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1.   Preamble

AZEECON (Asian Zone Environment and Emergency Co-operation Network) comprises the original four core/founder members, which are the Asian field programmes of the Lutheran World Federation/Department for World Service (including the localised RDRS Bangladesh) working in India, Nepal, Bangladesh and Cambodia. Other organisations may be included as Associate Members of AZEECON.

All four core member programmes were established in the 1970s or 1980s in response to major natural or civil catastrophes and their programmes have subsequently evolved into development work. These programmes operate in one of the most hazardous regions on earth in terms of susceptibility to natural and civil disasters. Widespread poverty, underdevelopment and environmental exploitation, together with high population density spreading to increasingly marginal areas ensure that vulnerability of the disadvantaged exceeds that of any other major region. Poor rural populations face excessive risk in a region where more than half the world's disasters and poor are concentrated. These harsh realities compel the four programmes to devote continuing priority to disaster relief and rehabilitation and increasingly to disaster preparedness and risk management as necessary concomitants to their commitment to sustainable development but also to ensure effective links to development to avoid marginalized communities facing life and livelihood-threatening setbacks.

AZEECON is an established informal network of equal partners, engaged in a common mission and utilising regional co-operation as one helpful instrument for fulfilling the vision and mission of the individual members. Since inception, AZEECON has made a significant contribution to the capacity-building of members and partners, and to the interchange of knowledge and ideas to improve the relief, rehabilitation and development interventions of the members. AZEECON is also committed to raise awareness of LRRD (Linking Relief, Rehabilitation and Development) and RBA (Rights-based Approach) issues, including engaging in advocacy at the national and international levels.

The Byelaws and Guidelines were originally agreed at the 6th AZEECON Annual Planning & Review Meeting held in Kathmandu in September 2002. This has been revised in May 2007 as the AZEECON Constitution, Bylaws and Operating Guidelines, following agreement among the founder members. This document should be considered in conjunction with the AZEECON Outline Strategy 2007-2011.

2. Membership and Governance

2.1 Definition

AZEECON is an informal network, not legally registered and with no formal `structure’ although agreed operating procedures are followed. Unlike the individual member programmes AZEECON, in common with other networks, is an instrument of its member programmes, intended to serve their specific needs and objectives. Unlike the individual member programmes or other unitary `organisations', a `network' such as AZEECON is intended to be deliberately egalitarian not hierarchic (with equal decision-making), informal rather than highly structured (but pursuing a definite programme), and flexible-responsive. Such networks, unlike unitary organisations, need not continue if they have outlived their usefulness. AZEECON has no secretariat as such though some `central’ functions are performed by the respective agreed Focal Point. As a voluntary grouping, AZEECON relies primarily upon the continuing initiative and commitment of its members, and the financial and other resources contributed by like-minded partners.

AZEECON is primarily a capacity-building and quality-improvement circle (for participating organisations and staff, local partners and networks, programme and projects) rather than a co-ordination network as such. It offers:

• a functional mechanism to build understanding, and knowledge of similar issues in neighbouring countries and a common identity.
• an appropriate, low-cost instrument for continuing staff development in members and partners.
• a platform for exchange of ideas and experience (beyond its thematic focus in other spheres of development, advocacy and organizational themes (such as finance, localization)
• possibilities for resources mobilisation where a regional rather than a national instrument is appropriate.
• a pilot for regional co-operation

2.2 Membership

• The AZEECON founding and core members are the LWF-DWS programmes in India, Nepal and Cambodia and the LWF-DWS associate programme, RDRS, in Bangladesh.
• Only core founder-members can amend the constitution, formally discontinue the network or substantially change its purpose and program. Core-founder members must also agree the admission of new associate members or discontinue their membership. For any such decisions relating to constitutional change or membership, all four core-founder members must agree.
• Other like-minded organisations from within the ACT network may be linked with the AZEECON network as associate members by invitation after unanimous agreement by all core/founder members. Similarly, other reputable organizations and institutions in relevant fields may also be invited to become associate members. If required, core/founder members must also agree unanimously to discontinue membership of any associate member.
• Associate members may be invited to participate in all AZEECON events. However, they will have no right to amend the constitution, this prerogative being reserved for core/founder members and requiring three-quarters. The view of associate members will be considered in any strategic decision related to AZEECON (including future planning and budget allocations although the final decision will be that of the core-founder members).
• Individual AZEECON founder/core members may withdraw from AZEECON after providing one-year’s notice in writing to all members, endorsed by a decision in the Annual Planning & Review Meeting. Associate members may withdraw under similar conditions.
• Conditions for ongoing membership of AZEECON will be agreed at the APRM. This may take the form of agreeing a modest annual subscription or to bear at the members’ expense certain costs (or a proportion of costs) linked to participating in AZEECON events.

