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EUROPEAN YOUTH PARLIAMENT

Updates Booklet FOR THE MEETING OF THE BOARD OF NATIONAL COMMITTEES ON APRIL 5TH – 7TH 2019, BERLIN Originally published on 18 March 2019. Booklet updated on: 19-Mar-19

Friday, 5th of April 10:00 – 10:45 Teambuilding 10:45 – 11:30 Networking Time & Training 11:30 – 12:30 Lunch 12:30 – 12:45 Opening of Meeting 12:45 – 13:00 Voting on Minutes from BNCM18-02 13:00 – 13:30 I: BNC’s Transparency to the Network 13:30 – 14:15 BNC Board Updates 14:15 – 14:30 Break 14:30 – 15:30 II: Update to the Policy on Safeguarding Safety and Dignity in

EYP, Section Safe Person and Safe Core Team 15:30 – 16:30 III: Workshops – First Discussion Block 16:30 – 16:45 Break 16:45 – 17:45 Governing Body Updates 17:45 – 18:15 IV: Re-thinking Member Communication (EYP Facebook

Groups) 18:15 – 18:45 V: Debate on the Function and Execution of Closing

Ceremonies at EYP Sessions 18:45 – 19:00 Closing the day

Saturday, 6th of April 10:00 – 10:30 VI: Change of the Charter – GB Elections 10:30 – 11:00 VII: Clarifying Election Procedures in Policy on Governing Body 11:00 – 11:15 Break 11:15 – 12:00 VIII: Charter Change: Election of the Governing Body

12:00 – 12:45 IX: Reviewing the Selection of International Session Leadership

12:45 – 13:45 Lunch 13:45 – 14:45 International Office Updates 14:45 – 15:45 X: Workshops – Second Discussion Block 15:45 – 16:00 Break 16:00 – 17:00 Financial Updates 17:00 – 17:45 XI: Update of the Policy on Evaluation and Feedback 17:45 – 18:00 Break 18:00 – 18:45 XII: Reform of BNC Working Groups 18:45 – 19:00 Closing the day

Sunday, 7th of April 10:00 – 11:00 XIII: Update to the Policy on Delegation Allocation 11:00 – 11:45 XIV: Update to the Welfare Policy, Article 18 11:45 – 12:00 Break 12:00 – 12:30 XV: Update to the Policy on the Selection of International

Session Officials 12:30 – 13:30 Lunch 13:30 – 14:00 XVI: Update to the Policy on International Session 14:00 – 14:45 XVII: NC Input on the Role of the Governing Body and on

Compliance Systems 14:45 – 15:30 XVIII: Workshops – Presentation Block 15:30 – 16:00 Outlook

Table of Contents

Updates by the BNC Board: Overview of work and projects ................................................. 5

A: Preparation of BNC Meeting and Online Vote ............................................................................. 6

B: Administrative Tasks ...................................... 7

C: Vision, Projects and Initiatives ....................... 9

Updates by the BNC Board: Previous Policy passed and discussions held ........................ 11

A: Winter BNC Online Vote 2019 ....................... 12

B: Autumn BNC Meeting 2018 .......................... 14

C: Spring BNC Meeting 2018 ............................. 18

Updates by the Governing Body: Overview of Decisions ................................................... 25

I: National Committees .................................... 26

II: International Governance ............................ 27

III: International Sessions & T4ETs ................... 29

Updates by the Governing Body: Overview of portfolios and projects ................................ 31

A: NC Support (Dionysis) .................................. 32

B: Education, Outreach and Inclusion (Helga) 33

C: International Governance (Marek) .............. 34

D: Knowledge management, welfare, events (Maria) ............................................................... 35

E: International Strategy & Fundraising Strategy (Natalia) ............................................................ 37

F: Active citizenship & Partnerships (Noura) ... 38

Updates by the International Office ............. 42

A: International Governance and Organisational Development .................................................... 43

B: Development and training in the EYP ......... 45

C: Communication and Corporate identity ..... 46

D: EYP Member Platform .................................. 49

E: International Sessions ................................. 50

F: BASES – Building a Strong European Society ........................................................................... 52

G: Power Shifts 2.0 ........................................... 54

H: Partnership management and fundraising 56

I: Administration, staff and office .................... 58

Financial Updates by the International Office and Governing Body .................................... 60

A: International Governance and Organisational Development .................................................... 61

B: Development and Training in EYP .............. 61

C: Communication and Corporate Identity .... 62

D: Member Platform and Technical Software 62

E: International Sessions ................................. 62

F: Power Shifts 2.0 ............................................ 63

G: Strengthening the EYP Network ................. 63

H: Partnership Management and Fundraising 64

I: Administration, Staff and Office ................... 64

SUMMARY OF BUDGET EXPENDITURE 2019 ... 65

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 during the BNCB Updates section of the Spring 2019 BNC Meeting, which means that questions from the BNC about these points will be particularly encouraged during the debates held after each section has been presented.

Abbreviations used:



UPDATES BY THE BNC BOARD: OVERVIEW OF WORK AND PROJECTS These updates primarily cover the time period of November 2018 – March 2019. They are structured in the following sections:

A. Preparation of BNC Meeting and Online Vote

B. Administrative Tasks

C. Vision, Projects and Initiatives

The updates reflect the status as per 18 March 2019.

Abbreviations used:



A: Preparation of BNC Meeting and Online Vote Status Task / area of activity Progress and outlook Start End Responsible

A1 Content checks To help in preparing for the Meeting, the BNC Board has made itself available to check content and formats of proposals. In preparation for this Meeting, no National Committee approached us regarding the matter.

17.01.2019 17.02.2019 All

A2 Agenda drafting

The process of drafting the Agenda was primarily based on the desires of National Committees expressed in the Agenda Setting Poll, with particular attention given to special needs and requests of proposing entities. The BNC Board was able to accommodate for all the proposals submitted. As the BNC Working Procedure requires, in accordance with article 4.1.1., the BNC Board proposed an agenda which was published on 11.02.2019, more than two weeks prior to the meeting.

04.03.2019 11.02.2019 All

A3 F Proposal Booklet The Proposal Booklet was made available following from the submission period. 17.02.2019 18.02.2019 Hannes

A4 Meeting Booklet

The Meeting Booklet was made available on 11.03.2019. Around four weeks prior to the meeting, giving BNC participants double the amount of preparation time in comparison to the minimum preparation time required by article 4.3.3. of the Working Procedure.

04.03.2019 11.02.2019 Hannes

A5 Update Booklet The Update Booklet was made available on 18.03.2019, two weeks prior to the Meeting. This twice the amount of time prior to the Meeting as mandated required by article 4.3.4. of the Working Procedure.

20.01.2019 11.03.2019 All

A6 Workshop Topic Allocation

The Workshop Topics were announced through the Proposal Booklet on 18.02.2019. One Workshop Topic was accepted by the BNC after the submission deadline. The Workshop Allocation Poll was set to close on the 18.02.2019.

11.03.2019 18.03.2019 Hannes

A7 Winter Online Vote

The BNC Board oversaw the first Standardised Online Vote. There was a reasonable amount of proposals submitted. All proposals were approved which highlights the usefulness of the Online Voting in allowing for less controversial proposals to be debated outside of a BNC Meeting, leaving more time for more controversial ones.

11.12.2018 03.02.2019 All

Abbreviations used:



B: Administrative Tasks Status Task / area of activity Progress and outlook Start End Responsible

B1 Communication with National Committees

The BNC Board has been trying to communicate with individual NCs to understand their needs and concerns sporadically, as well as with anyone that reaches out or otherwise expresses interest or need.

– – All (Hannes)

B2 Communication with the Governing Body

The BNC Board and the Governing Body had Skypes to update each other and discuss relevant matters, including items such as International Governance, the Slack platform and the GB proposals for the BNCM. The BNC Board has to note some difficulties in scheduling Skypes with the GB and wishes that this improves in the future.

– – Hannes, José

B3 Communication with the International Office

The BNC Board communicate irregularly on a case-by-case basis over email with the Executive Director, the interns and other employees of the IO. Communication is naturally more frequent in preparation for the BNC Meetings, the Online Vote and the BNC Board elections.

– – Samuel

B4 Administration of the Slack workspace

The Slack platform was further developed. Basic maintenance and updating of members was conducted. NCs were allowed an extra person on Slack, for a total of three per NC. Some channels were created following requests.

– – All (José)

B5

Administration of the EYP International Governance Facebook group

The BNC Board also administers the EYP International Governance Facebook group. This is a rather passive role. Besides accepting new members into the group the BNC Board has only acted to remind stakeholders when they post things in other Facebook Groups that could be of interest or fit better the International Governance group.

