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European Diplomacy Association Charter (2006-03-04)

During the EDC in Darmstadt some players and organisers were sitting together to talk about the future of the European Diplomacy Association, EDA. It was decided that some people should start creating a Charter. That was in September 2004. Now, almost one and a half year later, the group has finished its work. We have created a Charter draft, and we are presenting it here. This Charter was ratified on Saturday, March 4th, 2006 at the EDC in London/Cheshunt by the vote of at least two-thirds of the attendees and one vote against during the hobby meeting.
The Charter working group William Attia, Sebastian Beer, Davide Cleopadre, Sascha Hingst, Ronald Lokers, Juho Malin, Julian Ziesing

1 - Preamble
2 - National Affiliation
3 - Conventions
4 - Membership
5 - The Board
6 - Board Tasks
7 - Annual General Meeting
8 - Election of Officers
9 - National Contacts
10 - The European Diplomacy Convention
11 - The European Diplomacy Vacation
12 - The European Grand Prix
13 - The International Traveller's Fund
14 - Player Rating Systems

1 - Preamble

1.1 European Diplomacy Association
The European Diplomacy Association (EDA) is an association whose purpose is to assist in the coordination of playing Diplomacy Face-to-Face in Europe. It is open to players and organisers who support the purposes of the association.

1.2 The Charter
This charter sets out the rules and regulations under which the association is run. This charter has been ratified as the official charter of the European Diplomacy Association by the vote of at least two-thirds of the attendees at the European Diplomacy Convention in Cheshunt, England, on 3rd - 5th March 2006.


2 - National Affiliation

2.1 Pre-Affiliated Countries
At the ratification of this Charter, the following countries are affiliated to the EDA : Austria, Belgium, Czech Republic, Denmark, Germany, Finland, France, Ireland, Israel, Italy, Netherlands, Norway, San Marino, Sweden, Switzerland, United Kingdom.

2.2 Affiliation of New Member Countries
Any country that is recognised by the United Nations may become affiliated to the EDA. A country becomes affiliated via a motion at the Annual General Meeting of the EDA, as described in section 7.7 : "Affiliation of New Member Countries".

2.3 Representation
Each affiliated member country is allowed three votes at the Annual General Meeting of the EDA.

2.4 National Contacts
Each affiliated member country shall designate one person as the national contact. Details can be found in 9.1 : "Selection of National Contacts".

2.5 Loss of Affiliation.
If an affiliated member country does not show any signs of FtF Diplomacy activity for three years, it may be disaffiliated by an AGM Motion.


3 - Conventions

The EDA shall organise the following events :
-> 1. The European Diplomacy Convention (EDC). Details can be found in section 10 : "The European Diplomacy Convention".
-> 2. The European Diplomacy Vacation (EDV). Details can be found in section 11 : "The European Diplomacy Vacation".
-> 3. The European Diplomacy Grand Prix (EGP). Details can be found in section 12 : "The European Grand Prix".


4 - Membership

Any person who takes part in a Diplomacy Tournament at EDC or EDV is automatically a member of the EDA.


5 - The Board

5.1 Purpose
The purpose of the board is to lead the EDA, and to manage the day-to-day business of the EDA. Details of the tasks managed by the Board can be found in section 6 : "Board Tasks".

5.2 Board Members
The Board normally consists of a President, a Treasurer, a Secretary, and four other members. The Board members shall all be members of the EDA.

5.3 Election of the Board
The Board is elected at the Annual General Meeting (AGM) of the EDA. Details can be found in section 7.2 : "Order of Business".


6 - Board Tasks

6.1 President's Tasks
The President is responsible for the following tasks :
a) Organising, chairing and setting the Agenda for the AGM.
b) Preparing and Presenting the Activity Report at the AGM (along with the Secretary). Details can be found in section 7.4 : "The Activity Report"
c) Holds dialogue with the members of countries not yet affiliated to the EDA but willing to join.
d) Dealing with the vacancy of one of the Board member's position. Details can be found in section 8.5 : "Vacancies on the Board".
e) Representing the association (or appointing a designee) when it is necessary (e.g. WDC members).

6.2 Treasurer's Tasks
The Treasurer is responsible for the following tasks :
a) Managing the association's funds.
b) Maintaining the accounts of the association.
c) Maintaining the accounts and promotion of the Intercontinental Travelers Fund (ITF). Details of the ITF can be found in section 13 : "The International Traveller's Fund".
d) Preparing and Presenting the Financial Report at the AGM. Details can be found in section 7.3 : "The Financial Report".
e) Managing the transportation of the material possessions of the association.

