Topics were collected through the Agenda Setting Poll. They were announced on 19.03.2018. This was followed by a sign-up pe-riod which lasted until 02.04.2018. The Workshop Allocation was an-nounced by 06.04.2018, 7 days prior to the BNC Meeting.

19.03.2018-02.04.2018

All

B: Working Groups (WG)1 Status Specific task / area of activity Progress and outlook Start-End Responsible

B1 F* Working Groups

The Working Procedure Annex 4.1 gives opportunity to the BNC to cre-ate a Working Group that would be tackle a specific matter of our work.

At the moment, there are no active Working Groups.

After the Autumn 2017 BNC Meeting, the BNC Board followed up on the results of the Working Group on Organising Framework and the Working Group on Participants’ Health and Safety

- All

1 A summary of the composition of all currently active BNC Working Groups was published via the BNC governance mailing-list on 05.01.2017. Please consult that document for information about the number of members, observers, and represented NCs.


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget C: Administrative Maintenance & Other Projects

Status Specific task / area of activity Progress and outlook Start-End Responsible

C1 P Reform of the BNC Working Pro-cedure

After the BNC Meeting in Autumn 2017, BNC Board acted up on the find-ings of the participants of Workshop on Online voting and therefore cre-ated a proposal for upcoming BNC Meeting.

Furthermore, the BNC Board felt some changes were necessary in order to clarify the language of the Working Procedure in some areas. These changes are aimed at streamlining the Working Procedure’s references to Autonomous Committees, addressing a minor language change re-garding substitutions and clarifying the voting procedures of the BNC.

01.12.2017- ongoing

All

C2 P Communication with National Committees, the International Office and Governing Body

The BNC Board had regular exchange with the International Office, Gov-erning Boyd and we tried to offer regular support to National Commit-tees.

All the time All

C3 P EYP International Governance Facebook group

The BNC Board continued with the practice of using the International Governance Facebook group to increase the visibility of the BNC Board and its work. While there have not been major innovations, the BNC Board opted to intensify their announcements and posts, used photos from the previous BNC Meetings or generally EYP international photos as well as developed simple template in accordance with the EYP Commu-nication Manual. The group served as an important platform for the dis-cussion of a number of topics. The group’s membership base is quite sat-isfactory.

January 2017 - on-going

All

C4 P Webinar for the BNC represent-atives

Following the BNC Meeting in Autumn 2017, where the webinars were in-troduced for the first time, the BNC Board evaluated their impact and de-cided to continue with this project, but also improve certain aspects of the webinars based on the feedback of the representatives.

01.09. 2017 - ongoing

All


Two webinars, which were promoted through the BNC list, have taken place on 06.03.2018 and 21.03.2018.

C5 P Slack for EYP International Gov-ernance

At the beginning of the current BNC Board's term, the Working Group on Knowledge Sharing in EYP Network presented their results that high-lighted that National Committees would be open to the idea of a Slack Team for knowledge sharing and communication about international governance. Since then, the BNC Board discussed this matter with the International Office and, as of recently, with the Governing Body and de-cision was made to introduce this project prior to the BNC Meeting in Spring 2018. The impact of the project will be evaluated after the Meet-ing.

01.09.2017-ongoing

All

C6 P* BNC Board Elections & Hando-ver Weekend

The BNC Board and the International Office agreed on a timeline for the current BNC Board elections, which are then administered by the IO. The BNC Board strongly encourages any interested member to run in these elections and is open for any questions. The Call for candidates opens on 01.04.2018.

Following the good feedback and experience from the handover of the previous BNC Board to the current one, the BNC Board wishes to con-tinue the tradition of having face-to-face handover weekends between BNC Boards. The BNC Board will prepare a handover weekend with the new incoming BNC Board in summer 2018.

01.04.2018-ongoing

All



UPDATE BY THE BNC BOARD POLICY PASSED/DISCUSSED AND OPEN DEBATES FROM BNCM17-02 Status Policy / Decision Initiated by Approval of

the BNC Approval of the GB Implementation and follow-up History of the Proposal

1 F Topic: Reviewing Offi-cials' selection at Interna-tional Sessions

EYP Belgium — — Not pursued further at BNCM18-01. —

2 F

Topic: Reevaluation of the position of Interna-tional Sessions in the con-text of the EYP project

EYP the Nether-lands — — Not pursued further at BNCM18-01. —

3 F Topic: Conceptualising Membership of EYP

EYP Portugal — — Not pursued further at BNCM18-01. —

4 F Topic: Communication Strategy

GB — —

The BNC held an informal vote to ap-prove of the Strategy. Not available on the Members Platform as of yet.