– – All

B6 O Administration of the EYP Mailing Lists

After discussion with the International Office, it was decided that the BNC Board will be taking over the administration of the BNC Mailing Lists after BNCM19-01. In conjunction with this, the Calls list will migrate into a Google Groups list.

– – All (Hannes)

B7 Call for Working Group Members

At BNCM18-02, two new Working Groups were established focused on Life line services and Policy Compliance.

The BNC Board launched the call for Working Group members on 06.12.2018. As there were not enough applicants the call was reopened but no more applicants were received. The two Working Groups were therefore not established as they did not meet the requirements as set by the Working Procedure.

06.12.2018 13.01.2019 All

Abbreviations used:



B8

Working Group on Accessibility

The Working Group’s mandate ran out on BNCM18-02, but the WG Chair promised to finalise the details of the work, which is complete and should be available to the Network by BNCM19-01.

07.05.2018 BNCM18-02

Hannes

B9 Working Group on Data Protection

This Working Group's mandate lasts until BNCM19-01. The WG made no progress in the first few months after BNCM18-02. The chair of the WG resigned on 5 Mar 2019 due to a change in her employment situation. Elena Tadic (RS) was appointed as new chair of the WG.

07.05.2018 BNCM19-01

Samuel

B10 Working Group on Participant Exchange

The Working Groups mandate was extended and it kept working to finalise a guide by the BNCM19-01. 07.05.2018

BNCM19-01

José

Abbreviations used:



C: Vision, Projects and Initiatives Status Task / area of activity Progress and outlook Start End Responsible

C1 P Vision: year-round international governance

The BNC Board has made it a key priority to push for International Governance that is active year-round. To this end, we pushed for a continuous use of the Slack platform as well as had the first standardised Online Vote.

– – All

C2 P Vision: transparency One of the core values we want to have shown across our work is transparency. Besides regular updates to the BNC on the work of the BNCB, we pursued this by proposing changes to the Working Procedure so that, for example, Updates are regulated in this document and made available to the whole network.

– – All

C3 F Webinars on International Governance

Following successful Webinars with high attendance in preparation for previous Meetings, the BNC Board opted to continue the project. Webinars took place before the online vote as well as at different stages of meeting preparation. For the latter, the BNC Board opted to propose dates instead of chosing these based on a Doodle. This might have decreased attendance so we will rethink this approach going forward.

– Ongoing All

C4 P Review of Working Procedure

The BNC Board reviewed the Working Procedure of the BNC. Proposals were put forward to the Winter Online Vote to allow the BNC to overrule BNC Board interpretations of the Working Procedure, to allow National Committee representatives to request changes to Meeting minutes and to require them to be approved, to codify the practice of Updates as Meeting documents, to codify the practice of having a transition period and handover meeting following elections and to place all formal requests at the discretion of the BNC Board. The BNC Board also proposed two proposals to the BNCM19-01. The first is aimed at increasing the transparency of the BNC towards the network. The second is aimed at reforming the BNC Working Groups.

– Ongoing All

C5 O Proposal and topic follow-up

In the light of the high participant turnover at BNCMs, we would like to avoid loss of information and progress on topics as much as we can. This is why we will more actively follow up on topics that are discussed at this Meeting and make sure that next steps are being taken.

All

C6 F Feedback period Feedback period As the BNCM18-02 saw the approval of friendly amendments, the BNC Board did not feel the need to have a formal feedback period as proposing entities can amend there proposals at any time before the vote. Nevertheless,

All

Abbreviations used:



feeedback one submited proposals was encouraged specifically from the publication of the Proposal Booklet until the deadline for the submission of Amendments. Slack channels were created to allow for a space for proposals to be debated. We received three friendly amendments which we consider to be a positive outcome.

Abbreviations used:



UPDATES BY THE BNC BOARD: PREVIOUS POLICY PASSED AND DISCUSSIONS HELD These updates cover BNCOV19-01, BNCM18-02 and BNCM18-01. It is structured in the following sections:

A. Winter BNC Online Vote 2019

B. Autumn BNC Meeting 2018

C. Spring BNC Meeting 2018


Abbreviations used:



A: Winter BNC Online Vote 2019

Policy / Debate Initiated by BNC approval

GB approval

Implementation and follow-up Relevant history

A1

Proposal: Modification of the Policy on International Sessions: Delegate Fees and Timings

EYP UK OV19-01 Awaiting Awaiting GB aproval –

A2 Proposal: Changes in the Policy on Councils

GB OV19-01 – Proposal passed into policy. BNCM18-02: Debate on the future of Councils

A3 Proposal: Update of the Policy on International Sessions

GB OV19-01 – Proposal passed into policy. –

A4 Proposal: Overturning BNC Board Interpretations

BNC Board OV19-01 – Proposal passed into policy. –

A5 Proposal: Handling of Meeting Minutes


A6 Proposal: Formalising Updates as Meeting Documents


A7 Proposal: Handover Period for the BNC Board


Abbreviations used:



A8 Proposal: Formal requests at discretion of BNC Board

BNC Board OV19-01 – Proposal passed into policy. Formal requests were introduced in 2015/2016

A9

Proposal: Confirmation of the Policy on Feedback and Evaluation as a Network-Wide Policy

GB OV19-01 – Proposal passed into policy. BNCM18-02: Change to charter regarding policy categorisation

A10

Proposal: Confirmation of the Policy on Communication as a Network-Wide Policy

GB OV19-01 – Proposal passed into policy. BNCM18-02: Change to charter regarding policy categorisation

Abbreviations used:



B: Autumn BNC Meeting 2018


GB approval


B1

Proposal: Charter Change Regarding Policy Categorisation & References to “Alumni”

GB 18-02 – Proposal passed into policy. BNCM 13: Governance Reform introduced a revised Charter and a new set of policies.

B2 Proposal: Changing the Abstention system of the BNC meeting

EYP Belgium 18-02 – Change took effect immediately BNCM18-01: similar proposal submitted

B3 Proposal: Update to the BNC working procedure

EYP Belgium 18-02 – Change took effect immediately –

B4 Proposal: Policy Enforcement

EYP Belgium, EYP Armenia

– – A Working Group was voted upon on the topic.

–

B5 Topic: Reviewing the Feedback System in EYP

EYP Austria – – Not pursued further at BNCM19-01.

BNCM13-01: the idea of a common evaluation system was suggested by EYP NL. BNCM15-01: Policy of Evaluation and Feedback has been renewed and presented by the Working Group on Reforming the Recommendation System

B6 Proposal: Policy on safeguarding safety and dignity in EYP

GB 18-2 – Proposal passed into policy with three friendly amendments

–

Abbreviations used:



B7

Topic: Setting up an Emergency Lifeline During Sessions for NCs and HOs

EYP the Netherlands

– – A Working Group was voted upon on the topic.

–

B8 Proposal: EYP Code of Ethics

GB 18-02 – Proposal passed into policy. BNCM18-01: Possibility of a Code of Ethics discussed

B9

Topic: Assessing the Role of the International Office in International Governance

EYP the United Kingdom

– – Not pursued further at BNCM19-01. –

B10 Proposal: Standard Procedure for Dispute Resolution in EYP

GB 18-02 – Proposal passed into policy with one friendly amendment.

–

B11

Proposal: Proposal for the Formalisation of International Session GB Reports

EYP the Netherlands

18-02 GB 18-IV Proposal passed into policy. –

B12 Topic: Reviewing the Council Structure

EYP Ireland – – GB proposed change in Council Structure in OV19-01

BNCM17-01: Workshop on the future of Councils.

B13 Proposal: Update the Evaluation Policy of Session Leadership

EYP Russia – – Not pursued further at BNCM19-01. –

B14 Proposal: Welfare Policy

GB 18-02 – Proposal passed into policy with one friendly amendment which replaced the Policy on

BNCM18-01: idea discussed and inform vote in favor of it.

Abbreviations used:



Participant Welfare and Policy on International Session Code of Conduct.

B15 Workshop Topic: EYP Training Practices

GB – – Not pursued further at BNCM19-01. -

B16 Workshop Topic: Health and Safety

EYP Czech Republic

– – Not pursued further at BNCM19-01. -

B17

Workshop Topic: Improving Communication Between the International Office and the Network

International Office


B18

Workshop Topic: Knowledge-sharing between NCs in the EYP

EYP Austria – – A Workshop was proposed but the BNC voted against its establishment.

