Charter of Union

CHARTER OF UNION OF TURKISH WORLD MUNICIPALITIES

CHAPTER ONE: General Provisions

ARTICLE-1: NAME OF THE UNION

Name of the Union is Union of Turkish World Municipalities. The short name is “TDBB.”

ARTICLE – 2: HEADQUARTERS OF THE UNION

The headquarters of the Union is in Istanbul.

ARTICLE – 3: OBJECTIVES OF THE UNION

Taking the common culture and civilization heritage of Turkish World into consideration, and with the aim of sharing information, manners and dual experience in a brotherly attitude;

To protect the historical and cultural heritage,
To develop cooperation especially in economic, technical, social and cultural areas,
To determine the problems and solutions of urban and urban management, to search for common solutions and apply practice studies,
To make, to have made and to support the studies for searching and developing new models on urban management and urban culture.

ARTICLE–4: ACTIVITIES OF THE UNION

In accordance with its objectives of foundation, Union of Turkish World Municipalities can work on the areas mentioned below.

a) City and Urban Management

To follow the sample applications and inform the members, to maintain urban guidance service, to organize every kind of training, research and similar activities to develop administrative and financial capacities of urban management, to make and apply activities and common projects about awareness-raising, training and research for the physical, social, cultural and economical development of cities.

b) Municipal Services

To support municipalities carry out their projects on infrastructure, superstructure and service areas; to guide members for receiving national and international grants, funds, credits and similar resources; to give consultancy and project support to the municipalities with the purpose of establishing business corporations; to build, to have facilities built on these corporations, to encourage these corporations and to manage these facilities; to support the member municipalities develop information and technology applications like “e-municipality”, “city information center” and etc. by giving technical guidance.

c) Social and Cultural Services

To work on protective projects for the historical and cultural identities of cities,

To help the improvement of culture and arts in cities,

To establish thermal complexes, hotels, motels and social complexes for health and tourism,

To support municipalities’ aid for people in need of protection and help,

To protect human, animal and environmental health and organize activities with the purpose of increasing participation in various sport branches; to work on awareness raising activities, to give counseling and project support to municipalities, to establish, have institutions established and manage institutions related with the issue, encourage and support the establishment of these institutions and maintain cooperation and coordination in this context.

d) Training Services

To search for the possibilities of developing Turkish World municipal work and municipal perception, to support the search for unique model developing, to publish periodical and non-periodicals like bulletin, journal, book, report related with the study areas, to support studies, to produce audio-visual documents, to create websites and portals, to establish training and research center, information center, institute, library within the Union after taking necessary permissions within the context of related regulations, to support these activities, to give research and training scholarships especially to local government research areas,

To cooperate with institutions and associations which have common activity routes, to produce common projects,

To encourage municipal work and municipal science, to establish libraries,

To establish schools of vocational training for municipality employees,

To open vocational courses and job training centers,

To organize conferences on municipal work and urbanism, to arrange tours for this goal,

To inform union’s members, government and municipalities about legal, financial and technical problems if required; to give opinion about municipal work and urbanism laws in the sense of counseling, in response to governments and municipalities request,

e) Developing International Relations

To create and develop local and international relations and cooperation between municipalities,

To be a member of, cooperate and make projects with international unions, associations, networks, and training and research institutions that work on local governments,

To participate meetings, seminars, conferences and similar activities of international local government institutions or organize these cooperatively.

The Union, whether stated above or not, organizes, has somebody organized, and encourages all kinds of activities that are related with city and urban management, and those cooperate and coordinate between municipalities; provides financial, technical and administrative support for suitable projects and activities, and participates in the studies conducted.

ARTICLE– 5: MEMBERSHIP TO THE UNION

Conditions and Types of Membership

The Union accepts members from national and international local government institutions and the unions those institutions have established, especially Turkic Republics and Relative Communities in Central Asia, Balkans and Caucasia, and Turkish Speaking Countries and Regions.

Except for these, those institutions, associations and similar legal entities which are related with city and urban management can be accepted as observer member.

Besides, natural people who provide service on city and urban management, who are known with their scientific studies and who have been present in the management of the Union can be honorary members.

Founder Members

The founder members of “Union of Turkish World Municipalities” established on December, 12, 2003 under decision no. 6464 of T.R. Council of Ministers are:

İstanbul Pendik Municipality
İstanbul Zeytinburnu Municipality
İstanbul Adalar Municipality
İstanbul Bayrampaşa Municipality
İstanbul Kartal Municipality
İstanbul Province Beykoz District Çavuşbaşı Municipality
Düzce Municipality
Sakarya Hendek Municipality
Trabzon Hayrat Municipality
Bursa İznik Municipality

c) Membership Application and Decision

Legal entities and natural people who want to be the member of the Union and have the conditions mentioned in the Charter, apply in written. Membership applications are discussed in Administrative Board and presented to the Council in the first General Assembly Meeting.

d) Termination of Membership

Membership of the ones who can’t fulfill the conditions, who are ascertained for not fulfilling the obligations determined and decided in this Charter, can be terminated with the advice of Executive Board and with the decision of General Assembly.

e) Resignation from Membership

The member who wants to resign from Union membership presents the decision of resignation to Executive Board in written. Resignation from Membership is not subject to any kind of approval, but the member who wants to resign should fulfill the obligations until his presentation of resignation.