6.3 Secretary's Tasks
The Secretary is responsible for the following tasks :
a) Dealing with the vacancy in the position of President. Details can be found in section 8.5 : "Vacancies on the Board".
b) Records the minutes of the AGM.
c) Manages the communication between board members.
d) Manages the communication between the board, the national contacts and the other members of the EDA.
e) Applies ratified amendments to this Charter.
f) Maintains the list of affiliated member countries.
g) Maintains the list of national contacts for affiliated member countries.
h) Prepares the elections that take place during the General Meeting. Details can be found in sections 8.3 : "Election of the President" and 8.4 : "Election of the Other Officers as part of a Full Election".
i) Conducts the election of the President.
j) Preparing and Presenting the Activity Report at the AGM (along with the President). Details can be found in section 7.4 : "The Activity Report"
k) Managing the allocation and progress of tasks detailed in section 6.4 "Other Tasks".

6.4 Other Tasks
The EDA may wish to perform the following tasks. They may be performed by board members or other volunteers :
a) Set the rules and the ranking system for the EGP.
b) Update the EGP ranking during the season.
c) Manage EGP team registrations.
d) Advertising the EGP by means including Internet marketing and handing out leaflets at conventions.
e) Maintain the Grand Prix Section of the EDA website.
f) Establish and publish the calendar of EGP and other Diplomacy tournaments, trying as far as possible to avoid date conflicts (particularly among the EGP tournaments).
g) Maintain communication channels between the players (discussion lists, forums...).
h) Advertise tournaments through the appropriate channels.
i) Monitor flight schedules and prices, and inform members of cheap fares which could be used to travel to foreign conventions.
j) Update the content of the marketing sections of the EDA website.
k) Determine the rules of the European Ranking and maintain the current rankings. See section 14.1 : "The European Player Ranking".
l) Determine the rules of the European Master Points and maintain the current rankings. See section 14.2 : "The European Masterpoints".
m) Maintain the EDA website. Tasks may be added to this section by the Board without a Charter Amendment being required.


7 - Annual General Meeting

7.1 Location
The Annual General Meeting (AGM) of the EDA shall be held at EDC.

7.2 Order of Business
The AGM Order of Business shall be as follows :
-> Financial Report. Details can be found in section 7.3 : "The Financial Report".
-> Activity Report. Details can be found in section 7.4 : "The Activity Report".
-> Motions of No Confidence. Details can be found in section 8.2 : "Motions of No Confidence".
-> Election of the President. Details can be found in section 8.3 : "Election of the President".
-> Elections of the other Board Members. Details can be found in section 8.4 : "Election of the Other Officers as part of a Full Election" and 8.6 : "Election of Other Officers to fill Vacancies".
-> Motions from the Board and the Representatives. Details can be found in section 7.5 : "AGM Motions".

7.3 The Financial Report
The Financial report shall inform the meeting of the financial state of the Association. This shall include a complete set of written accounts for the calendar year preceding the meeting, and shall cover the tasks allocated to the Treasurer in section 6.2 : "Treasurer's Tasks".
The preparation of the Financial Report is the responsibility of the Treasurer. The report may be presented in whatever form he sees fit, including a written report or a spoken report, and may be presented by a nominated presenter on the Treasurer's behalf.

7.4 The Activity Report
The Activity Report shall cover the tasks allocated to the President in section 6.1 : "President's Tasks", to the Secretary in section 6.3 : "Secretary's Tasks", and the tasks listed in section 6.4 : "Other Tasks".
The preparation of the Activity Report is the joint responsibility of the President and the Secretary. The report may be in whatever form they see fit, including a written report or a spoken report, and may be presented by the President, the Secretary, or a nominated presenter on their behalves.

7.5 AGM Motions
Any EDA member may submit a motion to be discussed and voted on at the AGM. The motion should be submitted to the Secretary at least one month before the date of the AGM. The Secretary may choose to accept motions received after this date, but is not obliged to do so.
Each member may submit a maximum of three motions per AGM. The Secretary must provide a list of all motions to be discussed at the AGM to all national contacts at least two weeks before the AGM.
Motions may receive minor changes during the discussion at the AGM, but must retain the original intention of the motion. Motions at the AGM are voted on using the method described in 7.6 : "Voting by the Members at an AGM". For a motion to pass, it must receive more than 50% of the vote.
Motions which pass while receiving less than seven votes in favour, may be rejected by the board. To do this, the board must hold a vote within 14 days of the AGM. To reject the motion, at least two thirds of the board must vote against it. Once the board have rejected a motion, they may not choose to reverse their decision.
If a motion is rejected by the board, then an identical motion may be proposed again at the next AGM. If this motion passes, then the board does not have the option to reject it.