-

B19

Workshop Topic: National Communication Strategy Implementation

GB, International Office


B20

Workshop Topic: Needs in Governance Survey Results & Next Steps

IO – – Not pursued further at BNCM19-01. -

Abbreviations used:



B21

Workshop Topic: The Role of the BNC Board

BNC Board – – Not pursued further at BNCM19-01. -

Abbreviations used:



C: Spring BNC Meeting 2018


GB approval


C1 Network: EYP Denmark Compliance After Probation Year

GB 18–01 GBM 18-II EYP Denmark was recognised as a full National Committee.

August 2015: Granted Initiative status by the GB. December 2016: Granted Candidate National Committee status by the GB. BNCM17-01: Approved for National Committee in compliance year status.

C2 Network: Withdrawal of recognition of EYP Kosovo

GB 18–01 GBM 18-II

EYP Kosovo's status was immediately withdrawn upon the BNC's decision. In August 2018, EYP Kosovo was granted Initiative Status by the Governing Body.

—

C3

Proposal: Changes to the Policy on Selection of International Session Officials

GB 18–01 GBM 18-II Proposal passed into policy. (With the Amendment to Changes to the Policy on Selection of International Session Officials)

BNCM17-02: Proposal Policy on the Selection of International Session Officials was rejected by the BNC.

C4 Proposal: Charter Change – Teacher Election Procedure

GB 18–01 GBM 18-II Proposal passed into policy.

BNCM16-01: A Workshop on Governing Body Elections affirmed the need for review of the election criteria of Governing Body members. BNCM16-02: A Proposal on GB Election Procedure was passed into policy, requiring candidates to garner support from at least 20% of National Committees to be elected.

Abbreviations used:



C5 Proposal: Modification of the Policy on Councils

GB 18–01 GBM 18-II

Proposal passed into policy. (Without amendments) Topic of Debate Reviewing the Council Structure will be discussed at BNCM18-02.

—

C6

Proposal: Modification of the Policy on ISs concerning age restrictions

EYP Finland 18–01 April 2018

Proposal passed into policy. (With the Amendment to Modification of the Policy on International Sessions Concerning Age Restrictions)

—

C7 Proposal: Online Voting in International Governance

BNC Board 18–01 – Proposal passed into policy. October 2017: Proposals brought to Online Vote failed to reach quorum.

C8 Proposal: Update of the BNC Working Procedure

BNC Board 18–01 –

Proposal passed into policy. (Without amendments) Rejected amendment brought forward as Proposal: Changing the Abstention System of the BNC Meeting for BNCM18-02. It was rejected from the Meeting through the Agenda Setting Poll.

February 2017: The Working Procedure was updated with a comprehensive reform, which was voted on voted on between 20.02.2017 and 26.02.2017. October 2017: The majority of this proposal was previously put up for an Online Vote in the autumn of 2017, but failed to reach quorum.

C9 Proposal: Update of the Policy on Code of Conduct

GB 18–01 GBM 18-II Proposal passed into policy. —

C10

Topic: Assessing the needs of NCs regarding international governance

GB – – Input carried forward by the GB to BNCM18-02 as Workshop Topic: Needs in Governance Survey Results & Next Steps.

BNCM13-01: Proposal Governance Reform overhauled International Governance. BNCM15-01: Working Group on the Evaluation of the Governance Reform established. BNCM16-01: The Working Group on the

Abbreviations used:



Evaluation of the Governance Reform presented its initial findings. BNCM16-02: The Working Group on the Evaluation of the Governance Reform held the Workshop Evaluation of the Governance Reform. BNCM17-01: The Working Group on the Evaluation of the Governance Reform brought forward Proposal: Propositions of the WG Governance Reform (Charter) and Proposal: Propositions of the WG Governance Reform (BNC WP). Both were rejected by the BNC.

C11 Topic: Data protection within the EYP Network

EYP Belgium, EYP Portugal

– – Resulted in the creation of the Working Group on Data Protection with a mandate until BNCM19-01.

BNCM17-02: A Proposal and Workshop on Data Protection was rejected from the Meeting through the Agenda Setting Poll.

C12 Topic: Draft EYP code of ethics

GB – – Input carried forward by GB to BNCM18-02 as Proposal: EYP Code of Ethics.

—

C13 Topic: Rethinking the communication of Calls to the EYP Network

EYP Austria – – Not pursued further at BNCM18-02.

BNCM16-02: A Topic of Debate on Moderating the Sessions!-page concluded that guidelines to limit spam and promote diverse visibility in the group should be established.

C14 Topic: The future of trainings in EYP

EYP Belgium, EYP Portugal

– – A Workshop on EYP Training Practices will be held at BNCM18-02.

BNCM16-01: A Workshop on the future of T4ETs was held. BNCM16-02: A Topic of Debate on Revisiting the current organisational scheme of T4ETs concluded that “the National Committees expressed a lot of interest in the

Abbreviations used:



development of T4ETs and the Governing Body’s vision for the flagship training event“.

C15 Topic: Participant Welfare Guide

– – Input carried forward by GB to BNCM18-02 as Proposal: Policy on Safeguarding Safety and Dignity in EYP.

—

C16 Workshop: Accessibility

EYP the United Kingdom

– – Resulted in the creation of the Working Group on Accessibility with a mandate until BNCM18-02.

—

C17

Workshop: First steps in creating a strategy for external partnerships

GB – – Not pursued further at BNCM18-02. No next steps were proposed.

—

C18

Workshop: How would the exchange of participants between NCs look like an ideal world?

EYP Germany – – Resulted in the creation of the Working Group on Participant Exchange with a mandate until BNCM18-02.

—

C19

Workshop: International Governance Interactivity

GB – – Not pursued further at BNCM18-02 despite indicating a willingness to discuss as a Topic of Debate.

—

C20 Workshop: Multi-NC events in EYP

EYP Belgium – –

Not pursued further at BNCM18-02. The following next steps were proposed: • Expanding the organiser checklist for Multi-NC event specific issues • Mapping out possible regional organisations as financial partners

—

Abbreviations used:



• Calling upon the Development Council to debrief NCs who organise these events and collect best practices

C21 Workshop: Teachers involvement in EYP

EYP Belgium – –

Not pursued further at BNCM18-02 despite indicating a willingness to discuss as a Topic of Debate. The following next steps were proposed: • For National Committees to reach out to the Educational Council when drafting teachers’ programmes or thinking about the involvement of teachers in their NC. • For National Committees to take part in the webinars provided by the Educational Council. • For National Committeess to add their teachers to the EYP Teachers Facebook group

—

Abbreviations used:



! Update tasks which are highlighted in a light blue colour will be discussed further during the GB Updates section of the Spring 2019 BNC Meeting, which means that questions from the BNC about these points will be particularly encouraged during the debates held after each section has been presented.

Abbreviations used:



GB Updates – Highlights

The Governing Body has had an intense end of the year, and a similarly intense beginning to 2019. Having spent most of January to ensure on-boarding of new GB members, getting on the same page with everyone as to where we stand and in what direction we want to move forward together in 2019.

In a nutshell, a few of the highlights of our work since the Autumn 2018 meeting are:

- 2018 - 2020 international measures catalogue published [see email of 14.01.2019]; - the GB Report on 2018 pubished [see email of 14.01.2019]; - the 2019 GB was formed through probably the most competitive GB election to date – a comprehensive communication strategy has been developed together

with the IO to increase number of candidates, as well as voter turnout; for the first time, an online ‘town hall’ with the candidates was organised; - the approach to Governing Body working groups has been reformed, with five Councils set up in a highly competitive selection process (Safe Core Team,

Development Council, Training & Member Council, Media & Communications Council, Education, Outreach & Inclusion Council); additionally, several Task Forces are in the process of being set up (working on Knowledge Management Strategy, EU Elections, Volunteer Experience, Competency scale and evaluations, as well as a teachers’ task force);

- A Pool of Consultants has been set-up to bridge the gap between more experienced EYPers, interested in assisting in specific cases, without having the availability to be involved on a continuous basis, with volunteers dealing with specific questions;

Abbreviations used:



UPDATES BY THE GOVERNING BODY: OVERVIEW OF DECISIONS These updates primarily cover the time period of November 2018 – February 2019. They are structured in the following sections:

I. National Committees

II. International Governance

III. International Sessions & T4ETs


Abbreviations used:



I: National Committees Topic or Request Decision by the GB Remarks for the Board of National Committees Relevant Policy Date

I-1 EYP North Macedonia as candidate NC

GB recognised the initiative group as a candidate NC

See email to the BNC on 26.01.2019. Discussions held with the Macedonians and EYP Greece as to the name - agreement for use of EYP North Macedonia.

NC Recognition Policy

I-2 EYP Iceland as initiative GB granted an extension to EYP

Iceland as an initiatives up to April 2019

EYP Iceland organised an NSC in autumn, and the GB were in close contact with them to make sure that there is follow up and further activities.