2.3 Governance/Management

• The AZEECON overall or Network Focal Point (NFP) will be agreed at the APRM for a period of 2 years (with provision for one additional year’s extension).
• The network Focal Point’s (NFP) role is to take the lead in co-ordinating AZEECON actions, including initiatives/links with external actors, keeping members informed, maintaining AZEECON book of accounts and reporting following the agreed budgets. As a network, however, all members share equal responsibility for ensuring its continued efficient operation, effectiveness and further development.
• The Network Focal Point role is assigned to an individual rather than the organisation/field programme, on the understanding that the FP's Field Programme will support this function.
• In the event of the Focal Point not continuing (for reasons of transfer, illness, others), core/founder members will agree by email communication the appointment of an appropriate interim Focal Point until a new regular Focal Point can be agreed at the next APRM.
• All AZEECON members agree to continue to be active and co-operative in fulfilling agreed commitments, and promoting the efficient operation and continued development of the network.
• The annual AZEECON Annual Planning & Review Meetings is the main governing and decision-making forum for AZEECON, at which representatives from at least two members must attend to qualify for this status.
• The field director of each member programme is automatically the Country Focal Point. Each member will also designate a Programmes Focal Point, a Finance Focal Point, and a Communication Focal Point. these should be relevant senior staff empowered to act on their own initiative.
• Individual members will be responsible for ensuring effective communication on all matters relating to AZEECON within their own programmes and countries.
• Except under exceptional circumstances, the AZEECON Byelaws may ordinarily amended only by a unanimous agreement of founder/core members.
• AZEECON may be formally dissolved by a decision, at the Annual Planning and Review Meeting or by written communication, of a majority of the core/founder members. In the event of the APRM not convening successfully for two consecutive years, AZEECON will be deemed to be dissolved, unless a majority of the members agree to continue.

3.  Objectives

3.1 Goals and Objectives

The overall goals of AZEECON are:

• To reduce vulnerabilities among marginalized and disadvantaged groups in the working areas of member programmes by strengthening the capacities of local communities and the organised poor through effective and sustainable risk and disaster management, and LRRD

The specific objectives of AZEECON are:

• To strengthen capacity, relevance, quality and effectiveness of AZEECON partners in understanding and applying LRRD and Rights-based Approaches for the marginalized and disadvantaged
• To promote creative integration of development and emergency components of programmes
• To promote co-operation and co-ordination amongst regional partners, and thereby serve as a practical and innovative instrument of regional co-operation.
• To influence policies and practices of institutions, national and international, through effective networking and advocacy

3.  Roles and Responsibilities of Key Stakeholders

Based upon the core programme/main activity areas (as identified in AZEECON Support Project Project Proposal)

4.1 Annual Planning, Review & Co-ordination Meeting (APRCM=`The AZEECON Summit’)

Specification: An annual meeting held in one member programme, which serves as the main governing and decision-making forum for AZEECON, in which senior representatives of all its founding/core members are expected to attend.

- Participants should be Field Directors (and/or Deputies) from each Member plus two additional staff, who are thematic managers. Additional staff from the Host programme may attend plus agreed resource persons and other invitees.

- The meeting is normally of at least one day’s duration, usually two and addresses a pre-arranged agenda (subject to further amendment upon convening).

- The Network Focal Point plays the lead role in finalizing dates, venues, encouraging attendance, arranging external invitees (e.g. resource persons, donor partners) and (along with the host) minuting and other logistics or field visit arrangements.

- Chairing, usually by session, is agreed at the start of the meeting. The agenda will normally include, brief analytical country presentations, AZEECON governance and management issues, reviewing progress, planning the AZECON Support Project activities (including schedule, subjects) discussing related issues such as Act, LWF-WS developments (especially disaster, DP and risk management areas), and finally reviewing scope for improving practices, opportunities for new initiatives and ideas.