CHAPTER TWO: Union Organs

ARTICLE– 6: ORGANS OF THE UNION

The organs of the Union are:

General Assembly
Administrative Board
Supervisors Board
Higher Advisory Board

ARTICLE – 7: CONSTITUTION OF GENERAL ASSEMBLY OF THE UNION

Members of the Union constitute the General Assembly. Members of Founders’ Committee are the natural members of the General Assembly.

In General Assembly member local governments are represented either by their presidents or by the representative the president chooses, and council members that the council chooses. On the other hand, unions of local governments are represented either by the presidents or a representative the president chooses.

If the president or council members which will be sent to Union’s General Assembly by aforementioned institutions change, the former representatives continue their duties until they inform this change to the Union in written.

Observer and Honorary Members can attend the meeting as an observer, without a voting right. They can express their ideas about the issues discussed in the meeting if General Assembly chairman recognizes.

ARTICLE – 8: DUTIES AND AUTHORITIES OF GENERAL ASSEMBLY OF THE UNION

The duties and authorities of General Assembly of the Union are:

To elect the President, the Members of Administrative Board and Supervisors Board, and discharge if needed,
To discuss work plans and programs,
To discuss and approve performance report of the Union for the previous period and Supervisory Board report as well as financial status report,
To decide for the amendments in the Charter,
To determine the termination of the Union,
To determine membership fees and to decide to erase all or part of the debts,
To determine the per diem of the Administrative Board,
To approve the Union’s budget that the Administrative Board presents.

ARTICLE – 9: GENERAL ASSEMBLY MEETING AND QUORUM FOR DECISION

Ordinary General Assembly meetings are held once in three years. General Assembly is convened with the simple majority of the all members, and decisions require simple majority voting.

In case the first meeting does not meet the quorum, the number convened in the second gathering is accepted as a satisfactory quorum. But the number of the members gathered in the second meeting cannot be less than two times of the total number of full members of Administrative Board and Supervisors Board. The date of the second gathering is announced as the call for the first meeting is made.

If the Administrative Board calls or 1/5 of all members of Union express a written request, an extraordinary meeting of the General Assembly is held within 60 days from the call. No other issue than the ones set on the agenda is discussed in the Extraordinary Meeting.

If there is no counter decision, the lists of Administrative Board and Supervisors Board presented to Council Committee are voted with open vote.

General Assembly Meeting is chaired by Council Committee, composed of a Council Chairman, elected among the members in the beginning of the meeting, and two members. The candidacy for Council Chairmanship and membership can be both ex officio and nominated by other members.

The members are presented as follows in General Assembly:

a) Members that represent legal entities

Municipalities having population less than 100.000 have: 1 (Mayor)

Municipalities having population between 100.001–500.000: 2 (Mayor and 1 Council Member)

Municipalities having population between 500.001–1.000.00: 3 (Mayor and 2 Council Members)

Municipalities having population over 1 million: 4 (Mayor and 3 Council Members).

Municipality Unions are represented with a single person (President of Union).

b) Each of the General Assembly Members has 1 vote. Votes of the legal persons are used by local administration or president of local administrative union or the representative appointed by him/her. Votes of legal persons in General Assembly cannot be exercised unless the Union membership fees are paid by the time of the General Assembly meeting.
c) Administrative Board prepares a list of members who have the right to participate in the General Assembly at least 30 days before the date of General Assembly meeting and submits it to the members by written or electronic means.

Notifications sent to the full address of the legal entities who are members of the General Assembly are accepted as served to their representatives of these legal entities. In countries and regions where the Union has representation offices, the notification that will be made to these offices is accepted as the one made to all Union members in the country and the region. In Ordinary and Extraordinary meetings the invitation is made at least 15 days before the date of the meeting.

ARTICLE – 10: CONSTITUTION OF ADMINISTRATIVE BOARD

Administrative Board is composed of a Chairman, elected among the members of the General Assembly for 3 years, 30 permanent members, and 30 substitute members. Besides, co-chairmen can also attend to meetings of Executive Board.

In case of vacancy in the Administrative Board, as a result of factual or legal reasons, the substitute members are called for duty by the President according to the order of selection.