NC Recognition Policy

I-3

NC Presidents A network for NC presidents has been created

All NC presidents are invited to join a dedicated private channel for NC Presidents, allowing for exchange of knowledge and best practices. A peer-to-peer coaching is being piloted, and a system of buddy groups will further be tested. For further information, please see email sent to the BNC on 31.01.2019

I-4

NC Regional Clusters GB approved a new approach for communicating with NCs and facilitating inter-NC support & cooperation

National Committees are grouped according to their region and provide a communication platform with the GB and the DC in groups, as well as facilitate communication among NCs. Further information offered to the BNC by email.

Abbreviations used:



II: International Governance Topic or Request Decision by the GB Remarks for the Board of National Committees Relevant Policy Date

II-1

Policy Classification - network wide policies

Policy on Communication and Policy on Evaluation & Feedback categorised as network wide policies

BNC approved at the winter online vote the GB proposal to recognise the two policies as network wide policies.

Charter categorisation of policies

Winter Online Voting

II-2

Policy Classification - governance related policies

GB approved the following as governance related policies: Policy on Councils, Policy on Governing Body, Policy on National Committee Recognition

The GB proposed a sorting of policies for governance related and IS related policies to the BNC through its email on 5.01.2019, following its decision in this regard at the GBM IV/2018. No opposing view has been shared.


GBM IV 2018/ January 2019

II-3

Policy Classification - International Session related policies

GB approved the following as governance related policies: Policy on Delegation Allocation, Policy on International Sessions, Policy on Selection of IS Officials.

The GB proposed a sorting of policies for governance related and IS related policies to the BNC through its email on 5.01.2019, following its decision in this regard at the GBM IV/2018. No opposing view has been shared.


GBM IV 2018/ January 2019

II-4

Councils Update to the Policy on Councils

The GB’s proposal to the Policy was approved by the BNC through the winter online voting. The update allows the GB to put a permanent Council on hold for a year (as was in practice done for the Academic Council for 2019), set a lower minimum number of members (now 3).

II-5

Councils Selection of Chairs and of Council members

The selection of Council members was split this year in two phases: first, GB selected the chairs (at its GBM I/2019); the chairs worked on developing a vision for their Councils, based on the specific (and more concise and streamlined) mandate set by the GB. The chairs and the GB selected Council members. For full composition of Councils, see email sent to BNC on 27.02.2019

Policy on Councils GBM I / 2019 (chair);

Abbreviations used:



II-6 Task Forces Set-up and launch of task

forces The GB decided to trial a new format of working groups, one that is output driven and functions only until completion of its task (unlike Councils). The call, together with a description of the task forces and their mandates is available here.

II-7

Pool of Consultants Set-up of a Pool of Consultants The Pool of Consultants gathers experienced EYPers available to offer advice and input upon request to NCs and EYPers within certain areas of expertise. Unlike Councils or Task Forces that carry out their work continuously for the duration of their mandate, the Pool of Consultants is a ‘catalogue’ of individuals those in need can turn to with a request for support. Consultants have been selected and their contacts will be made available on the Member Platform. Future applications will be reviewed on a continuous basis.

Abbreviations used:



III: International Sessions & T4ETs Topic or Request Decision by the GB Remarks for the Board of National Committees Relevant Policy Date

III-1 Yerevan 2019 GB gave the green light for

Yerevan IS GBM

IV/2018

III-2 Warsaw 2020 GB selected Warsaw IS as the

summer 2020 IS See email of 11.11.2018 for selection report Policy on IS Novembe

r 2018

III-3 Policy on IS Update policy re GA procedure A GB proposal to remove article 30 of the Policy on IS passed at

the winter online voting. See proposal for further details. Policy on IS Winter

online voting

III-4 Policy on IS Approval of EYP NL’s

amendment to the Policy on IS as approved by the BNC

See EYP NL’s proposal and GB amendment as approved by the BNC at its Autumn 2018 Meeting

Policy on IS GBM IV / 2018

III-5

IS Selections Adoption of Guidelines & Working Procedure for IS selections

See Guidelines & Working Procedure available on the Member Platform here. The document was informed by two surveys carried out by the GB in 2018, one for applicants to IS positions and one for former IS selection panel members. The results of the survey have been communicated to the BNC on 31.12.2018

Policy on IS, Policy on Selecting IS Officials

GBM IV / 2018

III-6 IS Delegations GB approved an update to the

IS Delegation Allocation Policy The proposal has been put forward to the BNC for the Spring 2019 Meeting.

IS Delegation Allocation Policy

February 2019

III-7 GB elections GB approved changes to the

clauses concerning GB elections

The proposal of the GB has been put forward to the BNC for the Spring 2019 Meeting, suggesting updates to the Charter, as well as to the Policy on the GB.

Charter, Policy on GB February 2019

III-8 Policy on IS GB approved changes to the

Policy on IS A proposal aiming to offer future NOCs more flexibility and room for creativity, thus aiming to increase number of NCs interested in hosting an IS, has been put forward for the BNC Spring 2019 Meeting.

Policy on IS February 2019

Abbreviations used:



III-9

Evaluations GB approved changes to the evaluation system

An update to the Policy on Evaluations & Feedback has been put forward for the BNC Spring 2019 Meeting.

Policy on Evaluations & Feedback

February 2019

III-10 IS Selections GB approved changes to the

Policy selection of IS officials An update to the Policy on the Selection of IS Officials has been put forward to the Spring BNC Meeting 2019.

Policy on the Selection of IS officials

February 2019

III-11 T4ET GB gave the green light for the

2019 Belgium T4ET Decembe

r 2018

Abbreviations used:



UPDATES BY THE GOVERNING BODY: OVERVIEW OF PORTFOLIOS AND PROJECTS This overview of portfolios and projects of the Governing Body is only relevant for 2019. It is structured in the following sections:

A. NC Support (Dionysis)

B. Education, Outreach and Inclusion (Helga)

C. International Governance (Marek)

D. Knowledge management, welfare, events (Maria)

E. International Strategy & Fundraising Strategy (Natalia)

F. Active citizenship & Partnerships (Noura)


Abbreviations used:



A: NC Support (Dionysis) Status Task Progress and outlook Start-End

A1 O Review the transition status in the

Network Collect the needs of National Committees regarding Board Transitions, as well as best practices to get an idea of what areas need to be worked upon. (Together with the DC)

4/2019

A2 O Share the output of A1 Once the data has been organised, a comprehensive report will be presented to the network, perhaps in the form of the guide, to assist with transition periods. (Together with the DC)

10/2019

A3 F Create Regional Clusters of NCs Cluster National Committees according to their region and provide a communication platform with the GB and the DC in groups, as well as facilitate communication among NCs.

2/2019

A4 P Skypes with NCs Focal points of NCs will be skyping throughout the year to discuss needs and expectations of both actors. (Together with other GB members and the DC)

A5 P Assist NCs with their National

Strategies Contact NCs who are interested in drafting National Strategies and support the process, as well as organise National Strategy Weekends through the STEN project.

A6 O NC Presidents’ Guide Look into the idea of having a guide for NC Presidents and explore potential content chapters for it.

Abbreviations used:



B: Education, Outreach and Inclusion (Helga) Status Task Progress and outlook Start-End

B1 Review NC websites NC websites should offer information for teachers/educational institutions on the educational

values of EYP and presents EYP as an inclusive organisation. In cooperation with the Teacher Task Force, the portfolio will review NC websites as to whether these criteria are represented.. (EOIC)

2/2019

B2 Provide input for NC websites NCs will receive feedback on their websites and templates for improving content. (Cooperation

with EOIC) 3-4/2019

B3

Administer EYP Teachers FB EYP TEachers Facebook provides access to 250 teachers and is therefore an important tool for reaching out to the international community of EYP teachers. The site will be fed with content on a regular basis and teachers will be provided with relevant information about the network and civic education.

2019

B4 Review the Outreach and Inclusion

Guide Making the social environment of EYP more inclusive is one of the central strategic aims of EYP. To support this aim, the existing Outreach and Inclusion Guide will be updated by adding practical measures and organisational checklists for NC events.

3/2019

B5 Training materials Training on outreach and inclusion can help to raise awareness of how to make events but also

NCs and EYP as an organisation more inclusive. The portfolio will support the EOIC in developing material for a training module.

3/2019

B6 Review short session formats A survey on short session formats like EYP days, outreach days, mini-session as well as

Understanding Europe aims to look into the claim that these formats serve as outreach tools by opening up EYP to underrepresented target groups.