- Reports on each of the AZEECON activity areas, training materials or guidelines or others (such as evaluation reports) should be prepared and circulated. A summary of the appraisal of each event should be prepared by the respective host programme.

4.2 Exchange, Exposure and Training Visits (EETVs)

Specification: An annual programme of practical exposure (field visits to development, related activities) linked with short training/seminars; this is intended to encourage critical learning and the dissemination of good practice among AZEECON members.

- An annual cycle of four EETVs is planned every calendar year, with each member hosting a visit in turn and taking responsibility for planning of the event.

- Each EETV normally involves at least 3 days of Field Visits to activities of interest (run by the host or others) and, normally following the field visits, an attached workshop/seminar of at least 1 day, preferably on issues closely linked with field visits. The entire programme will take place over 5-6 days, excluding travel.

- Small groups of carefully selected staff (or in certain cases, local partners) from other AZEECON Members (ideally 3 per programme) will participate along with host country staff, invited outsiders, including resource persons, local partners, associate members, others.

- Participants will be carefully selected in terms of relevance to the theme and will receive short briefing/orientation before travel and debriefing on their return.

- A standardised AZEECON Exchange Visit Appraisal Form will be completed by each participant, compiled and circulated by the host; the lessons learned by EETV participants and their planned application should be discussed at regular staff meeting upon their return.

- Outside the regular EETV programme, special or supplementary EETVs may be arranged bilaterally among AZEECON members, with invitations extended to others—if relevant—via the email Update.

4.3 Customised Training (CT)

Specification: Intensive training workshop on selected relevant theme(s) of strategic relevance to AZEECON members and agreed in advance.

- Training duration is likely to be not less than 5 days, with at least one day’s field visit to provide practical exposure and exemplification of training subject matter.

- Participants will be carefully selected in terms of relevance to the theme and ability to apply it in their own programme work.

- Members should as a minimum requirement arrange a short briefing/orientation to participants before and a debriefing on their return. Trainees should be encouraged to identify and apply lessons learned in their programme work.

- Customised Training will be extended (or led by) by appropriate professional resource persons/training providers responsible for the curriculum design, materials actual training, evaluation and final reporting.

- In certain cases, the opportunity CT offers to develop and elaborate ideas and themes of wider relevance should be exploited.

- The RDRS North Bengal Institute in Rangpur has become the normal venue for CT but other venues may be arranged as convenient from time to time.

- Arranging the ToR and Training Providers/Resource Persons is the responsibility of the Focal Point, this may be in conjunction with the Host (or other members from whose country the RP may be drawn); the Host programme is responsible for all in country logistics and related arrangements.

4.4 Information, Strategy Development (ISD)

Specification: Ensuring a continuing and regular flow of information on AZEECON activities (past and forthcoming events etc) and related themes of interest to members, and other related parties through the medium of email Updates, a regularly updated Website, and direct communication among members.

- The AZEECON Email Update (newsletter) is circulated to all members (and as many staff as possible), associate members, donor and other agencies at least quarterly.

- The AZEECON Website should be updated quarterly; with all members responsible for providing material to the website manager.

- Other initiatives to share important concept/strategy papers, articles, manuals, analyses from external sources, and to preserve and/or replicate material produced by AZEECON members is also important.

- In particular, AZEECON will seek to strengthen interpretation and understanding of development relating to SPHERE, ACT and LWF-WS.

- AZEECON will also review scope for developing harmonised documentation and materials for members as a whole (for example, selective standard training packages) and for its individual members (for example disaster policy). AZEECON will also seek to build links with other actors—networks and organisations—in similar fields including practical co-operation

A Communication Focal Point will be designated in each member program with responsibility to ensure:

- adequate information and documentation is produced for each AZEECON event, including a press release

- the AZEECON website is fed with a regular supply of relevant news, features, information, secondary research and similar

- the AZEECON Communication Focal Point should be the responsibility of the member responsible for hosting and maintaining the website

4.5 Co-ordination, Administration

Specification: Ensure efficient co-ordination and administration, including accounting, of the AZEECON Network.