BNCM14-02: Debate of the Communication Strat-egy and introduction of the Communica-tion Manual. BNCM15-02 and 16-01: The topic was included in the Update by the International Office. BNCM16-02: Topic was discussed, input from the National Committees was gathered by the Inter-national Office. BNCM17-01: Topic: Communication strategy and Topic: EYP as a stakeholder (as part of the com-munication strategy) presented by the GB.

5 F Topic: BNC Reimburse-ments

EYP the United Kingdom — — Not pursued further at BNCM18-01.

BNCM17-01: WG on Evaluation of the Governance Reform discussed this in Proposal: Propositions of the Working Group on the Evaluation of the Gov-ernance Reform (Charter).

6 P Topic: Values Guide GB — — Not available on the Members Platform as of yet.

BNCM15-02: Organisational values included in the Charter. BNCM16-01: GB proposed an amendment to the values, which was rejected by the BNC.


BNCM17-01: GB proposed an update to NC Char-ter requirements, which passed into Policy.

7 P Topic: Procedural Reser-vations & the Online Vote BNC Board — —

Input carried forward by BNC Board to BNCM18-01 as Proposal: Online Voting in International Governance.

Online Vote October 2017: All four Proposals pre-sented for the vote failed to reach quorum. Two National Committees procedurally reserved themselves from the vote.

8 F Proposal: Modification of the Policy on Delegate Al-location

GB BNCM 17-02 10.09.2017 Proposal passed into policy. (Without amendments)

2015: New policy establishing a minimum of 3 and maximum of 9 delegates was approved. 2016: Delegation allocation policy was updated to take Summer International Sessions into ac-count. BNCM16-02: Proposal to include outreach as cri-teria for delegation allocation was rejected by the BNC. BNCM17-01: GB discussed this in Topic: Delegat-ion Allocation.

9 F

Proposal: Change the se-lection procedure and evaluation scheme for Ed-itors at International Ses-sions

EYP Austria BNCM 17-02 GBM 17-IV Proposal passed into policy. —

10 F

Proposal: Introduction of "NC recommendation let-ters" making individuals eligible to apply for Offi-cial roles at International Sessions

EYP Czech Re-public

REJECTED at BNCM17-02

— Proposal did not pass into policy. Not pursued further at BNCM18-01.

—

11 F

Proposal: Changes to the Policy on Selection of In-ternational Session Offi-cials

GB REJECTED at BNCM17-02

10.09.2017 Proposal did not pass into policy. Not pursued further at BNCM18-01.

2011: Regional Clusters were introduced. 2016: RDC updated Regional Clusters to take into account member base.

12 F Proposal: Update of the Policy on Evaluation and Feedback

EYP Poland BNCM 17-02 GBM 17-IV Proposal passed into policy. BNCM17-01: The BNC discussed Topic: Interna-tional measures of sharing information on



participants' performance who resigned or had to be expelled from an event.

13 F Proposal: Changes to Ar-ticle 18 of the Charter

BNC Board BNCM 17-02 GBM 17-IV Proposal passed into policy.

BNCM17-01: WG on the Evaluation of the Govern-ance Reform proposed Proposal: Propositions of the Working Group on the Evaluation of the Gov-ernance Reform (Charter), which was rejected by the BNC.

14 F Proposal: Charter change to NC requirements GB BNCM 17-02 10.09.2017 Proposal passed into policy.

BNCM16-01: GB proposed changes to National Committee Charter Requirements, which was re-jected by the BNC. BNCM17-01: GB presented Proposal: Update of National Committee Charter Requirements, which was passed into Policy. Online Vote October 2017: Proposal: Charter change to NC requirements was proposed by the GB but failed to reach quorum.

15 F Findings: Working Group on Organisational Frame-works

WG: Organisat-ional Framework

— — Guide uploaded on the Members Plat-form.

BNCM16-01: WG on Organising Frameworks was established. BNCM16-02: WG presented preliminary findings, mandate extended until BNCM17-01. BNCM17-01: WG presented preliminary findings, mandate extended until BNCM17-02.

16 F Findings: Working Group on Participants' Health and Safety

WG: Partici-pants' Health and Safety

— — Guide was not completed.

