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EAJS General Meeting 2021

Time: 28 August 2021, 14:45 – 16:45 UTC+2 (Rome, Paris, Berlin time) / 21:45 – 23:45 Japan time

The General Meeting will be conducted digitally via Zoom. An invitation link to the Zoom meeting will be sent to all EAJS members in due time.

 Agenda

(1) Report by the EAJS President: Report on activities of the association

(2) Report by the EAJS Treasurer: Financial report and budget

(3) Outcome of council elections, farewell to outgoing council members and welcoming of new council members

(4) EAJS conferences

  1. Venue of 17th EAJS International Conference in 2023
  2. Reports by section convenors

(5) Resolution on addition to § 6 in the EAJS Constitution:

The EAJS Council proposes that the General Meeting add the following new sections to § 6 General Meeting of the Association of the EAJS constitution:

“Virtual General Meetings are permissible. Regarding the invitation to a virtual General Meeting, § 6 section 1 shall apply accordingly. In a virtual General Meeting, members exercise their membership rights by means of electronic communication. The specific details of conducting a virtual General Meeting shall be determined by the Council.

The Council may also permit members to virtually participate virtually in a non-virtual meeting without being present in person (hybrid meeting) and to exercise their membership rights by means of electronic communication.”

Explanation: It is not the aim of the EAJS Council to regularly conduct virtual general meetings in the future, but to continue the EAJS tradition of holding non-virtual meetings at the closing of each triennial conference. However, in light of the recent global pandemic, the EAJS Council thought it prudent to add in the constitution the option of virtual or hybrid general meetings as well. The fact that we are allowed to hold the general meeting as a virtual event this year without explicit provisions in our constitution is only due to a temporary exemption in German association law (the legal jurisdiction that is binding for this association). But this exemption is only valid until the end of 2021, so we should make provisions for these options in our own constitution.

(6) Resolution on addition to § 8 in the EAJS Constitution:

The EAJS Council proposes that the General Meeting add the following new sections to § 8 Election of Council Members of the EAJS constitution:

“The election of the Council may also be conducted in digital form by using an online voting system. Members exercise their voting rights in a digital election by means of electronic communication. § 8 sections 1-3, 5-6 and 9 of the constitution shall apply mutatis mutandis to the digital election. The EAJS office on behalf of the Council shall send the election documents in text form to all members entitled to vote generally three months before the General Meeting. The Council shall set a deadline by which the votes of the members must be received through the election system. Votes received after this deadline are invalid.

The digital voting procedure must ensure that the election is anonymous, that the entitlement to vote is verified, that eligible voters can cast no more votes than is stipulated in § 8 section 3, that all technical steps and the election results are recorded in the minutes, and that manipulation during the casting and counting of votes is precluded.

Members who do not have the technical requirements to participate in a digital election shall be permitted by the Council to cast their vote by ballot-by-mail.”

Explanation: We propose this addition in order to modernise and simplify the process of the EAJS Council election. Preparing and conducting the election by ballot-by-mail is expensive, cumbersome and very time-consuming. Furthermore, the Council hopes that by conducting the elections in digital form, more members will participate in the elections than by ballot-by-mail vote.

However, it will still be possible to conduct the EAJS Council election in the future by ballot-by-mail for those members who are unable to cast their vote digitally.

(7) Matters arising from council discussions

(8) Any other business