1 Purpose and scope
These regulations govern permanent and temporary Board committees and working groups and apply alongside each committee’s specific regulations. Creating a committee does not confer powers reserved to the Board, General Assembly or regulator.(1)
2 Formation resolution
The resolution states the committee’s name, purpose, members and capacities, chair, rapporteur, term, required outcomes and recommendation or decision-making scope. It defines quorum, voting, meeting frequency, reports, any budget and the authority approving recommendations. A committee may not exercise decision-making powers if their basis and limits are absent.
3 Membership and integrity
Members are chosen for expertise, independence and available time. External specialists may be engaged within the Articles. Members sign confidentiality commitments and disclose interests; recusal is recorded. Absence and conflicting roles are documented, and replacement requests go to the Board without automatic loss of membership.
4 Working arrangements
The rapporteur prepares a file for each item covering facts, documents, options, risks and the requested decision. The chair verifies quorum under the formation resolution. Incomplete quorum or its impairment by recusal is referred to the Board; incomplete consultation is not a decision.
Minutes record attendance, disclosures, opinions, outcome and recommendations, distinguishing technical advice from financial decisions. An invited expert does not vote unless an authorised member. No promise to a beneficiary or commitment to a supplier is made before competent approval.
5 Reporting and oversight
The committee reports achievements, pending decisions, risks and resources at its prescribed frequency. The Secretary arranges presentation of recommendations and communicates the Board’s outcome; the rapporteur may not alter it unilaterally. Files remain in a permission-controlled location and must not circulate through personal accounts.
6 Ending a committee
A committee ends on expiry of its term, fulfilment of its purpose or Board resolution. Its final report records completed and outstanding work, entrusted assets and files, and names an owner for open matters. Extending its term or changing its mandate or budget requires a Board resolution.
References in the approved document
- The Association’s approved 2026 Articles of Association, Article 20, concerning committee formation, approval of their regulations and oversight. This document establishes internal implementation controls without changing higher legal powers or requirements.