Article 6. Operating rules common to statutory authorities
6.1. The association is run by:
- Either a Regular or an Extraordinary General Assembly;
- A Governing Board;
- A Board Committee.
6.2. Members of the General Assembly and Governing Board are summoned by the President, or in his absence, by the Secretary General by simple letter or email at least eight days beforehand.
6.3. Deliberations involving making a decision shall relate only to the items provided on the agenda.
6.4. Any member who cannot attend the Assembly may give a proxy to another member.
6.5. Each member attending shall not hold more than three mandates.
6.6. The votes are hands lifted unless at least two of the participants demand a secret ballot.
6.7. Minutes of the deliberations and resolutions are recorded by the Secretary General.
6.8. Minutes are signed by the President.
6.9. Fiscal year runs from 1 January to 31 December of the current year.
6.10. Exceptionally, the first accounting period begins on the day of the association publication in the Official Journal to the following 31 December.
Article 7. General Assembly
7.1. General Assembly Meeting is composed of active members to date with their fees.
Article 8. Regular General Assembly
8.1. Regular General Assembly will be held at least once a year. Their missions are:
8.1.1. Proceed with the election of the Governing Board members;
8.1.2. Decide on the various reports presented by the Governing Board (moral report, activity report, financial report);
8.1.3. Approve the balance sheet and discharge the Treasurer;
8.1.4. Define the guidelines of the association for action in accordance with the goals assigned in Article 2.
8.2. Decisions are made by simple majority of the members attending or represented.
Article 9. Extraordinary General Assembly
9.1. Extraordinary General Assembly is convened by the President or at the written request of at least half plus one of the active members up to date with their fees.
9.2. The Assembly is alone qualified to decide on:
9.2.1. Reform of the statutes;
9.2.2. Dissolution, or amalgamation of the association with other legal non-profit pursuing people with similar objectives.
9.3. Extraordinary General Assembly may deliberate in the presence of at least half plus one of the associate members.
9.4. Decisions are made by a majority of two thirds of members attending or represented.
9.5. If the quorum is not attained, the Assembly shall be convened again within a maximum interval of three weeks and shall deliberate regardless of the number of members attending or represented.
9.6. The decisions are then made by a simple majority of members attending or represented.
Article 10. Governing Board
10.1. The Governing Board consists of 5 members at the most; they are elected by the Annual General Assembly.
10.2. Members of the Board are elected for three years.
10.3. They may be re-elected.
10.4. Any vacancy shall be filled for the replacement of such member at the next meeting of the Governing Board by appointing a new member for the period of time remaining.
10.5. On proposal of the President, the Governing Board may invite to its meetings any person whose contribution seems useful to the debates.
Article 11. General Assembly Meeting
The Board has the authority to manage, direct and administer the association in all circumstances. One of its attributions:
11.1. Principally, organize the selection of applicants for the Prize, the laureate and the annual Award day. In addition:
11.2. Ensure the setting up of the decisions of General Assembly Meeting;
11.3. Authorize any acquisition, disposition or property leasing;
11.4. Establish the provisional budget of the association;
11.5. Set the amount of annual fees.
Article 12. Function of the Governing Board
12.1. The Board meets at least once a year when summoned by the President, or more frequently if required, or at the request of at least half of its members.
12.2. Notices are sent to the administrators by letter or email at least eight days in advance.
12.3. The notices contain the agenda of the meeting established by the President in consultation with the Board Committee.
12.4. Decisions are made by a majority of members attending or represented. In case of a split vote, the President shall exercise a casting vote.
12.5. Among their members and for 3 years the Governing Board elects a President, a Vice President, a Secretary General, a Treasurer; they altogether constitute the Board Committee. Except opposition of one of them, they can deliberate by email.
12.6. The President is assigned to:
12.6.1. Represent the association in all acts of civil life;
12.6.2. Direct expenditures;
12.6.3. Open and operate on behalf of the association any current or deposit account;
12.6.4. Issue, sign, accept, endorse and perform all checks and transfer order for the operation of accounts.
12.7. In case of legal representation, the President may only be replaced by a representative acting under a special power of attorney.