4/2019

B7 Understanding Europe In line with reviewing short session formats, the 2018 survey on Understanding Europe will be

followed up. In cooperation with the SF, the relationship between EYP and the SF project Understanding Europe will be clarified.

3/2019

Abbreviations used:



C: International Governance (Marek) Status Task Progress and outlook Start-End

C1 P Devising a system for policy compliance Measures to track policy compliance and formalise policy enforcement to be explored; topic of

debate at BNCM 19-01 as a first step in the term 2019

C2 O Increasing understanding and

involvement in int. governance The ongoing discussions about making international governance more accessible to members will be followed up on, and the aim is to create an explanatory doc and visual material to explain the workings of EYP to NC members.

Q2/Q3

C3 O Transparency in international

governance Another priority will be look into how transparent the GB is in sharing information, and considering the creation of a protocol for sharing of information to the network

Q3/Q4

C4 O Looking into standardising

communications in int. governance Apart from regularly communicating with other stakeholders in the network, the GB will look into whether some standardisation could be put in place to help bring about a culture of fruitful exchanges and common understanding between GB/BNC(B)/SF/IO.

Q2-Q4

C5 P Steering the work of Councils One of the key tasks of the portfolio is the overall steering of the work of our five Councils, and

communicating with Council Chairs to ensure alignment of all of the GB working groups 2019

C6 P Communication with SF The GB is seeking to strengthen its relationship with the Schwarzkopf Foundation, and part of

Marek’s portfolio is to ensure communication between GB and SF. 2019

C7 P Focal point for BNC Board Part of this portfolio will be (and has been) communicating regularly with the BNC Board and

serving as main focal point on the GB’s behalf.

C8 P Liaison with International Office This part of the portfolio revolves around actively working with the International Office to ensure

exchange of information and support needed from the GB’s side to the IO staff. 2019

Abbreviations used:



D: Knowledge management, welfare, events (Maria) Status Task Progress and outlook Start-End

D1 P Assess impact of EYP program in 2018 A survey was launched and heavily advertised in the network. Results will be analysed and a report

will be published. The conclusions will indicate any further needs for action.

D2 P Improve quality of volunteering for EYP A survey was launched to get a better understanding of how individuals experience volunteering

with EYP. A call for a task force has been launched, to analyse the results of the survey and propose a way forward.

D3 P Developing a knowledge strategy for

how we retain, transfer and manage knowledge

A call for a task force has been launched. It will gather past practices and tools, assess needs and identify a coherent approach for tools and methods to ensure a standard process for knowledge management in EYP.

D4 P Support NC presidents A network for NC presidents has been created, currently consisting of an open channel for

communication, a one-on-one peer coaching (pilot) program, and (in the process of being set up) a buddy group system. A second presidents’ meeting is planned for 2019.

D5 P Simplify and improve policies

surrounding International Sessions Policy proposal put forward at the Spring BNC Meeting to allow for more flexibility for NOCs.

D6 O Review and update competence

framework Review the competence framework and the evaluation forms used in EYP. A call for a task force has been launched.

D7

P Set up framework for complaint mechanism under Welfare Policy & Policy for Safeguarding Safety & Dignity in EYP, as well as for support of national and event safe persons

Work together with the Safe Core Team to develop the working procedure, communication approach etc for the complaint mechanism. Design a support system, including a training event, for national and event safe persons.

D8 P Update/simplify IS evaluation forms In the context of impact assessment strategy

D9 O Support ISs, T4ETs and other core

events

Abbreviations used:



D10

F Develop Guidelines & Working Procedure for IS selections

Guidelines published in December. Goal is to ensure coherence and transparency in the process, as well as serve as basis for NCs to make use of for national selection processes.

D11 F Published results of the consultations

held regarding IS selections Published in December results of two surveys, one held with past IS selection panel members and another one with applicants to ISs.

D12 P Publish results of survey on bullying,

harassment and assault in EYP Survey carried out last year. Results informed policy proposals and provisional results shared with BNC. Full results to be shared asap.

Q1 2019

D13

F Set up pool of consultants A call for individuals with expertise in specific areas (NC/board management, event management, team leadership) has been out. A section will be created on the Member Platform to make their contacts available. Individuals needing help with specific concrete questions will be able to reach out to them.

Abbreviations used:



E: International Strategy & Fundraising Strategy (Natalia) Status Task Progress and outlook Start-End

E1 P Finalise the Fundraising Strategy Review, further develop and finalise the current draft of the Fundraising Strategy, present the

strategy at the BNCM 19-02. Q2/Q4 2019

E2 P Develop the international fundraising

approach for the upcoming years Work with an external consultant and the IO on the needs-tailored Fundraising approach, ensuring the best utilisation of the current contacts and resources.

Q2

E3 O Design the process of developing the

new International Strategy Map out the process and key stakeholders, set up a task force as a supporting actor. 2019

E4 O Formalise the process of annual

evaluation of the international strategy progress

Identify key success indicators for every International Strategy 2016-2020 pillars and develop standard tools to measure the progress.

Q2-Q3

E5 O Conduct the preliminary evaluation of

the International Strategy 2016-2020 identify and gather the additional input needed from the relevant stakeholders. Q3-Q4

Abbreviations used:



F: Active citizenship & Partnerships (Noura) Status Task Progress and outlook Start-End

F1 P Set up task force to increase voter

turnout in the European Parliament election.

A call for the task force has been launched. Selection will be done shortly. Working until June 2019

F2

P Organise a joint Global Future Council on Europe with the World Economic Forum and EYP.

Meetings have been held with the Europe team at the World Economic Forum to organise a joint Global Future Council on Europe (an already existing group of European leaders) with EYP. The contact person in the group is Pascale Baeriswyl (the Swiss State Secretary for Foreign Affairs). The meeting would bring together around 20 EYPers, and 20 senior European leaders from government and business. Scheduled for early autumn.

Q3

F3

P Develop a strategy for how EYP can use the UN Sustainable Development Goals in our thematic work, and research partners to facilitate this.

Based on input from NCs at BNCM1, the GB will develop an approach to work with the UN Sustainable Development Goals.

Q3

F4 P Publish a protocol for external

representation A protocol outlining the conduct and behaviour expected of people representing EYP externally will be published in the beginning of summer. It also includes a communication approach, based on the communication strategy.

Q2

F5 P Develop and publish an Active

Citizenship strategy Encompassing how EYP’s events and activities can better be used to achieve our mission, and how we can better prepare our members and participants to become active citizens. Research currently being conducted among other youth organisations.

Q4

F6 F Representation of EYP at World

Economic Forum in Davos Represented EYP at the World Economic Forum’s Annual Meeting in Davos in January. Following up on the contacts for possible partnerships and collaborations.

January 2019

F7 P Develop a white paper on active

citizenship which can be shared with EYP participants as a manual

In touch with different stakeholders for suggestions on what should go into the white paper. Q3

Abbreviations used:



F8

O Create a monitoring mechanism for resolutions in EYP and review how resolutions can better be shared with decision-makers.

Based on topics in topic database, and using the Power Shifts method. Will have to research a way to collect resolutions and separate them based on topics more systematically. Potential to set up a task force working on this.

Q4

F9

O Research infrastructure for an active citizenship online community

A platform where EYPers can connect with each other to launch and organise initiatives and projects in fields of their interest. EYPers can post about initiatives they want to get involved in and are involved in and seek other people from across the continent to join them. Look into best platform for this, whether it’s Facebook, Members platform or something else.

Q2

F10 O Publish a partnership management

tool/strategy to the network Assess current funding source of NCs and the IO. Sync this process with resolution monitoring mechanism, Fundraising Strategy, and Communication strategy.

Q3/Q4

F11 P Set up a thematic offering towards

partners based on the themes we cover in EYP

Sync this process with that of reviewing role of resolutions, and fundraising strategy. Q3/Q4

F12 P Map landscape of stakeholders working

in different (thematic) fields. Work was started in 2018 with a GB workshop. Mapping stakeholders working on different themes which we could partner up with. Add current contacts to database for IO.

Q1/Q2

Abbreviations used:



Abbreviations used:



! Update tasks which are highlighted in a light blue colour will be discussed further during the IO Updates section of the Spring 2019 BNC Meeting, which means that questions from the BNC about these points will be particularly encouraged during the debates held after each section has been presented.