BNCM16-02: Was discussed in a Workshop. WG on Participants' Health and Safety was estab-lished. BNCM17-01: WG mandate was extended until BNCM17-02.

17 F Workshop: Volunteer Management & Partici-pants' Well-being in EYP

EYP Belgium — — Not pursued further at BNCM18-01. —

18 F Workshop: "Blacklists" in EYP EYP Germany — —

Proposal to set up a Working Group was rejected. Not pursued further at BNCM18-01.

—


19 O

Workshop: The Separa-tion of Balance and Pow-ers in International Gov-ernance

EYP Switzer-land — —

Requested GB insights on third party mediations and on Charter Article 17 by BNCM18-01. Not pursued further at BNCM18-01.

—

20 F Workshop: Strategy Pil-lar: Outreach and Inclu-sion

GB — — Not pursued further at BNCM18-01. —

21 O Workshop: Updating the EYP Competence Frame-work

GB — —

Requested an updated EYP Compe-tence Framework from the GB by early 2018. Not pursued further at BNCM18-01.

—

22 P Workshop: Online Vote BNC Board — — Input carried forward by BNC Board to BNCM18-01 as Proposal: Online Voting in International Governance.

Online Vote October 2017: All four Proposals pre-sented for the vote failed to reach quorum. Two National Committees procedurally reserved themselves from the vote.



UPDATE BY THE BNC BOARD POLICY PASSED/DISCUSSED AT THE OCTOBER 2017 ONLINE VOTE Status Policy / Decision Initiated by Approval of


1 F Proposal: Modification of the Policy on Councils GB

Quorum not reached 10.09.2017

Not pursued further at BNCM17-02 or 18-01.

GBM-IV: Strategic review of Councils. BNCM17-01: Workshop on the Future of Councils.

2 F Proposal: Modification of the Policy on International Sessions

GB Quorum not reached 10.09.2017 Not pursued further at BNCM17-02 or

18-01. —

3 F Proposal: Charter change to NC requirements

GB Quorum not reached

10.09.2017 Proposed again at BNCM17-02, where proposal passed into Policy.

BNCM16-01: GB proposed changes to National Committee Charter Requirements, which was re-jected by the BNC. BNCM17-01: GB presented Proposal: Update of National Committee Charter Requirements, which was passed into Policy.

4 O Proposal: Update of the BNC Working Procedure BNC Board Quorum not

reached — Modified version proposed at BNCM18-01.

BNCM 17-01: Proposal: Propositions of the Working Group on the Evaluation of the Governance Reform (Working Procedure) was rejected.


UPDATE BY THE BNC BOARD POLICY PASSED/DISCUSSED AND OPEN DEBATES FROM BNCM17-01 Status Policy / Decision Initiated by Approval of


1 F Topic: Reviewing the Fi-nancing of the Interna-tional Office

EYP Czech Re-public — — Not pursued further at BNCM17-02 or

18-01.

BNCM16-01: Topic Proposal was discussed. The BNC voted against the establishment of a Work-ing Group for this topic. BNCM16-02: The BNC voted against a Policy Pro-posal.

2 F Topic: Towards a Broader Understanding of IS Topics' European Dimension

EYP Norway, EYP Switzer-land

— — Not pursued further at BNCM17-02 or 18-01. —

3 F

Topic: International measures of sharing infor-mation on participants' performance who resigned or had to be expelled from an event.

EYP Poland — —

Input carried forward by EYP PL to BNCM17-02 as Proposal: Update of the Policy on Evaluation and Feedback, which passed into Policy.

—

4 F Topic: Guideline of Interna-tional Session Programmes GB — — Not pursued further at BNCM17-02 or

18-01.

BNCM16-01: GB surveyed National Committees about their opinions on International Sessions. BNCM16-02: GB presented a Topic on the future of International Sessions.

5 F Topic: Communication Strategy GB — —

Communication Strategy was pre-sented at BNCM17-02 as Topic: Commu-nication Strategy. The BNC held an in-formal vote to approve of the Strategy.

BNCM14-02: Debate of the Communication Strat-egy and introduction of the Communica-tion Manual. BNCM15-02 and 16-01: The topic was included in the Update by the International Office. BNCM16-02: Topic was discussed, input from the National Committees was gathered by the Inter-national Office.



6 F Topic: EYP as a stakeholder (as part of the communica-tion strategy)

GB — —

Communication Strategy was pre-sented at BNCM17-02 as Topic: Commu-nication Strategy. The BNC held an in-formal vote to approve of the Strategy.

