Internal Regulations

Purpose and status

These Internal Regulations provide the operational framework for implementing the Constitution. They regulate the Forum's internal procedures, membership, meetings, elections, committees, financial administration and conduct. Where any provision conflicts with the Constitution, the Constitution prevails.

Membership

2.1 Eligibility

Membership is open to individuals and institutions that support the Forum's objectives. Individual members must be aged 18 or over.

2.2 Procedure

Applications are submitted through the procedure approved by the Forum and reviewed in line with the Constitution. Membership records are kept by the Secretary or another person designated by the Executive Committee.

2.3 Rights and responsibilities

Members may take part in Forum activities, vote and stand for elected positions. They uphold the Constitution, respect the Forum's principles and may be required to pay an annual membership fee.

Governance and committees

3.1 Administrative Committee

Four General Directors, four Deputy Directors, a Secretary, a Finance Officer and a Treasurer, with additional members as required.

3.2 Executive Committee

Composed of all core members. It supervises General Assembly decisions, oversees the specialised committees, and may establish committees and task forces with defined responsibilities and reporting lines.

3.3 Specialised committees

• Cultural, Language, Heritage, Folklore and Music
• General Events
• Media and Communications
• Organisational
• Public and International Relations
• Humanitarian and Charity Activities

Meetings

The General Assembly meets annually on a date set in advance and is the Forum's highest decision-making body. Emergency meetings may be called by the General Directors or one-third of members. Committees meet as required and record minutes.

Quorum is one-third of voting members for the General Assembly and a simple majority for committees. Decisions are by simple majority, one vote per member, with a casting vote for the Chair. Voting is by show of hands or electronic poll unless a secret ballot is required.

Elections

Elections are held annually by secret ballot or approved electronic voting, for a renewable one-year term. Candidates submit an official nomination and must be eligible. Ties go to a further ballot, and results are formally announced to the General Assembly.

Financial administration

Funds come from donations, grants, projects, membership fees and the sale of goods or services consistent with the Forum's objectives. The Finance Officer prepares the annual budget for review by the Executive Committee; the Treasurer keeps records of income, expenditure, payments and receipts. Funds are used solely for the Forum's objectives and are never distributed among members, except reimbursement of authorised expenses.

Committees and task forces

Permanent or temporary committees and task forces may be set up for specific activities or projects. The Executive Committee sets their purpose, responsibilities and duration, and they report to it as required.

Discipline, conduct and conflicts of interest

Members maintain proper conduct and respect one another. Breaches may lead to an official warning, temporary suspension, or termination after review by the Executive Committee and General Assembly. A member may appeal in writing to the General Assembly within 14 days. Anyone with a personal or financial interest in a matter declares it and withdraws from the decision.

Amendments and general provisions

These Regulations may be amended by a two-thirds majority of the General Assembly, on proposal by the Executive Committee or one-third of members, and may never conflict with the Constitution. Matters not covered are decided by the Executive Committee, consistently with the Constitution.