1 Purpose and responsibilities
These regulations govern preparation and documentation of General Assembly meetings and Board elections. The Board convenes meetings within its powers; the Secretary maintains the membership register, agenda and correspondence. Membership and quorum rules in the Articles apply. These regulations do not replace General Assembly authority.(1)
2 Notice and preparation
The annual ordinary meeting takes place within four months after the financial year ends. Members are invited and the Ministry and local authority notified at least 30 days beforehand, with the agenda, venue, date and attendance method. Required approvals for a non-annual ordinary meeting or virtual meeting are completed under the applicable rules.
The Secretary verifies eligibility to attend and vote, subscriptions and proxies, publishes lists and resolves objections before the meeting. No member is excluded orally, and no ineligible person is added to complete quorum. Evidence of invitation and receipt and the final lists are retained.
3 Quorum and voting
An ordinary meeting requires more than half the eligible members. If this is not met, it is postponed for 7–15 days; the second meeting is valid with one quarter or seven members, whichever is greater. Decisions require a majority of those present. The minimum membership permitting a meeting under Article 29 must also be observed.
An extraordinary meeting requires three quarters of eligible members. If unmet, it is postponed for 15–30 days; the second meeting requires two thirds. If that meeting also fails, its items may not be reconsidered for at least six months. Its decisions require three quarters of attendees, and it may discuss only items on its agenda.(2)
4 Election management
Nominations open at least 30 days before the election meeting and close 15 days beforehand. Applications are submitted to the competent authority at least 15 days before the meeting for determination under Article 14. Candidate conditions are checked, the list announced, and exclusion reasons and objection routes documented. The competent body appoints the election committee; candidates are separated from counting votes and determining objections.
Voter identity and eligibility are verified and duplicate voting prevented. Ballots or voting records, counts and result minutes are retained. The election, tie and allocation rules in the Articles apply. An electronic platform creates neither an additional vote nor a substitute for a legally acceptable proxy.
5 Minutes and approval
Minutes document quorum, attendance, proxies, decisions, results and objections. General Assembly minutes are provided to the competent authority within seven days at most for approval and have no effect without the required approval. The Secretary follows up comments and resubmission and retains the approved version.
6 Closure and follow-up
Resolutions are communicated to implementation owners, and Board and member details updated with the relevant authorities. Election documents are handed to the designated custodian and made available to members subject to access rights and privacy controls. Unresolved quorum or proxy issues are escalated before relying on the result: legal review is required.
References in the approved document
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The Association’s approved 2026 Articles of Association, Articles 6–16 and 28–39. This document establishes internal implementation controls without changing higher legal powers or requirements.
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Cabinet Resolution No. 5 of 2025, the executive regulations for public-benefit institutions, Articles 13 and 14. This document establishes internal implementation controls without changing higher legal powers or requirements.