BNCM14-02: Debate of the Communication Strat-egy and introduction of the Communica-tion Manual. BNCM15-02 and 16-01: The topic was included in the Update by the International Office. BNCM16-02: Topic was discussed, input from the National Committees was gathered by the Inter-national Office.

7 F

Topic: Evaluating the Ac-cessibility Measures in Re-gional and National Ses-sions

EYP Finland — — Not pursued further at BNCM17-02 or 18-01.

BNCM16-01: WG on Equality and Equal Treat-ment approved by BNC, but not established due to lack of applicants.

8 P Topic: Knowledge-sharing status quo & possibilities

WG on Knowledge-sharing in the EYP family

— — Slack group for International Govern-ance, administered by the BNC Board, launched before BNCM18-01.

BNCM16-01: WG on Knowledge-sharing in the EYP family was established. BNCM16-02: WG still in progress, the topic was discussed as a workshop.

9 F Topic: Delegation Allocat-ion

GB — —

Input carried forward by GB to BNCM17-02 as Proposal: Modification of the Policy on Delegate Allocation, which passed into Policy.

2015: New policy establishing a minimum of 3 and maximum of 9 delegates was approved. 2016: Delegation allocation policy was updated to take Summer International Sessions into ac-count. BNCM16-02: Proposal to include outreach as cri-teria for delegation allocation was rejected by the BNC.

10 P

Proposal: Vote on the Recognition of EYP Den-mark as National Commit-tee

GB BNCM17-01 17.01.2017

Approved for National Committee in compliance year status at BNCM17-01. Compliance year to be reviewed at BNCM18-01.

August 2015: Granted Initiative status by the GB. December 2016: Granted Candidate National Committee status by the GB.

11 P

Proposal: Propositions of the Working Group on the Evaluation of the Govern-ance Reform (Charter)

WG on the Eval-uation of the Governance Re-form


—

Input carried forward by BNC Board to BNCM17-02 as Proposal: Changes to Ar-ticle 18 of the Charter, which passed into Policy. Input carried forward by GB to BNCM18-01 as Topic: Assessing the

BNCM15-01: WG on the Evaluation of the Govern-ance Reform was established. BNCM15-02: Mandate extended until BNCM16-01. BNCM16-01: Topic proposal presented at this BNCM. BNCM16-02: WG still in progress. Topic discussed as a Workshop.


needs of NCs regarding international governance.

12 P

Proposal: Propositions of the Working Group on the Evaluation of the Govern-ance Reform (Working Pro-cedure)

WG on the Eval-uation of the Governance Re-form


—

Input carried forward by GB to BNCM18-01 as Topic: Assessing the needs of NCs regarding international governance.

BNCM15-01: WG on the Evaluation of the Govern-ance Reform was established. BNCM15-02: Mandate extended until BNCM16-01. BNCM16-01: Topic proposal presented at this BNCM. BNCM16-02: WG still in progress. Topic discussed as a Workshop.

13 F Proposal: Update of Na-tional Committee Charter Requirements

GB BNCM17-01 17.01.2017

Proposal passed into Policy. A further update was proposed by the GB at BNCM17-02 as Proposal: Charter change to NC requirements, which passed into Policy.

BNCM16-01: GB proposed changes to National Committee Charter Requirements, which was re-jected by the BNC.

14 F Findings: Working Group on Organisational Frame-works

WG: Organisat-ional Framework

Mandate ex-tended until BNCM17-02

— Presented findings at BNCM17-02. Guide uploaded on the Members Plat-form.

BNCM16-01: WG on Organising Frameworks was established. BNCM16-02: WG presented preliminary findings, mandate extended until BNCM17-01.

15 F Findings: Working Group on Participants' Health and Safety

WG: Partici-pants' Health and Safety

Mandate ex-tended until BNCM17-02

— Presented findings at BNCM17-02, when the WG mandate ran out. Guide was not completed.

BNCM16-02: Was discussed in a Workshop. WG on Participants' Health and Safety was estab-lished.


Abbreviations used: BNCM = Meeting of the Board of National Committees; GBM= Meeting of the Governing Body; NOC = National Organising Committee F = Final – Task is completed | P = Progress – Task is still open, first steps taken | O = Open task, no steps taken | AB = Annual Budget Notes

update booklet 2018-01

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