Abbreviations used:



UPDATES BY THE INTERNATIONAL OFFICE These updates primarily cover the time period of November 2018 – April 2019. They are 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. Power Shifts 2.0

H. Partnership management and fundraising

I. Administration, Staff and Office


Abbreviations used:



A: International Governance and Organisational Development 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

NC Support Fund 2018: after several technical hick-ups and the following implications the projects of NC Support Fund 2018 have been finalised and are in the process of being reported. In total, 18 NCs received funding, and a total of 29 projects were funded through the five funding streams. A total sum of more than 26,000 EUR was awarded (this is not including the sum awarded through the Power Shifts fund). For 2019, we are planning to carry out a first funding round in the second quarter.

Oct-March

A3 P BNC Meetings The office is arranging the logistical setup of the BNC meetings and the registration process. Preparations have been made regarding the meeting venue, the catering and accommodation, and the registration process.

Jan-Dec

A4 P Alumni work

After its kick-off in early 2018, the alumni work is going forward. A first big international alumni reunion event in Berlin took place in June 15-16th, where 50 former EYPers from 11 countries attended. A next reunion will take place 27th -29th September in the context of the International Session in Hamburg. We are expecting ca. 60-70 participants.

The second round of the mentorship programme has been launched with 21 tandems from 26 countries. We had received a very positive feedback from the participants of the previous round.

The alumni steering group is creating a strategy for the Europe-wide alumni get-togethers (which in 2018 were called “Happy Hours”).

Unfortunately, the results of the alumni crowdfunding campaign have not been as successful as hoped for: we have raised 800 Euro in total from 23 donors. The steering group will re-visit the concept for the alumni crowdfunding, and will suggest changes for the next round.

The alumni work is communicated through the Alumni Facebook group, and bi-annual alumni Newsletters.

Nov-Mar

Abbreviations used:



A call for new alumni steering group members has been shared with the alumni network to motivate new people to join the steering group and to bring new ideas on what the alumni network can do for current EYPers, as well as how to improve and strengthen the community feeling and exchange among alumni. The next strategy meeting is planned to take place in spring/summer 2019.

A5 P Support for the EYP Councils The EYP Councils kicked off their work on 15th of February. The International Office will be coordinating with the GB representatives and the Chairs in order to plan and support the upcoming meetings of the councils in 2019. Office members will be appointed as liaisons for the councils, and will observe the work of the councils where relevant to their portfolios.

Feb-Mar

A6 P International Strategy Measures With the GB taking the lead, we are regularly providing input and comments throughout the development of a new set of international measures, and will be implementing the 2019 measures allocated to the IO.

Nov-Mar

A7 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

A8 P EYP Census 2018/2019 Together with the GB, we re-visited the scope and content of the EYP Census, trying to make it both more user-friendly, and to retrieve more meaningful data. We will be launching the Census survey shortly.

Dec-Mar

A9 P Strengthening the EYP Network

The STEN project is about Organisational Development, Capacity Building and Knowledge Sharing in the EYP, funded through an Erasmus Plus Key Action 2 grant. In the beginning of 2019, we reformed the structure of the project, which now relies more strongly than before on cooperation between the partner NCs, councils and the newly created task forces. The project will offer support to the partner NCs in form of microfinancing NC activities that are aligned with the aims of the project.

Nov-Mar

A10 F GB Meetings The logistical preparations and follow-ups for GB Meetings 4/2018 and 1/2019 in Berlin were conducted.

Dec - Jan

Abbreviations used:



B: Development and training in the EYP Status Task Progress and outlook Start-End

B1 P Knowledge Sharing Webinars

EYPers and the Yerevan IS chairs team, coordinated by Mariam Kunchuliya, have put together a series of nine Knowledge Sharing Webinars that are available on EYP Youtube channel1.

Throughout 2019, the IO will be hosting more webinars. We are open for suggestions on topics and trainers.

Noteworthy: We would like to encourage all NCs to participate in the webinars when possible!

Ongoing

B2 P Summer Academy 2019 The Summer Academy 2019 will be hosted by EYP Luxembourg, taking place Aug 30th to Sep 3rd. All NCs are encouraged to send in nominations to participate in the Summer Academy – a call will be opened shortly after the BNC meeting.

Ongoing

B3 F EYP Guides

A new Fundraising Materials section has been created on the Member Platform to present a selection of materials useful for National Committees in their fundraising efforts. The electronic version of the EYP brochure, optimised for print and web, is available there, along with selected guides, webinars and templates.

B4 P Training for EYP Trainers (T4ET) The T4ET is hosted by the EYP Belgium in Rochefort, from April 5th to 12th, 2019. 23 trainees will join the training and will be prepared to lead trainings in the EYP network and beyond.

B5 O Leadership Training / Presidents Meeting

After the successful pilot event in 2018, the IO will be working with the GB to organise another Presidents Meeting in 2019.

Ongoing

1 https://www.youtube.com/c/EuropeanYouthParliamentEYP

Abbreviations used:



C: Communication and Corporate identity Status Task Progress and outlook Start-End

C1 P Website

We are in the process of designing the new EYP website. A new contractor has been selected to implement the new website development. We believe that the EYP website will be launched in Q2 2019.

A website graphic template for use by NCs was shared with EYP Germany and EYP Romania. We are encouraging both NCs to pilot the template implementation and collect guidelines for the other NCs on how to use and enhance the template.

Jan-Jun

C2 P Newsletter

Our newsletter for EYP members has been sent out regularly, 4 times in 2018. The newsletter has over 18 000 subscribers and is positively received by the network. We aim to use this channel to provide a more systematic update on the activities that the Office is involved in, to show network developments and opportunities, as well to promote useful materials and inspiring practices by both the National Committees and individual EYP members. We encourage all EYP members and NCs to contact us with content they would like to see featured in the newsletter.

Ongoing

C3 P Facebook: EYP Page and FB groups

Every week, we update the Facebook page with several posts (our benchmark is an average of 3 posts per week) presenting the work of the Office, as well as activities and developments in the EYP network. In 2018, we have significantly increased the reach of our FB page posts (8400 daily impressions vs 5000 daily impressions in 2017. The average post reach increased from 4600 in 2017 to 6900 in 2018). In 2018, we reached 93 000 followers (increase by 4%).

In addition, the International Office is administering FB groups: EYP Opportunities; EYP Sessions; EYP International Governance, EYP Alumni, and the EYP Teachers. We approve new members and post news relevant for different audiences. The groups have over 18 000 members and activities taking place daily, driven by the group members.

ongoing

C4 P Social Media Development We’re currently using Facebook, Instagram and Twitter with several weekly updates, which allows us to reach a diverse audience.

ongoing

Abbreviations used:



Instagram is especially important for communication with active EYPers. In 2018, we reached 4 900 followers and we continue promoting this channel to attract more young people. The “Instagram takeover” opportunity, introduced in spring 2018, allows us to feature more diverse and authentic content from all over the network. In 2018, more than 45 takeovers took place, featuring 36 out of 38 EYP National Committees. The Instagram content is well received by the network and highly interactive (only 24% followers drop out when watching our Instagram stories).

We use Twitter mainly for communication with partners and activists. In 2018, we have increased the number of followers to 3 400 (increase by 32%). More quality and more regular tweets resulted in higher engagement and increased reach.

We have also started using the EYP YouTube channel more actively as more than 30 new videos were developed in 2018 (compared to 5 in 2017). We will continue promoting the videos across various EYP communication channels.

C5 P Templates

During GB elections in 2018, social media frames and email templates have been developed to promote the elections and support National Committees in their efforts to increase the elections turn out.

Before the European Parliament elections 2019, a press release template will be developed and shared with National Committees interested in drawing media attention to the EYP’s active citizenship work, in the context of the European elections.

Small template adjustments have been made according to ongoing needs. A PPT presentation template was developed and shared with NCs in November 2018, along with instructions on how to use it.

ongoing

C6 P EYP Communication Strategy

We continue increasing the awareness of the EYP communication strategy by integrating it in major EYP international training events. A workshop on strategic communication planning was included in the Media Innovation Lab, run as part of the Innogy project in November. It will also be integrated in the Summer Academy 2019 programme.

Nov-Mar

Abbreviations used:



The newly established EYP Media and Communication council is also planning to focus on providing National Committees with guidance on how to strengthen their external communication, based on the EYP Communication Strategy.

C7 F EYP Brochure

Since the Annual Report of the Schwarzkopf Foundation for 2018 is available in English and can also be used for EYP purposes, we decided to produce not another Annual Report for EYP, but rather a shorter and more timeless EYP brochure (16 pages) to present the essence of our work, our aims, impact and key numbers so that it can be used as a general fundraising resource for the next 1-2 years. The brochure has been finalised and printed, 50 printed copies have been mailed to all National Committees. The electronic version of the brochure, optimised for printing and web usage, is available on the Member Platform, in the newly set up Fundraising Materials section.