7.6 Voting by the Members at an AGM
Where the members are to vote at the AGM, the following procedure is used.
All members who are present at the AGM may vote.
For each affiliated member country, if three or less members vote, then each member gets one vote. If more than three members vote, then the number of votes is decreased pro-rata to a total of three votes. No rounding is applied (e.g. if for a given country, 5 persons vote for A and 1 for B, the vote for this country becomes 2.5 for A and 0.5 for B).
Where a poll allows each member to vote for more than one option, then every member who votes is considered to have cast the full number of votes available, with any votes not cast counted as "abstain". For each affiliated member country, if three or less members vote, then the votes are counted in full. Otherwise the number of votes is pro-rataed to the number of votes available to three members, using the process described above.
Where a motion requires an absolute number of votes (rather than a percentage of the total vote), then the number of votes after pro-rata calculations is considered.
Where it is not clear which country a member represents, they are considered to represent their current country of residence.

7.7 Affiliation of New Member Countries
Where a country wishes to become an affiliated member country of the EDA, its affiliation is proposed as a motion for the AGM. The motion is then processed as described in 7.5 : "AGM Motions".
The motion must include the name of the initial national contact for that country.


8 - Election of Officers

8.1 Term of Office and Timing of Elections
Once elected, an officer takes his position on the board two weeks after the AGM at which they are elected.
Election of Officers occurs under two circumstances.
1. If all current members of the board were elected at the previous AGM, then elections only occur for any positions which are vacant, using the procedures described in section 8.6 : "Election of Other Officers to fill Vacancies", and if the office of President is vacant, then 8.3 : "Election of the President".
2. If any current members of the board were not elected at the previous AGM, then a full election is held, and all positions on the board are subject to an election, using the procedures described in sections 8.3 : "Election of the President" and 8.4 : "Election of the Other Officers as part of a Full Election".

8.2 Motions of No Confidence
Any member may bring a motion of no confidence in the board. The handling of the motion is as in section 7.5 : "AGM Motions". In order for the motion to pass, it must receive more than 50% of the votes, and at least seven votes. If the motion passes, then the whole board is removed, and all positions on the board are subject to an election.
Any member may bring a motion of no confidence in one or more members of the board. The handling of the motion is as in section 7.5 : "AGM Motions". In order for the motion to pass, it must receive more than 50% of the votes, and at least seven votes. If the motion passes, then those members of the board are removed, and are handled as vacant positions on the board.

8.3 Election of the President
The Secretary runs the Election of the President.
Any member of the EDA is entitled to stand for President. If the member is not present at the AGM, then he must nominate a member who is present to represent him. The nomination should be made to the secretary at least one week before the AGM. The Secretary may choose to accept nominations received after this date, but is not obliged to do so.
Every member of the association who is present at the AGM is entitled to vote. The vote is conducted by secret ballot. Each voter may vote for one candidate.
The vote is counted according to the process described in section 7.6 : "Voting by the Members at an AGM".
If one candidate receives over 50% of the vote, then he is elected. Otherwise the two candidates receiving the highest vote contest a second election, using the same method. The candidate who gets the highest vote is elected.
In the case of a tie for second place in the first round, the current President has the casting vote. If the current President is not available, or is a candidate in the election, then a coin-toss is used.
In the case of a tie in the second round, the current President has the casting vote. If the current President is not available, or is a candidate in the second round of the election, then a coin-toss is used.

8.4 Election of the Other Officers as part of a Full Election
The President runs the Election of Other Officers.
Any member of the EDA except for the President Elect is entitled to stand as an officer.
Each candidate must indicate whether they will take the position of Secretary.
Each candidate must indicate whether they will take the position of Treasurer.
If the member is not present at the AGM, then he must nominate a member who will be present to represent him, and he must state whether he will take the position of Secretary and/or Treasurer. The nomination should be made to the secretary at least one week before the AGM. The Secretary may choose to accept nominations received after this date, but is not obliged to do so.
Each candidate may make a short speech before the vote. Nominated representatives may speak on a candidate's behalf. Candidates may indicate that they wish to run as a group, although this has no effect on the electoral process.
Every member of the association who is present at the AGM is entitled to vote. The vote is conducted by secret ballot. Each voter may vote for up to six candidates.
The vote is counted according to the process described in section 7.6 : "Voting by the Members at an AGM". The candidate who received the most votes, and indicated that they wish to be elected as either Secretary or Treasurer, is elected.
-> If they indicated that they will only take the role of Secretary, then they are elected as Secretary, and the candidate who received the most votes and indicated that they will take the role of Treasurer, is elected as Treasurer.
-> If they indicated that they will only take the role of Treasurer, then they are elected as Treasurer, and the candidate who received the most votes and indicated that they will take the role of Secretary, is elected as Secretary.
-> If they indicated that they will take either role, then the other candidate who received the most votes and indicated that they wish to be elected as either Secretary or Treasurer, is elected. If that candidate also indicated that they would take either role, then the two candidates organise amongst themselves as to who takes which role. The four candidates who received the most votes, and were not elected as Treasurer or Secretary, are also elected to the board.
If there is no candidate for secretary and/or treasurer, then the number of candidates elected to the board is still such that the board contains seven members in total.
If there are six or less candidates, then all candidates are elected to the board, and the vote is only to determine the Treasurer and Secretary.