ARTICLE – 11: DUTIES AND AUTHORITIES OF UNION’S ADMINISTRATIVE BOARD

a) Prepares the budget of the Union.
b) Decides on expenses above 75.000 TL.
c) Determines the personnel policy, regulations and wages, decides the employment of the personnel and termination of labor contracts.
d) In case of General Assembly’s assignment, makes necessary decisions on matters that are assigned by General Assembly.
e) Constitutes commissions and working groups in necessary numbers for necessary issues.
f) Evaluates membership applications and makes decisions about them.
g) Decides the fees of copyright, conference, training, seminars and etc. that will be covered from the Union’s budget.
h) In case of vacancy of Presidency, as a result of factual or legal reasons before the end of the term of Office, the Board chooses a new President among its members whose duty will be valid until General Assembly.

ARTICLE – 12: ADMINISTRATIVE BOARD MEETING AND DECISION QUORUM

Administrative Board gathers once in three (3) months. In case of need, it can call to the meeting apart from the casual calendar, upon the invitation of the President or written request of 1/3 of the members. Meeting quorum is one more than the half of the participant members of the Administrative Board and the decisions are taken by the simple majority of the present members. Administrative Board’s members have one vote for each.

ARTICLE – 13: PRESIDENT OF THE UNION

President of the Union is elected by the General Assembly of the Union among the members of the General Assembly for 3 year term. Candidate for Presidency can be both ex-officio and be nominated by the other members.

ARTICLE – 14: DUTIES AND AUTHORITIES OF PRESIDENT OF THE UNION

The duties and authorities of President of Union are as follows:

a) To represent the Union,
b) To be present or to appoint a representative for the Union in national and international studies,
c) To prepare and submit the budget draft, working plan and program, terminal performance report to the General Assembly’s approval and to implement the approved budget.
d) To implement the decisions of the General Assembly and the Administrative Board, monitor and assess their results,
e) To act as the payment supervisor of the Union budget, to delegate the payment supervision to Secretary-General when necessary,
f) To collect the income of the Union, to track and protect the rights and benefits of the Union.
g) To appoint administrative or representative duties to the members of Administrative Board, if necessary.
h) With a deputy Chairman among the members of Administrative Board, to appoint vice Presidents and decide the duties and authorities of them as many as it deems necessary (Administrative/Financial Affairs, Publicity-Public Relations, Education-Culture, Press, Relations between Members and Institutions and etc.)
i) To constitute Administrative Board with President, Vice President and Deputy Presidents, who will follow up the implementation of Administrative Board’s decisions and give advice to Executive Board about the decisions that is useful to implement; and to provide the gathering of this Board monthly.
j) By taking Executive Board’s opinion, to suggest a proposal to General Assembly about issues concerning the Union,
k) To manage movables and immovable properties of the Union.
l) To make decisions about expenses between 15.000-75.000 TL.
m) President of the Union can suggest a candidate he has decided, from the member countries, as co-chairman on the basis of country or region; he can appoint him as Co-Chairman of the Union with the approval of Executive Board.

ARTICLE-15: DUTIES AND AUTHORITIES OF CO-CHAIRMEN

Co-Chairmen are appointed by the proposal of President of the Union with the approval of Executive Board. Co-Chairmen provide the development between the country or region they reside and Union and member municipalities; the presentation of the Union and implementation of co-operation studies and necessary coordination, in line with the decisions of Administrative Board.

ARTICLE-16: GENERAL SECRETARY

General Secretary is appointed by Administrative Board with the proposal of President of the Union, among the candidates who have graduated from a four-year university, who have at least five year experience on national or international studies and who preferably knows foreign language. The decision of Administrative Board is presented in the first following General Meeting.

General Secretary provides implementation of decisions taken in Meetings of Executive and Administrative Boards and application of studies of the Union in the name and under the responsibility of the President, and management of the personnel of the Union.

President of the Union can delegate his appropriate responsibilities to General Secretary in written.

General Secretary can decide expenses up to 15.000 TL.

ARTICLE-17: SUPERVISORS BOARD

Supervisors Board consists of three permanent and three associate members. Candidacy for Supervisors Board can be both ex-officio or be candidate by other members. In case of vacancy in membership of Supervisors Board as a result of factual and legal reasons, associate members take place in permanent membership in selection order. Supervisors Board audits yearly whether the Union operates according to the objectives in the Charter and whether financial accounts and records are kept properly, and presents the control reports to Administrative Board and first following General Meeting. With the approval of Administrative Board, Independent Audit Firms can be consulted.

ARTICLE-18: HIGHER ADVISORY BOARD

Higher Advisory Board is the highest consultation body of the Union. Higher Advisory Board consists of ten members elected for three years, among the members of the Union who have become prominent with their studies, experiences and knowledge concerning the Union, or others who are not members.

