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Internal regulations

These Regulations were adopted at the Crans Montana  meeting on 8 June 2000.

Article 1 - Relations between the members and the Union

1.1
On being granted membership in the Union, members (hereinafter referred to in these Regulations as Union Members) accept and adopt the Statutes and Regulations of the Union. They are obliged to uphold and respect these principles during the organisation of the events, and also to support the objectives of the Union.

1.2
Union Members must inform the Secretary General about important modifications within the structure of their organisation when these are of relevance to the Union.

1.3
When a Union Member leaves the Union in accordance with Articles 21, par. 1 or 2 of the Statutes, the Union Member must meet the financial obligations for the current year.

1.4
The following are, inter-alia, considered as valid reasons for the expulsion of a Union Member in accordance with Article 21, par. 1 or 2 of the Statutes, serious infractions of the Statutes and/or the Regulations of the Union; actions against the interests of the Union.

1.5
Prior to being expelled, the Union Member concerned must be given the opportunity to state their case before the General Assembly.

Article 2 - The General Assembly (GA)

2.1
At each meeting the General Assembly designates the Union Member entrusted with the organisation of the next meeting and, in so far as that is possible, approves the place and date. The Secretary General is responsible for the convocation.

2.2
The Secretary General shall send an invitation with the agenda to each Union Member at least 6 weeks before the meeting. The documentation and the necessary information must be enclosed with the definitive agenda. Changes to the published agenda must be decided by the General Assembly.

2.3
When the General Assembly has been called in good and proper form and within the specified time limit, the General Assembly is entitled to vote without taking into consideration the number of participants.

When a Union Member intends to be represented by another Union Member at the GA, the written transfer of rights (power of attorney) must take place by the opening of the Congress at the latest - see Article 17, par. 3 of the Statutes.

In general the GA only deals with statutory and current affairs. However the Board can propose to discuss a topic of general interest (sport medicine or a special topic of sport, culture or tourism), especially at the meetings called Congress. Proposals from Union members concerning the agenda have to be sent to the Secretary General at least 4 weeks before the date of the meeting.

2.6 
The two Union Members' representatives designated to verify the accounts before the meeting (see Article 10, par. 6 of the Statutes) present a proposition for approval by the GA or formulate eventual reservations.

2.7 
The Union Member organising the meeting shall provide, in so far as that is possible, a service of simple translation.

A prospective member of the Union may be invited to attend the GA. Its representative has the status of an observer.

Article 3 - Election and voting procedures

3.1
Prior to holding the elections the General Assembly shall appoint an Electoral Committee formed of at least three Union Members' representatives at the Congress. On each occasion that a formal vote is taken or a secret ballot is held, including the election of the members of the Board, the Electoral Committee shall count the votes cast.

3.2
The Electoral Committee chooses from amongst its number a chairman who, during the counting of the votes, has the rights and duties of a chairman of assembly.

3.3
Before a vote is taken, or a secret ballot is held, the Electoral Committee must establish the maximum number of votes that can be cast.

3.4 
The election of the members of the Board shall be conducted by function (i.e. the election of the President shall be first, followed by the election of the Vice-Presidents, then the Secretary General, the Assistant Secretaries General and lastly the Finance Officer. The candidates for each function can be briefly introduced to the General Assembly. If a candidate cannot be personally present, his/her written declaration indicating their acceptance of the election, in the event of a positive result, must be submitted. 

3.5
Those candidates who, during the first ballot for each function, obtain the majority of votes (i.e. half of the votes expressed plus one vote) will be considered elected. In the event of no candidate achieving this majority in the first ballot, a second ballot will be conducted and the                   candidate obtaining the highest number of votes will be considered elected. In the event of two or more candidates achieving the same highest number of votes in the second ballot, a further ballot or ballots shall be held to determine which candidate shall be deemed elected.

3.6 
The result of the elections must be established by the Electoral Committee, formalised in an election report, and brought to the attention of the Chairman of the General Assembly.

Article 4 - The Board

4.1  
The members of the Board are elected personally to their function in  the Board. They must at all times consider the interests of the Union and not of a country; or Union Member; or an organisation.

4.2  
The meetings of the Board take place, if possible, alternately in the  different countries of the Union Members.

4.3  
Each member of the Board deals with duties assigned to him/her  in accordance with the decisions of the General Assembly and the Board. During meetings, members of the Board inform their colleagues about their respective activities.

4.4 
The meetings of the Board must be called at least 6 weeks in advance. If a member cannot take part in a meeting they must notify the Secretary General at least seven days before the beginning of the meeting. No substitute is allowed.

4.5  
To deal with questions of a special nature the Board can invite to its meetings technical advisers. A representative of the Union Member organising the meeting may be present during the meeting but without the right to vote.

4.6  
The members of the Board shall not receive any remuneration from the Union for their services. However, the Board can propose to the General Assembly that expenses for travelling are partly or totally compensated.

4.7 
A  Board meeting is deemed quorate when 4 or more members are present.

4.8
In the event of an equal number of votes, the President shall have the casting vote.

4.9  
The Board shall keep minutes of its meetings and copies of these minutes shall be circulated to the Union Members and the Presidents and Members of Honour.

Article 5 - Principles for determining the annual subscription

The annual subscription shall be the same for each Union Member. The subscription shall be reviewed and determined annually by the General Assembly.

Article 6 - Technical commissions

6.1
The Board can appoint a technical commission to deal with special problems, for example, the drafting of regulations, the preparation of important events (apart from the normal championships, exhibitions etc.)

6.2 
A technical commission only studies those tasks assigned to it by the Board. It is dissolved after accomplishing its task.

6.3 
The Board appoints the chairman of the commission  (normally one of the Union's Vice-Presidents) and in agreement with the latter, the other members, who should be specialists in the field discussed.

The Chairman of the Commission organises the work, in agreement with his/her members in an independent manner. Any travelling or accommodation costs are met by the Union Member whose representative is a member of the Commission. In special cases the Board is empowered to meet all, or part of a Commission member's costs from the Union's funds.

Article 7 - The Union's accounts and financial year

7.1
The Union's Financial Year shall be from 1 January to 31 December.

7.2
The Finance Officer shall open a bank or postal account in the name of the Union. All monies due to the Union shall be paid into the Union's Bank/Postgiro Account.

7.3
The finances of the Union shall be kept in this Bank Account.  The Bank Account shall be administered by the Finance Officer.

7.4 
The Finance Officer shall be responsible for keeping proper Accounts of the Finances of the Union.

7.5
At the end of each Financial Year, the Finance Officer shall prepare Statement of Account comprising an Income and Expenditure Account and a Balance Sheet. This Statement along with the Accounts Book, supporting vouchers; bills; invoices; documents etc. and the Statement showing the balance of the Union's Bank Account at the year end, shall be submitted to the Union's two appointed auditors at the next General Assembly meeting following the end of the Financial Year.

7.6 
At the annual meeting of the General Assembly, the Finance Officer shall submit Estimates of Revenue and Expenditure for the following year. This statement shall include a recommendation on the rate of the membership subscription for the coming year.

 

These Regulations were adopted at the Crans Montana  meeting on 8 June 2000.