Bylaws of APAS - English

Bylaws of the Association PAX ASTRO SPORT (APAS)

Title I: Membership

Article 1: Admission To become a member of the association, one must be approved by the board of directors after submitting an application and paying the annual fee.

Article 2: Fees The amount of the annual fee is set by the general assembly. Members are informed each year of the amount to be paid.

Article 3: Termination Membership is lost by resignation, death, or expulsion by the board of directors for non-payment of fees or serious misconduct.

Title II: Organization and Operation

Article 4: General Assembly The procedures for convening, organizing, and conducting ordinary general assemblies (AG) and extraordinary general assemblies (AGE) are defined in Articles 13 and 14 of the Statutes.

Article 5: Board of Directors The functions, selection process, and obligations of board members are defined in Article 12 of the Statutes.

Article 6: Executive Committee The specific roles of the executive committee members (president, treasurer, secretary) are defined in Article 11 of the Statutes. If other roles are created, these internal regulations may be amended.

Title III: Financial Provisions

Article 7: Resources and Financial Management

  1. Introduction: These financial rules are established in accordance with the statutes of the Association PAX ASTRO SPORT (APAS) to ensure effective and transparent financial management. These rules are designed to be adaptable as the association grows.

  2. Financial Year: The financial year begins on January 1 and ends on December 31 each year.

  3. Banking Arrangements:

    • The association must maintain a bank account in its name with a reputable financial institution.
    • All financial transactions must be conducted through this account.

  4. Budget:

    • The treasurer must prepare an annual budget, which must be approved by the board before the start of each financial year.
    • The budget must include projected revenues and expenses.

  5. Revenues:

    • Revenues can consist of membership fees, donations, grants, and other income.
    • All revenues must be promptly deposited in the association’s bank account.

  6. Expenses:

    • Expenses must be made in accordance with the approved budget.
    • Any expenditure exceeding a specified amount must receive prior board approval.

  7. Financial Reporting:

    • The treasurer must keep accurate and complete records of all financial transactions.
    • An annual financial report must be prepared at the end of each financial year and presented at the AGM.

  8. Audit:

    • An audit is not required unless members, states, or companies require it, or if the size of the association justifies it.
    • The association’s accounts may be audited annually by an independent auditor if necessary.

  9. Financial Controls:

    • Appropriate financial controls must be implemented to protect the association’s assets.
    • Dual authorization is required for all payments exceeding a specified amount.

  10. Reimbursement of Expenses:

    • Members and volunteers can be reimbursed for expenses incurred on behalf of the association, subject to the treasurer’s approval and in accordance with the budget.

  11. Amendments:

    • These financial rules can be amended by a majority vote of the board, subject to ratification at the next AGM.

Article 8: Indemnities and Reimbursements

  1. General: Members and volunteers may incur expenses on behalf of the association. These expenses can be reimbursed according to the rules established in this article.

  2. Eligibility for Reimbursement: Individuals (members or volunteers) are eligible for reimbursement for expenses incurred on behalf of the association. In exceptional cases, other non-profit associations may also receive reimbursement, but not companies or states unless specifically approved by the board.

  3. Required Documentation: All reimbursement requests must be accompanied by receipts or invoices. Requests must be submitted within 30 days of incurring the expense.

  4. Approval Process: Reimbursement requests will be reviewed and approved by the treasurer. Expenses exceeding 200 euros require additional board approval.

  5. Limits and Restrictions:

    • Reimbursements are capped at 500 euros per event or activity unless exceptions are approved by the board.
    • Transportation expenses can be reimbursed based on the lowest available economy fare. Car travel can be reimbursed at 0.30 euros per kilometer.
    • Meal expenses are reimbursable up to 20 euros per person per meal.
    • Non-essential, extravagant, or unrelated expenses will not be reimbursed.

  6. Special Cases: With board approval, and in special justified circumstances, reimbursements may be granted to states or companies.

  7. Revision of Limits and Restrictions: The board reserves the right to revise reimbursement limits and restrictions to adapt to the association’s growth and activities. Any changes must be approved at the AGM or an extraordinary general assembly.

Title IV: Activities and Projects

Article 9: Project Planning and Monitoring

  1. Objective: This article defines the procedures for proposing, approving, and monitoring the association’s projects and activities, emphasizing safety, intellectual property rights, environmental impact, and best project management practices.

  2. Project Proposals:

    • Members, partners, and companies are encouraged to submit project proposals aligned with the association’s objectives.
    • Proposals must include a detailed analysis of objectives, required resources, intellectual property implications, and safety measures.

  3. Approval Process:

    • Proposals are reviewed by the board for alignment with the association’s mission, viability, and potential contribution to peace and sustainable development.
    • Formal board approval is required to proceed with any project.

  4. Monitoring and Evaluation:

    • A project manager is assigned to each approved project.
    • Periodic progress reports are required and reviewed by the board.
    • A post-project evaluation is conducted to measure results and identify lessons learned.

  5. Collaboration and Partnerships:

    • The association works with like-minded entities to promote collaborative development of virtual sports.

  6. Flexibility and Adaptability:

    • The association remains open to new activities and projects that align with its vision and mission.

  7. Safety, Intellectual Property, and Environmental Impact:

    • All projects must adhere to safety standards, protect intellectual property rights, and minimize environmental impact.

Title V: Amendment Procedure

Article 10: Amendment Procedure The process for amending the internal regulations is specified in accordance with the statutes.

Title VI: Miscellaneous Provisions

Article 11: Code of Conduct The rules of good conduct and ethics for members.

Article 12: Conflict Resolution Mediation and internal conflict resolution procedures.