8.5 Vacancies on the Board
Vacancies on the board may be caused by :
-> Insufficient candidates standing at the previous year's election.
-> Members of the board resigning or retiring.
-> Members of the board being removed by a vote of no confidence. See section 8.2 : "Motions of No Confidence". If there is a vacancy for the position of President, either due to the President or due to nobody standing for the position in the election, then the Secretary is responsible for choosing a new President. He must choose either himself or another member of the board.
If there is a vacancy for the position of Treasurer or Secretary, either due to the board member retiring or due to nobody standing for the position in the election, then the President is responsible for choosing a replacement. He must choose another member of the board.
If there is a vacancy for any other position on the board, then the vacancy remains until the next AGM.
If a board member is promoted to President, Secretary or Treasurer, then their term of office ends at the next AGM. If a member of the board is unable to be contacted, then he is considered to have retired.

8.6 Election of Other Officers to fill Vacancies
Where there are vacancies on the board, but a full election is not held, the election procedure is as set out in section 8.4 : "Election of the Other Officers as part of a Full Election" except where amended below :
Candidates are only allowed to indicate whether they will take the position of Secretary if that position is up for election.
Candidates are only allowed to indicate whether they will take the position of Treasurer if that position is up for election.
Voters may vote for a number of candidates equal to the number of open positions.
The number of candidates elected is limited to the number of vacancies on the board.


9 - National Contacts

9.1 Selection of National Contacts
Each affiliated member country may select its own National Contact, using whatever method it chooses. Any change of national contact must be reported to the Secretary.
National Contacts must have an e-mail address. They must provide their e-mail address to the Secretary.
National Contacts must be members of the EDA.
An EDA Board Member may also be a National Contact.

9.2 Failure to Agree on National Contacts
Where a country is unable to agree on its representatives, the decision is made by the Board after consulting the national hobby.

9.3 Communication between the Board and the National Contacts
Official communication between the Board and the National Contacts is to be made through the ftfgrandprix Yahoo group mailing list.

9.4 Resignation of National Contact
If a National Contact resigns, then he must inform the Secretary of his decision. A replacement selected using the method described in section 9.1 : "Selection of National Contacts". If a replacement cannot be agreed upon, then the method used in section 9.2 : "Failure to Agree on National Contacts " is used.

9.5 Loss of Contact with National Contact
If the National Contact of an affiliated member country can not be contacted, then the board will attempt to identify replacements.


10 - The European Diplomacy Convention

10.1 Introduction
The European Diplomacy Convention (EDC) is the centrepiece Convention of the European Hobby. It was created by Xavier Blanchot & François Rivasseau, co-founders of EDA as the flagship convention in Europe. The tournament held at EDC is focused on intense competition, and is ranked second to WDC as the most sought after title for a European Diplomacy player to win.
As the flagship convention, EDC should not be used as an opportunity for experimentation. The rules of the tournament, the scoring system, etc, should be in line with those commonly used, and should be published well in advance of the tournament.

10.2 Frequency
EDC takes place once per calendar year. When possible, there must be at least three months between EDC and EDV, and at least six months between successive EDCs.

10.3 Selection
EDC is selected using a bidding process. The process is conducted at the Business Meeting of the EDC. The Tournament Director of the current EDC, or his nominated representative, chairs the meeting.
The meeting begins with a request for candidates. All candidates must make themselves known at this point. Each Candidate is then allowed to present their bid. The chairman decides the order of presentations using any means he sees fit. A random method is recommended.
The presentation must include a name and e-mail address for the convention contact. It is also recommended that it includes :
-> The name of the convention.
-> The date of the convention ;
-> The structure of the tournament (number of rounds, scoring & rating system) ;
-> Logistical indications for transport and accommodation.
It may also include anything else that the bidder wishes to include.
The chairman may place a time limit on each presentation. The time limit must be the same for all presentations.
Once all presentations have been made, there is a question and answer session, so that the voters can ask for further information on any aspect of the bid.
The bid is then selected using the same voting system as used at the AGM of the EDA. This is described in section 10.4 : "Voting Procedure". The bid receiving the most votes earns the rights to host EDC the following year.

