The current text contains the practical provisions implementing Articles 34-36 of the Statutes.

Article 1

CONSTITUTION

A new region may be established provided that at least twenty-five members of the Association have their professional address in the region to be constituted and that at least two-thirds of the members having their professional address in the region to be constituted are in favour of its being established. For this purpose, all members with their professional address in the future region must be invited to attend a regional meeting, which shall meet the requirements laid down for a statutory regional meeting, with the constitution of the region as an item on the agenda. Until such time as the region adopts its own Rules of Procedure, the Rules of Procedure of the Assembly shall apply, mutatis mutandis.

Provided these preconditions are met, the regional meeting shall then proceed to elect its candidate(s) for the Council as well as its Regional Secretary and Regional Treasurer.

The results of these elections shall be communicated to the Assembly, which shall proclaim the existence of the new region, provided no grounds for objection have been filed. In the case of an objection, the constitution procedure must be initiated again.

Once constituted, the region shall submit its Rules of Procedure for the Council's approval.

A region shall lose its status as a region when the number of its members is less than 15.

Article 2

CANDIDATES FOR THE COUNCIL

Any candidate a region nominates for election to the Council should have her or his professional address in the region concerned. The region may, nonetheless, decide otherwise.

If the post of member of the Council representing the region should become vacant, the region will organise the election of a new member of the Council. The same will apply if the member of the Council representing the region were to elect a professional address outside the region. In this case, if it wishes, the region may extend the term of office of the outgoing member until the next Ordinary Assembly.

Members of Council may not be elected for more than two successive terms of office as representatives of their region.

Members of Council shall ensure that there is always two-ways communication between the regions they represent and the Council, informing the region, whenever appropriate, of Council activities and discussions, and conveying the views of the region to Council.

Article 3

REGIONAL SECRETARY

The Regional Secretary shall be responsible for the production of reports of regional meetings, of which she or he shall send a copy in either French or English to the secretariat and also to the regional secretaries.

She or he shall maintain contact with the secretariat, which may request her or his assistance where appropriate.

Article 4

REGIONAL TREASURER

In accordance with the provisions of the Financial Regulations, the Regional Treasurer shall manage all funds belonging to the region whatever their origin, be it the 6% refund of dues paid by members to the region where they have their professional address on the first day of the financial year or be it special levies or voluntary donations.

Where regions have been authorised to collect dues on behalf of the Association, the regional treasurer shall be responsible for so doing.

If so requested by the Treasurer of the Association, she or he shall assist in collecting any outstanding dues.

Regional funds shall be deposited in a dedicated bank account, in principle, at least two members of the regional Bureau shall have the right to access the account.

A detailed draft budget listing forecast income and proposed expenditure to finance regional activities shall be submitted to the members of the region for approval once a year.

The detailed regional accounts listing income, expenditure and the financial situation of the region (assets and liabilities) shall be submitted to the members of the region for approval once a year. A copy of the accounts shall be sent to the Secretariat.

Article 5

REGIONAL BUREAU

The minimum composition of the Regional Bureau shall be the serving member(s) of the Council, the Regional Secretary and the Regional Treasurer.

It shall be responsible, inter alia, for convening meetings of the region.

Article 6

RULES OF PROCEDURE AND FINANCIAL REGULATIONS

The regions shall provide themselves with their own rules of procedure. Where there is any doubt or gap, the Assembly's rules of procedure shall apply mutatis mutandis. Provision must be made for a quorum at least for statutory regional meetings.

The regions shall provide themselves with their own financial regulations, based upon the model drawn up by the Budget Committee. Where there is any doubt or gap, the financial regulations and accounting procedures of the Association shall apply mutatis mutandis.

Article 7

Any region may publish a list of its members. The information shown must be the same as that which appears in the AIIC list of members.

Article 8

AMENDMENT PROCEDURE

This regulation may be modified by a decision of the Council taken with a two-third majority of votes cast and, if appropriate, after having sorted a legal opinion on the proposals.

Regional Financial regulations - model

Article I : Allocation of funds

The funds of the ... region shall be managed by the region in such a way as to promote activities which are in accordance with the aims of the Association and in no way detrimental to its interests.

These funds are to be used, according to the following list of priorities, in order to :

a) meet any expense regularly incurred by the Regional Secretariat in the fulfilment of its obligations, in conformity with AIIC rules.

b) meet the cost of any specific activity as defined in Art. IV hereafter.

Article II : Management of funds

a) The Regional Treasurer shall submit for approval to the first regional meeting of each financial year the accounts for the preceding financial year, including revenue, expenditure and the region's financial situation (assets);

b) The Regional Treasurer shall submit for approval to the first regional meeting of each financial year (or to the last regional meeting before each financial year) a draft budget, indicating expected revenue, planned administrative expenditure, the funds available for specific activities and likely refunds under Art. III hereafter.

Article III : Refunds

Refunds may be made in the form of :

• Subsistence allowance (the same as that paid by AIIC or else set by the region),
• Flat-rate allowance
• Actual expenditure, on presentation of justification of expenses

The categories of members entitled to the above must be specified, e.g. :

• Council members
• Members of the Regional Bureau
• Members of the region belonging to AIIC committees, groups, delegations, etc.
• Members of the region travelling on its behalf.

The activities, in respect of which these refunds apply, must be specified.

Article IV : Specific activities

The term specific activity refers to any activity undertaken by the region in order to meet specific needs not provided for in the region's rules of procedure. Proposals for specific activities shall be submitted to the region for approval.

Article V : Payment

The Regional Treasurer shall not make any payment unless he/she is sure that the requests for refunds are in conformity with the rules set out above and only after obtaining the agreement of another elected representative of the region.