Since the EYP brochure was designed in English, an editable template was developed to allow National Committees for translation and localisation of the brochure in line with their needs. The editable InDesign template, supported by a user-friendly instruction on how to edit it, is available to all National Committees upon request at the Office.

C8 F Media Innovation Lab 2018

16 experienced media team members gathered for the EYP’s first Media Innovation Lab in Berlin between 29.11-2.12.2018, to strategize around EYP media and communications, and to discuss how the EYP’s public relations efforts can benefit from, and be aligned with, outputs of media teams. Apart from brainstorming and discussing, the participants drafted a work plan and a call for the establishment of the Media & Communications Council of the EYP, with the aim of further enhancing and supporting the work of media teams. Many participants of the Media Innovation Lab have been selected to the newly established council. The future Media & Communications Council will be focusing on: (1) Harmonisation of media & communications across EYP; (2) Supporting the Internal communication (collecting databases as well as Tracking, mapping and updating useful materials for the MTMs); (3) Strengthening the External Communication Guide for the NCs.

Nov-Dec

Abbreviations used:



D: EYP Member Platform Status Task Progress and outlook Start-End

D1 P Constant maintenance work on problem reports and requests

We are trying to provide ongoing support to Members who are facing technical issues on the Member Platform. We are committed to attending to Members’ issues to the best of our abilities or involve CB.e in solving the problems, if possible.

ongoing

D2 P Member Platform Data Security

A security gap surfaced in November 2018, which led to the platform being unavailable and then being de-activated for a while. The security gap was fixed, and we have since begun to approve new registrations manually, in order to improve security. We would like to remind all members to choose safe passwords.

Nov-Dec

D3 P Further Developments

A comprehensive overview of the current Member Platform “pain points” was prepared. The document will be used to plan and scope the Member Platform development work in 2019. As the budget for the development is very limited at this stage, it will need to be planned carefully. As a first step, we are working with the current Member Platform provider to receive a thorough technical documentation of the existing Member Platform. We are then going to consider the options at our disposal in order to ensure a more satisfactory user experience and data security, and to improve cost-efficiency.

ongoing

Abbreviations used:



E: International Sessions Status Task Progress and outlook Start-End

E1 P Milano 2020

EYP Italy and the city of Milano were selected to host the 92nd International Session. Katerina, Gloria and Elena are the head-organisers of the event. Moni went to Milano for a prep meeting and the first core-organisers weekend took place in February. Accommodation, Teambuilding, OC, Panel session and GA venues have been secured, the team will cooperate with two major partners, Bocconi University and Lombardy Region. Mario Monti has agreed to provide patronage of the session.

Ongoing

E2 P Warsaw 2020

Warsaw was selected as the host city of the autumn International Session 2020. Klara and Maciej, the Head Organisners of the event, have already kicked off the work and are currently developing the fundraising materials for the event. Moni, Klara and Maciej are meeting in London for a prep meeting just before the BNC meeting. Jerzy Buzek, who is already patron of EYP Poland, will also be one of the patrons of the IS.

Ongoing

E3 P Rotterdam 2018

The team of organisers, led by Constanza and Yannick, have secured the ideal session budget, including travel support for all participants, with support from the International Office.

The team secured many high-level patrons, which help to increase the visibility of the session. A visit by EU Commissioner Bulc in the format of a “citizens’ dialogue” was a great success.

The financial reporting is still ongoing.

Ongoing

E4 P Yerevan 2019

At the time of the update, the session is still ongoing. While fundraising for the session proved to be difficult for the team and about 80 percent of the budget were secured through fundraising efforts by the International Office, the team managed to get discounts and in-kind sponsoring and secure many venues for free.

Tigran and his team can be congratulated on hosting the biggest youth event in Armenian history. What should be highlighted is the great communications output and the immense effort the NOC put into organising a well-rounded cultural night.

Ongoing

Abbreviations used:



E5 P Valencia 2019

EYP Spain and the Head organisers Aritz and Maria with their team are very much on time with all the preparations, they have managed to secure all the venues and have secured almost 80 percent of the minimum budget.

Erasmus+ funding for Valencia IS was approved.

Both the President as well as the King of Spain have agreed to take patronage over the session.

Ongoing

E6 P Hamburg 2019

The Head organisers Kira and Pascale and their team have managed to secure over 90 percent of their minimum budget. An Erasmus+ grant has been secured. The big challenge is to find suitable venues at this point.

The organising team has been selected. The call for the president and chairs team will be out soon. Amongst others, Heiko Maas, the German Foreign Minister, has agreed to take the patronage over the event.

Ongoing

E7 P Selection panels 2019 Tuna’s term as an HR assistant of the IO has come to an end. We’re very grateful for all the amazing work she has done and are looking forward to working together with Lukas Rosenkranz, the new HR assistant.

Ongoing

E8 P Call for bids: autumn 2020 The call for the autumn IS 2020 is out. Talk to Moni, if you and your NC are considering applying to the event.

Ongoing

E9 F HO Summit 2019 Fifteen past and future HOs have met in Berlin to share experiences in early February 2019. The event was led by GB Member Maria Manolescu, who put an emphasis on facilitating the formation of a peer support group amongst past and future HOs.

Jan-Feb

Abbreviations used:



F: BASES – Building a Strong European Society Status Task Progress and outlook Start-End

F1 P BASES’18

BASES ’18 has been a success. It was officially approved by the German Foreign Office rather late in the year, around the end of September 2018 – which meant significant challenges for financial planning and the timeline of all project components. All the measures that were planned in the first half of 2018 still took place, with only minor adjustments. More than half of events within the BASES framework took place in the final three months of 2018. The reporting of BASES’18 started in December and will be finalized until May 2019.

Nov - May

F2 F

Sessions:

• RS Ukraine

• IF, Tbilisi, Georgia

• NSC, Jerewan, AM

• RS, Moscow, RU

• NSC in Minsk, BY

• NSC, Moscow, RU

• Interrail, AZ

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

Highlights:

• First NSC of EYP Belarus on Belarussian soil !

• Overall very high-quality guests and speakers at BASES’18 events (EU ambassadors and ministers among others)

• The anniversaries of EYP Georgia (10 years old !) and EYP Belarus (20 years old !) were celebrated during BASES events.

• An outreach event, in the format of an “Interrail Session”, took place in December in AZ

Jan-Dec

F3 F Training events and capacity building

Several training events were included in BASES 2018: • T4ET, UA • Training Camp, AZ • Diversity Lab, RU • NCMD Training, GE • Council meeting in Berlin • Leadership Training in Berlin • Fundraising Summit, BY

Jan-Dec

Abbreviations used:



• CAT for Jerewan IS, Berlin

Noteworthy: The “Leadership training” (also known as “Presidents Meeting”) was the first event of its kind organized by the IO. Plus, the NCMD training gathered a large number of participants from BASES countries.

F4 F Travel grants for EYP members All participating NCs were provided with travel grants: AM, AZ, BY, GE, UA, RU Jan-Dec

Abbreviations used:



G: Power Shifts 2.0 Status Task Progress and outlook Start-End

G1 P Power Shifts 2.0

We have successfully submitted the first half-year report of the project duration: June 2018 – January 2019. On a monthly basis, we have telephone talks with the partner innogy foundation to report on the developments of the project, and to outline new plans. The next report follows in July 2019.

Ongoing

G2 P International Sessions

Every international session happening throughout the project cycle June 2018-June 2021 will be receiving funding, along with having 1 academic energy related topic to debate during the whole project period. Currently, we are liaising with the orga team of Yerevan IS, Valencia IS and Hamburg IS.

Ongoing

G3 P Power Shifts Fund 2018 for decentralised events

Every year, energy-related sessions (or elements of sessions), as well as other relevant formats, will be granted an opportunity to obtain funding. In the first funding cycle in 2018/19, the following projects have been selected:

• RS in Aarhus (EYP Denmark)

• NSC in Thessaloniki (EYP Greece)

• RS in Villach (EYP Austria)

• RS in Cork (EYP Ireland)

• NSC in Paris (EYP France)

• NSC in Baku (Azerbaijan)

• RS (EYP Ukraine)

Sept 2018 – May 2019

G4 P Power Shifts Fund 2019

In December 2018, the second call for the Power Shifts Fund was sent out. We have received 19 applications in total, and 5 events have received a grant:

• NSC in Tirana (EYP Albania) • RS in Haapsalu (EYP Estonia) • IF in Coimbra (EYP Portugal)

Ongoing

Abbreviations used:



• NSC in Rejkjavik (EYP Iceland) • NSC in Oslo (EYP Norway)

G5 F Media Innovation Lab 2018

16 experienced media team members gathered for the EYP’s first Media Innovation Lab in Berlin between 29.11-2.12.2018, to strategize around EYP media and communications, and to discuss how the EYP’s public relations efforts can benefit from, and be aligned with, outputs of media teams. Apart from brainstorming and discussing, the participants drafted a work plan and a call for the establishment of the Media & Communications Council of the EYP, with the aim of further enhancing and supporting the work of media teams. Many participants of the Media Innovation Lab have been selected to the newly established council. The future Media & Communications Council will be focusing on: (1) Harmonisation of media & communications across EYP; (2) Supporting the Internal communication (collecting databases as well as Tracking, mapping and updating useful materials for the MTMs); (3) Strengthening the External Communication Guide for the NCs.