10.4 Voting Procedure
Where the members are to vote at the Business Meeting of the EDC, the following procedure is used. All members who are present at the Business Meeting of the EDC may vote.
For each affiliated member country, if five or less members vote, then each member gets one vote. If more than five members vote, then the number of votes is decreased pro-rata to a total of five votes. No rounding is applied (e.g. if for a given country, 7 persons vote for A and 3 for B, the vote for this country becomes 3.5 for A and 1.5 for B).
Where a poll allows each member to vote for more than one option, then every member who votes is considered to have cast the full number of votes available, with any votes not cast counted as "abstain". For each affiliated member country, if five or less members vote, then the votes are counted in full. Otherwise the number of votes is pro-rataed to the number of votes available to five members, using the process described above.
Where it is not clear which country a member represents, they are considered to represent their current country of residence.

10.5 Restrictions
EDC can only be held in an affiliated member country.
EDC can not be held in the same country two years in succession, unless there are no other candidates.

10.6 Default
If there are no bids to host EDC, or if the winning candidate becomes unable or unwilling to host EDC, then the board of the EDA must organise an alternative. This may be one of the failed bids.
The EDA board should attempt to comply with all the regulations governing EDC, as stated in this section, but are not required to do so, especially if the alternative is to not have an EDC in a given calendar year.


11 - The European Diplomacy Vacation

11.1 Introduction
The European Diplomacy Vacation (EDV) is a more social convention, and is intended to offer a convention to which partners and families can be brought. The convention should be located to provide other activities as well as gaming. For example, a convention organised on a cruise ship, at a ski resort, at a scenic location with opportunities for hiking, trekking, etc.
The Diplomacy Rounds should be organised around the other available activities.

11.2 Frequency
EDV takes place in calendar years when there is no WDC in Europe.
When possible, there must be at least three months between EDC and EDV, and at least six months between successive EDVs.

11.3 Selection
Bidding for EDV takes place at the Business Meeting of the EDV, using the same bidding process as EDC. Details can be found in section 10.3 : "Selection"

11.4 Restrictions
EDV should only be held in Europe.
EDV can not be held in the same country two years in succession, unless there are no other candidates.
Successive EDVs should be based around different activities.

11.5 Default
EDV uses the same default handling process as EDC. Details can be found in section 10.6 : "Default".


12 - The European Grand Prix

12.1 Introduction
The European Grand Prix (EGP) is a tour of European conventions with an individual and a team competition. It abides by the following principles :
-> There is a maximum of one event per year per affiliated country, except for when WDC or EDC is also held in that country.
-> There are always the same number of points scored by the top 15 placed players at each tournament, regardless of size of the tournament.
-> The ranking is based on a mixture of excellent results & attending multiple events.
-> Going to one more event is always going to increase your score.

12.2 Organisation
The EGP organiser is recruited and managed by the Secretary of the EDA. The organiser, assisted by an organisation team, manages the rules, list of events, and calculation of the scores.

12.3 Further Information
The exact scoring rules, event calendar, registered teams, current ranking and results will be published and updated on a website. The location of the website can be found by contacting the Secretary of the EDA.


13 - The International Traveller's Fund

13.1 Introduction
The International Traveller's Fund (ITF) is a fund to promote Intercontinental Travelling to Diplomacy Conventions by European Diplomacy Players. To achieve this, grants are offered to players who would otherwise be unable to afford the cost.

13.2 Fundraising
The method of fundraising for the ITF is to be determined by the Treasurer. A motion is to be brought to the AGM by the Treasurer to update this section of the Charter with the methods to be used.

13.3 Allocation of Funds
The method used to select the recipients of ITF Grants, and to select the amount received by each recipient, is to be determined by the Treasurer. A motion is to be brought to the AGM by the Treasurer to update this section of the Charter with the methods to be used.


14 - Player Rating Systems

14.1 The European Player Ranking
The European Player Ranking is a system of measuring player performance. It is dynamic, and aims to reflect the current rate of success of a player. A players ranking may go up or down depending on their tournament results, with more recent results having a greater effect on their ranking than results further in the past.

14.2 The European Masterpoints
Masterpoints are a representation of your total achievement throughout your Diplomacy Career. They are awarded dependant on your performance at each convention, and once earned, can never be lost.


Last Update : 2006-07-24


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