ESReDA Statutes and Operating Rules
This page provides a clear, web-friendly rewrite of ESReDA’s Statutes and Operating Rules for informational use. In case of any discrepancy, the formally adopted governing documents remain the reference.
Statutes
1. Name, legal status and registered office
- ESReDA is an international non-profit association operating under Belgian non-profit association law.
- The Association has an official registered office in Belgium; the Board of Directors may change the registered office within Belgium following the required formalities.
2. Purpose and objectives
ESReDA exists to advance safety, reliability, maintainability, lifetime and the management of technological and human risks. The Association promotes research and collaboration, supports the development and use of relevant data banks, provides expert input to institutions and stakeholders, improves communication between industry, academia and authorities, and contributes to education, definitions, methods, standards and methodological guidance.
To achieve these objectives, ESReDA organises meetings and seminars, establishes dedicated Project Groups, and disseminates outputs such as reports and guidance. ESReDA may also cooperate with other organisations with aligned or complementary aims.
3. Membership categories
- Effective Members: organisations or individuals with voting rights and eligibility for functions; they contribute through annual fees or services as defined by internal rules.
- Associate Members: may participate in Project Groups and attend the General Assembly as observers; no voting rights and not eligible for functions.
- Sponsoring Members: contribute to the Association’s resources through services or assets; may attend as observers; no voting rights and not eligible for functions.
- Honorary Members: individuals recognised for special services; may attend meetings as observers.
4. Member commitments
Members commit to promote ESReDA’s objectives, support and use common definitions and procedures for exchanging information and experience, take a fair share in activities (including participation in meetings), and comply with the Statutes and Operating Rules.
5. Admission, resignation and exclusion
- Admission: membership requires a written application stating motivations and commitment to comply with the governing documents; admission is decided by the General Assembly.
- Resignation: members may resign with prior notice and remain responsible for obligations incurred before resignation takes effect.
- Termination: membership may end by resignation, exclusion, dissolution/major change of a legal entity member, non-payment beyond a defined period, or conduct harmful to ESReDA.
- Right to be heard: before exclusion for cause (e.g., non-payment or misconduct), the member must have the opportunity to be heard.
6. Membership fees
The annual fee for Effective Members is set by the General Assembly (based on a proposal from the Board of Directors). If no decision is made in time, the existing fee continues for the following year. Fees remain due for the year in which resignation or exclusion occurs.
7. Governance structure
ESReDA’s structure includes the General Assembly, the Board of Directors, and officer roles such as President, Vice-President, General Secretary and Treasurer, as well as the Project Groups.
8. General Assembly
- Composition: the General Assembly is composed of all Effective Members.
- Key responsibilities: setting priorities and topics, approving and overseeing Project Groups, organising or sponsoring scientific/technical events, approving budgets and accounts, determining membership fees, electing key officers, and deciding on amendments and dissolution matters.
- Meetings and decisions: the Assembly meets at least annually; members are informed in advance; proxies may be allowed according to the rules; decisions typically follow majority voting, with special majorities required for specific matters.
Operating Rules
The Operating Rules describe practical procedures for running the Association: officer roles, Project Group functioning, reporting, financial governance, and how amendments or dissolution proposals are handled.
1. Officer roles and terms
- President: elected from Effective Members for a defined term; chairs General Assembly and Board meetings and represents the Association externally.
- Vice-President: elected from Effective Members; acts as substitute for the President when needed.
- General Secretary: ensures operational continuity, supports membership administration and the functioning of the Assembly, Board and Project Groups; supported by a Secretariat.
- Treasurer: manages fee collection, budgets, accounts and financial transactions as defined by the Board and approved by the Assembly.
2. Project Groups (creation, operation and outputs)
- The General Assembly may establish Project Groups to address specific tasks aligned with ESReDA’s objectives.
- Each Group has defined terms of reference and a work programme approved by the Assembly.
- Participants are proposed by Members and accepted according to the Association’s procedures; groups include a minimum representation of Effective Members.
- Each Project Group has a leader appointed by the Assembly (on proposal of the Board), responsible for delivery, reporting and budget oversight.
Project Groups produce periodic reports describing work performed, results obtained and implications for future work. Reports and correspondence should clearly reference ESReDA. Views and conclusions remain those of the authors until formally released/endorsed through the appropriate Association process.
Distribution and dissemination of Project Group outputs are defined by the Assembly; sharing with external organisations follows an approval process and may require specific agreements.
3. Financial governance and budgeting
- The Board submits annual accounts and the proposed budget to the Assembly for approval.
- The financial year follows the calendar year.
- Members normally cover their own costs; for events or joint activities, advances and reimbursements may be arranged under agreed rules.
- Funding sources may include member contributions, sponsorship, gifts/subsidies, interest and other permitted income.
- Funds are applied solely to promote ESReDA’s objectives and not distributed as subsidies to members, except where approved for specific services in the Association’s interest.
4. Amendments and dissolution
Proposals to amend the governing documents or dissolve the Association follow defined initiation and notice requirements, including advance communication to Effective Members and voting thresholds. ESReDA is intended to operate for an unlimited duration, but dissolution can occur under conditions such as membership falling below a minimum threshold or by Assembly decision following the specified quorum/majority rules.
In the event of dissolution, the Board oversees notifications, closure of financial matters and allocation of remaining funds strictly to non-profit purposes, consistent with the Association’s objectives and the applicable framework.
5. Liability and final provisions
ESReDA does not assume liability for how third parties use the outcomes of studies or statements made by members. Matters not covered by these rules are addressed in line with the applicable legal framework governing the Association.
Questions
For governance-related questions (membership categories, Project Groups, Assembly procedures or officer roles), please contact ESReDA via the website contact section.