Updating the composition of the Council on Internally Displaced Persons (IDP Council) is an important step to ensure the effectiveness, legitimacy, and genuine participation of displaced persons in decision-making processes.

This information will help you quickly navigate key procedures: when and why it is necessary to update the Council’s composition, how to properly organize an additional selection of new members, what to do in case of early termination of a member’s mandate, and which regulatory documents govern these processes.

When should the IDP Council be renewed?

Regular renewal takes place:

• Every two years (or another period, according to the regulations of a specific IDP Council).

Extraordinary renewal takes place if the Council’s powers are terminated early:

• The Council has not held meetings for two consecutive quarters.
• More than 60% of the planned activities for the year were not implemented.
• The institution that established the Council has been reorganized.
• The Council has decided to dissolve itself.

New members can also be selected:

• If someone’s membership ends early.
• If the number of members in the Council is expanded.

Important! A person can serve as a member of the IDP Council for no more than two consecutive terms (according to the Model Regulation).

How to organize the formation of a new IDP Council?

The authority that established the Council should:

1. Decide to form a new Council.
2. Set the following:

• the application period;
• the submission format (online or offline);
• the address for submission;
• the responsible person or unit for reviewing the applications.

Important! The announcement about forming a new IDP Council must be published on the official website or in another public way no later than 15 calendar days before the new composition is approved.

Step-by-step plan for forming the composition of the IDP Council

1. Adopt a decision to announce the formation of a new IDP Council.
2. Publish the announcement about the Council formation on the official website.
3. Review the documents submitted by candidates.
4. Hold the first meeting of the updated IDP Council, during which the chair and secretary are elected.
5. Approve the decision on the personal composition of the IDP Council.
6. Publish information about the updated personal composition of the IDP Council on the official website.

Useful links:

Zhmerynka District Military Administration: Announcement about the formation of the IDP Council

Kropyvnytskyi City Council: Approval of the composition of the IDP Council under the Executive Committee

How is an additional selection to the IDP Council carried out?

Reasons for additional selection:

• If a member is excluded from the Council.
• If the number of Council members needs to be expanded.

Who can be selected:

• Candidates who previously submitted applications but were not included in the Council.
• If there are no such candidates, a new call for applications is announced, and the information is published on the official website or in another acceptable way.

Procedure for additional selection:

1. A decision to replace representatives of local self-government bodies or public/charitable organizations is made based on a formal notice during an IDP Council meeting and recorded in the minutes.
2. The changes are approved by the authority that established the Council.
3. The updated information is published on the official website or in another acceptable way.

Important! In case of additional selection, a new Council is not formed, and the powers of the current chair are not terminated. The date used to calculate the two-year term of the Council remains unchanged.

Useful link: 

Zaporizhzhia Regional Military Administration: Additional selection to the IDP Council

How to terminate the powers of a member of the IDP Council

Grounds for exclusion:

• Two consecutive absences from Council meetings without a valid reason.
• A written statement requesting withdrawal from the Council.
• Liquidation of the organization the member represents.
• A final court conviction.
• A court decision declaring the person legally incapable or partially incapable.
• Death of the member.

Procedure for termination:

1. Include the issue on the meeting agenda.
2. The Council adopts a decision.
3. The meeting minutes are submitted to the establishing authority within 3 working days.
4. The authority approves and publishes the updated composition.

Termination of the powers of the IDP Council Chair

The Chair loses their powers in the following cases:

• submission of a resignation letter;
• withdrawal from the Council;
• a vote of no confidence by Council members.

Important! Until a new Chair is elected, their duties are performed by the Deputy Chair, unless otherwise decided by the Council.

Understanding these procedures will help ensure transparent and effective functioning of the IDP Council as a consultative and advisory body that represents the interests of internally displaced persons in communities. Use these guidelines as a practical tool for implementing improvements.

This publication was made with the support of UNHCR, the UN Refugee Agency in Ukraine. The content of the publication is the sole responsibility of the Charitable Organization “Charity Foundation “Stabilization Support Services” and does not reflect the views of UNHCR.