I. Introduction and Legal Basis
1. Purpose
The purpose of this document is to establish the specific operational guidelines, procedures, and behavioral standards for the association. These rules exist to facilitate the daily management of the association and ensure harmonious coexistence among all members.
2. Legal Nature and Subordination
These Rules are developed pursuant to Article 14 of our Statutes. In the event of any contradiction between these Internal Rules and the registered Statutes of the association, the Statutes shall always prevail.
3. Approval and Modification
These rules are approved by the General Assembly in accordance with our current Statutes. Any future amendments must follow the same procedure:
- Proposed changes must be presented to the Board.
- They must be included on the agenda of a General Assembly meeting.
- They must be approved by the required majority as defined in our Statutes.
II. Membership and Participation
1. Rights and Obligations (Clarification)
- Detailed requirements for maintaining active member status.
- Procedures for the payment of quotas (methods, deadlines, grace periods).
- Protocol for members to request information or access to association documents.
2. Member Conduct
- A code of conduct regarding the use of association property/facilities.
- Guidelines for public representation of the association.
III. Governance and Management
1. The Board of Directors
- Specific internal workflows for how the Board prepares for meetings.
- Delegation of tasks among Board members (e.g., Secretary’s specific documentation filing process).
2. Working Commissions
- Rules for forming, dissolving, and governing specialized sub-groups or committees (e.g., a “Tournament Organisation” for tournament organization).
- Definition of the scope of authority for commission leaders.
IV. Administrative Procedures
1. Meetings and Voting
- Procedures for calling meetings (official communication channels).
- Standard operating procedures for hybrid or virtual meetings (if applicable).
- Rules for how voting is conducted (e.g., show of hands vs. secret ballot for specific types of decisions).
2. Financial Management
- Procedures for reimbursement of expenses for members/volunteers.
- Protocols for financial transparency and annual reporting to members.
V. Disciplinary and Dispute Resolution
1. Conflict Resolution
- A tiered approach to resolving disputes before they reach the level of formal disciplinary action (e.g., mediation).
2. Disciplinary Protocol
- Steps to be taken if a member violates the rules (notice of inquiry, right to be heard, hearing process).
- Sanctions must always respect the principle of proportionality and the rights of the member as set out in the Statutes.
VI. Final Provisions
- Effective Date: The date the rules come into force.
- Review Clause: A recommendation to review these rules every [X] years to ensure they still meet the needs of the association.