SECTION 1 – GENERAL
Article 1 – Name
1.1 The name of the society shall be ASIA – PACIFIC EVALUATION ASSOCIATION, hereafter referred to as “The Association” or “APEA”.
Article 2 – Registered Office and Postal Address
2.1 The Association shall be legally constituted and duly registered in Kuala Lumpur, Malaysia under existing laws governing the registration of societies and associations. The Secretariat of APEA shall also be located in Malaysia.
Article 3 – Aims
3.1 The aims of the Association shall be as follows:
$1i) To improve the theory, practice, use and institutions of evaluation;
$1ii) To advocate and support the formation of national societies, networks, and groups in evaluation;
$1iii) To advocate and promote the use of evaluation in member countries;
$1iv) To establish and promote ethics, professionalism, and exemplary standards in evaluation practice in the Asia-Pacific Region;
$1v) To provide forums for discussions of ideas including Association publications, seminars, workshops, and conferences in the Region;
$1vi) To promote transparent and accountable governance in the region;
$1vii) To promote inclusiveness and link members who have similar evaluation interests regionally and globally;
$1viii) To promote research and development for the advancement of evaluation;
$1ix) To facilitate knowledge sharing and provide education and training in matters related to evaluation;
$1x) To recognize outstanding contributions to the theory and the practice of evaluation; and
$1xi) To attend to and undertake actions on any other matters consistent with these foregoing aims.
SECTION 2 – MEMBERSHIP
Article 4 – Membership
4.1 The members of the Association shall include the national and sub-regional evaluation societies and networks, and sectoral as well as thematic evaluation associations and sub-regional organizations or groupings in the Asia-Pacific Region.
4.2 Membership of the Association shall be drawn from the six sub-regions in the Asia-Pacific region* namely :(a) Central Asia, (b) Northeast Asia, (c) Oceania, (d) South Asia, (e) Southeast Asia, and (f) West Asia.
* The sub-regions being as defined by the United Nations Economic & Social Committee for Asia and the Pacific (ESCAP).
4.3 There shall be four( 4 ) categories of members, as follows:
i) General Member national evaluation societies and networks and sectoral as well as thematic evaluation associations and sub-regional organizations or groupings.
ii) Associate Member national and sub-regional organizations whose main activity is not evaluationbut who are involved in related activities.
iii) Corporate Member public or private sector organizations whose activities are directly related to evaluation or evaluation related fields.
iv) Honorary Member An individual person ie one who has contributed to or have proven substantive and exemplary
contribution to the advancement of the Association and its objectives.
4.4 Every member must uphold the Constitution and comply with the By-Laws of the Association. Only the General Members shall have the right to vote and to hold office in the Association.
4.5 Any member may cease to be a member of the Association :
i) by delivering its or his/her resignation, in writing, to the Secretary of the Association; or
ii) onhaving been a member not in good standing for four consecutive months, as stipulated in the By-Laws of the Association.
Article 5 – Joining Fees and Annual Subscriptions
5.1 An initial joining fee shall be payable by all categories of members., Thereafter, an annual subscription fee shall be payable. Details in regard to the fees payable and conditions are as stipulated in the By-Laws of the Association.
SECTION 3 - ORGANIZATION AND GOVERNANCE
The organizational structure of the Association shall consist of the General Assembly ( GA ), the Board of Directors ( BoD), and a Secretariat.
Article 6 – The General Assembly ( GA )
6.1 The GA, consisting of the General Members, shall be the highest decision-making body of the Association.
6.2 The GA shall be responsible for formulating the policies and priorities of the Association and shall approve the Work Program and Budget of the Association for each term.
6.3 The GA meetings of the Association shall be held at a time and place in accordance with the By-Laws of the Association.
6.4 Besides its regular scheduled meetings, any other meeting of the GA shall be an extraordinary meeting. The Board of APEA may, as and when it sees fit and necessary, convene an extraordinary meeting of the GA. An extraordinary meeting of the GA shall be convened upon the request for such a meeting being submitted to the President of APEA by two-thirds of the General Members.
Article 7 - Board of Directors ( BoD ): Composition and Functions
7.1 The BoD shall consist of up to fifteen (15) members, representing the six sub-regions in Asia and the Pacific as follows: Central Asia, Oceania , Northeast Asia, South Asia, Southeast Asia and West Asia.
7.2 The members of the BoD shall be elected for a term of two (2) years, and this shall be on the basis of pre-determined rotation requirements, as stipulated in the By-Laws of the Association.
7.3 The BoD shall be entrusted by the GA to exercise all the powers and conduct all matters that the Association may exercise, save such as are by the Constitution in force at the time, required to be exercised or done by the GA in a general meeting.
7.4 The Board members of the Association shall consist of the President, two (2) Vice Presidents, and up to twelve (12) other representatives of the General Members of which one shall be elected as the Secretary and one as the Treasurer. Each sub-region shall be represented in the Board. Any one country shall not have more than one representative on the Board.
Article 8 The Secretariat of APEA
8.1 The Association shall have a fulltime Secretariat under the direct management of the Board to attend to the day-to-day operations of the Association. The Board will be responsible for establishing the Secretariat and to oversee its role and functions. The composition of the Secretariat shall be approved by the Board.
Article 9 – Duties and Responsibilities of Board Members
9.1 The Board shall ensure that all policy decisions for and on behalf of the Association, including on finance, shall be in compliance with the policy directions of the GA and the By-Laws of the Association.
9.2 The duties, responsibilities, and powers of the President, the Vice Presidents, other Board Members , the Secretary and Treasurer shall be as stipulated in the By-Laws of the Association.
Article 10 – Programme Operations and Financial Management
10.1 The annual Programmes and Budgets of the Association shall be approved by the Board in compliance with the policy directions of the GA.
10.2 The Board shall submit to the Association members, each year, Annual Progress and Audited Financial Reports, as stipulated in the By-Laws of the Association.
Article 11 – Indemnity and Limitation of Liabilities
11.1 The Association shall, to the full extent permitted by its By-Laws, indemnify any Board member or officer of the Association against expenses including attorney’s fees, judgments, fines and amounts paid in settlement reasonably incurred in the defense of any action, suit or proceeding, civil or criminal, in which he/she is made a party by reason of being or having been a Board member of APEA or officer of APEA, except in matters in which it is finally adjudged in such action, suit or proceeding that he/she is liable for negligence or wilful misconduct in the performance of his/her duties for APEA.
11.2 No contract shall be made by, for, or on behalf of APEA, without the prior approval of the Board of APEA.
SECTION 4 – AMENDMENT OF CONSTITUTION AND BY-LAWS
Article 12 – Amendment
12.1 The Constitution of the Association including the By-Laws may be amended by the GA either at its regular or extraordinary meetings.
12.2 Any amendments to the Constitution or the Bylaws shall be by a two-thirds (2/3) majority of the General Members. Any proposed amendment shall be submitted to the GA along with the notice of either a regular or an extraordinary meeting of the GA
Article 13 – Dissolution
13.1 The Association shall not be dissolved except with the consent of not less than two thirds of the total number of General Members at an extraordinary meeting of the GA convened specifically for that purpose.
13.2 Notice of dissolution must be given, within seven (7) days of the dissolution, to the Registrar os Societies using a Certificate of Dissolution signed by the President and the Secretary of the Association.
13.3 In the event that APEA is dissolved at an extraordinary GA meeting of the Association with the consent of not less than two thirds of the total number of its General Members, then those members shall decide on the quantum of distribution of the Association’s net assets to its members.