Higher Advisory Board gathers at least once (1) a year. The Board can also meet with the call of President of Union in necessary conditions. It examines the activities of the Union in terms of efficiency in appropriateness and obtaining solution, and makes suggestions appropriately. The Board makes decisions with the simple majority of the participant members and informs this to Administrative Board. The decisions of the Board are consultative and non-binding.

CHAPTER THREE: Financial Provisions

ARTICLE-19: INCOME OF THE UNION

The incomes of the Union are:

a) Membership fees (annual):

Membership fees are determined to be in the rates stated below and these may be re-determined by the General Assembly upon proposal of the Administrative Board by keeping this ratio fixed.

Municipalities that have population below 5.000: 5.000 TL

Municipalities that have population between 5.001.-20.000: 10.000 TL

Municipalities that have population between 20.001-50.000 : 20.000 TL

Municipalities that have population between 50.001-100.000: 30.000 TL

Municipalities that have population between 100.001-250.000: 45.000 TL

Municipalities that have population between 250.001-500.000: 60.000 TL

Municipalities that have population between 500.001-1.000.000: 90.000 TL

Municipalities that have population above 1 million: 150.000 TL

Municipalities serving in the Administrative Board pay an annual fee in addition to their usual dues. The amount that the member municipalities, who haven’t fulfilled their financial responsibilities towards the Union should pay, is given to the creditor Union by docking from the share of the collection total of the general budget tax incomes of these municipalities, with the application of the Union.

b) Grants-aids:

Outright grants and aids of the legal and natural people that want to contribute to the Union activities, and national and international aids. The person or people who will accept grants and fees on behalf of the Union can be decided and authorized by the Administrative Board.

c) Activity income:

Income obtained during the Union activities.

d) Share of Contribution to Expenses:

The shares paid by the persons and institutions that participate in the Union activities as a project partner or supporter.

e) Borrowing methods:

The Administrative Board may acquire loans under its scope of its functions and powers as much as needed by the Union in conformity with the provisions of the Republic of Turkey General Law and General Assembly’s decisions.

ARTICLE-20: EXPENSES OF THE UNION

Expenses of the Union are:

Costs made to execute functions and powers of the Union,
Administrative, representative and personnel expenses of the management of the Union,
Expenses of meetings and activities of Union Bodies,
Travel allowances of the General Assembly, Administrative Board, President of the Union, and other related expenses,
Contribution costs made to the projects and studies that are supported by the Union,
Other expenses that are decided by Administrative Board,
The Union costs must be submitted with expense receipts. In order to withdraw money from the bank accounts of the Union, Administrative Board can authorize at least two people individually or with co-signature.

ARTICLE-21: BUDGET OF THE UNION AND FINANCIAL RECORDS

Budget of the Union is prepared as a composite budget for 3 year terms. The budget that shows income-expense estimations is drafted as an analytical budget based on the Decree of Administrative Board allowing for the collection of income, budget-spending and service-rendering in two sections with one for the expenditures and the other for incomes.

Financial books and records required by relevant legislation are kept according to the given procedures and principles.

CHAPTER FOUR: Final Provisions

ARTICLE-22: LIABILITIES OF THE MEMBERS OF THE UNION

The legal identity of the Union is responsible for all contracts and commitments made in the name of the Union. This liability which is restricted to assets of the Union does not bind the member personalities under any circumstances.

ARTICLE-23: METHOD OF INTRODUCING AMENDMENTS TO THE UNION CHARTER

Amendments in the Charter can be made by the decision of the General Assembly. For the amendments to be discussed in the Charter, they should be present in the agenda of the General Assembly or included into the agenda at the written request of one tenth of the members present in the meeting. The quorum for the meeting on the amendments is 2/3 of the all members in General Assembly. If the meeting is postponed as a result of not reaching the quorum, there is no majority rule for the second meeting. But the number of the members who participate this meeting cannot be less than two times of the total member number of Executive Board and Supervisors Board. The quorum for decision taking is 2/3 of the participant members in the meeting.

ARTICLE-24: TERMINATION OF THE UNION AND LIQUIDATION OF THE ASSETS

Termination of the Union can be made by the decision of the General Assembly. The Quorum of the General Assembly that considers the termination decision shall be 2/3 and the quorum required for the decision is 2/3 of the members present in the meeting. If the quorum is not reached in the first meeting, the termination will be discussed in the second meeting whether the quorum is reached or not. But the number of the members who participate this meeting cannot be less than two times of the total member number of Administrative Board and Supervisors Board. The way the assets of the Union are to be liquidated is defined in the termination decision. The termination decision is notified to all members, and if not decided otherwise, and if there are any remaining assets after covering the debts of the Union, they can be transferred to another organization conforming to its objective.

ARTICLE-25: EXECUTION

Provisions of this Charter are executed by the President of the Union on behalf of Administrative Board.