Nov - Dec

G6 P Power Lab 2019

Power Lab 2019 is an event in the frame of the Power Shifts – Reflecting Europe’s Energy project that seeks to leverage the academic potential of the EYP, as well as to improve the EYP’s output by producing creative material about sessions’ results. It is going to be an annual event gathering up to 15 enthusiastic participants, taking place at the end of each of the yearly cycles of the Power Shifts project, running between June 2018 - June 2021. The event will be conceptualized with the Head Facilitator and will be scheduled in accordance with her availability.

May-June 2019

Abbreviations used:



H: Partnership management and fundraising Status Task Progress and outlook Start-End

H1 P Erasmus+ We prepared an application for Valencia IS (successful), for Hamburg IS (through the German national agency, successful), for Milano IS (unsuccessful in the first round), and for Warsaw IS (pending).

H2 F BASES 2019 We decided to put our partnership with the German Foreign Office on pause during 2019, to re-assess the strategic approach to our project funding and to re-visit internal procedures.

H3 P European Savings Banks Group / German Savings Banks Association

We obtained support from Savings Bank Association, and will be channeling some of it into a session through an open call, for a committee topic relating to finances / banking / economic affairs.

H4 P Berliner Sparkasse The Berliner Sparkasse continues to be our partner for the organisation of BNC Meetings, again offering us the venue as well as parts of the catering for the Spring 2019 Meeting.

H5 F IS Fundraising For Yerevan IS, we secured funding from Hertie Foundation, BMW Foundation, Bertelsmann Foundation.

Jan-Mar

H6 P UNHCR We secured UNHCR support for our 2019 international sessions, with UNHCR in turn helping to define topics, and sending experts.

Jan-Dec

H7 P EYP Alumni Crowdfunding Campaign

Together with the alumni steering group, we devised and launched a donation campaign, reaching out to former EYPers who would like to give back to the organisation. Using the online platform “betterplace.org”, we defined three causes that donations will flow towards, including a participant mobility fund, an NC support stream, and general admin support. Unfortunately, the results have not been as positive as expected: we have raised 800 Euro in total, from 23 donors. Half of the sum was channeled to the Mobility Fund that financed 3 travel grants for the participants of Yerevan IS. As a next step, we will work with the alumni steering group to tweak the crowdfunding concept in order to become more successful.

Oct-Jan

H8 P Strategic fundraising Development Together with a pro-bono consultant, we started building the framework for a more systematic outreach effort to former contacts as well as to potential new contacts in the corporate world, and

ongoing

Abbreviations used:



are working on a comprehensive overhaul of our messaging and materials for the fundraising context. A first step has been taken with the finalization of the new EYP brochure, and the new EYP website will follow soon. In 2019, we will be focusing on diversifying our funding sources. We are planning to leverage our alumni network in order to launch new partnerships with public and non-profit institutions, as well as with corporate sponsors.

Abbreviations used:



I: Administration, staff and office Status Task Progress and outlook Start-End

I1 F EYP Budget 2018 The 2018 planning budget was fully covered, and towards the end of the year we were able to make several incremental investments as defined by the GB’s funding priorities. 2018 accounts have been closed and auditing is ongoing.

I2 F BASES 2015 Audit

We successfully completed a very lengthy auditing process for our BASES 2015 project, conducted by the Foreign Office in collaboration with the German government agency in charge of auditing publicly funded projects. Thanks to the support provided by BASES NCs, we were able to complete the audit with a very positive result.

I3 P EYP Budget 2019 The 2019 minimum budget was approved by the GB and the SF Board.

I4 P Team strategy days In addition to our weekly team meetings, we hold planning/strategy days with the team, to discuss strategic topics and the organisation of our work, but also to work on the personal development of the team.

I5 P Interns and volunteers

For the volunteer positions in the European Voluntary Service (EVS), Alexandra Batea and Isidora Smigic joined us in September. Isidora stayed with us from September- February. We then recruited two new EVS volunteers who started working with us in February: Rita Portugal and Arda Burak Altuntas March (bringing the total number up to three). For various tasks, including administrative tasks, communications, research and assistance with grant-writing, we work with additional volunteers/assistants on a part-time or freelance basis.

Abbreviations used:



! Financial updates which are highlighted in a light blue colour will be discussed further during the Financial Updates section of the Spring 2019 BNC Meeting, which means that questions from the BNC about these points will be particularly encouraged during the debates held after each section has been presented.

Abbreviations used:



FINANCIAL UPDATES BY THE INTERNATIONAL OFFICE AND GOVERNING BODY These updates are 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. Power Shifts 2.0

G. Strengthening the EYP Network

H. Partnership management and fundraising

I. Administration, Staff and Office


Abbreviations used:



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

Total 56.000,00

A1 Governing Body meetings 2019 Unrestricted income Governance 12.000,00

A2 Governing Body External Representation

Unrestricted income Governance 3.000,00

A3 BNC Meetings 2019 Unrestricted income; Berliner Sparkasse (in kind)

Governance 22.000,00

A4 BNC Board Handover Meeting Unrestricted income Governance 1.500,00

A5 Alumni Work Unrestricted income All 3.000,00

A6 NC Support Fund tbd NCs 5.000,00

A7 Council Meeting 2019 tbd Governance 10.000,00

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 2019 Mercator Foundation All NCs, EYP Luxembourg 23.000,00

Abbreviations used:



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

Total 10.000,00

C1 EYP Communication materials, services and products

Mercator Foundation; tbd

Int. Office; all NCs indirectly 10.000,00

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

Total 6.500,00

D1

Development of the EYP Member Platform

Mercator Foundation; Unrestricted Income

All NCs 5.000,00

D2 Crowdsignal & Technical Software tbd Int. Office; all NCs indirectly 1.500,00

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

Total 96.000,00

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

E2 Head Organiser Summit Mercator Foundation EYP DE, EYP ES, EYP AM, all NCs indirectly 5.000,00

E3 Chairs Academic Trainings (x2) Mercator Foundation All NCs 10.0000

Abbreviations used:



E4 Transfers to International Sessions

innogy Foundation; UNHCR; Bertelsmann Foundation; Hertie Foundation; BMW Foundation; Mercator Foundation; German Savings Banks Group; European Savings Banks Group

EYP ES, EYP AM, EYP DE, all NCs indirectly 78.000,00

F: Power Shifts 2.0 Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 71.500,00

F1 Power Shifts II Innogy Foundation

various NCs (through Power Shifts Fund); all NCs indirectly (through broader events and capacity building formats) 71.500,00

G: Strengthening the EYP Network Item Source of Funding Beneficiaries (NCs / Projects / Int. Office / Governance) Total Amount % AB

Total 28.870,00

G1 Strengthening the EYP Network EU Erasmus Plus Programme Projects and partner NCs 28.870,00

Abbreviations used:



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

Total 7.000,00

H1 EYP Team Management, Fundraising and Development Costs

Unrestricted income; tbd Int. Office; all NCs indirectly 7.000,00

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

Total 246.883,00

I1 Salaries for International Office Staff Unrestricted Funding; Project Funding; tbd

Int. Office 246.883,00

I3 Administration Salaries (SF) Unrestricted Funding; Project Funding; tbd

Int. Office Share tbd

I4 Contribution to Schwarzkopf Foundation Communication Costs

Unrestricted Funding Int. Office Share tbd

I5

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

Unrestricted Funding Int. Office Share tbd

Abbreviations used:



SUMMARY OF BUDGET EXPENDITURE 2019

Overall Annual Budget of 2019

546.753,00

Secured Funding for the Annual Budget 2019

461.600,00

Share of Annual Budget directly flowing to NCs and Projects

224.370,00

(41 %)

Share of Annual Budget for office and staff

253.883,00

(46,4 %)

Share of Annual Budget for EYP bodies

48.000,00

(8,8 %) Other

20.500,00

(3,7 %)

Share of Annual Budget for International Sessions: 96.000,00 (17,6%)