Internal Rules of the MiNET Association

Article 1 — Membership in the Association

1.1. Any person wishing to join the association adheres to the members’ charter and must pay the membership fee set by the Board.

1.2. Membership fees are set annually by the Board and must be paid at the time of joining.

1.3. The amount and duration of the membership are posted on the association’s website or communicated by any other appropriate means.

1.4. Membership is deemed accepted and takes effect immediately upon payment of the fee. However, the Board reserves a right of review over any new membership and may, within 30 days following payment, decide to refuse the admission of a member by a reasoned decision.

1.5. In the event of a refusal of admission by the Board, the association shall inform the individual in writing and proceed with a full refund of the fee paid within 15 days. This refusal of admission does not constitute an expulsion and is not subject to the provisions of Article 2 of these rules.

Article 2 — Loss of Membership

2.1. In the event of expulsion, the Board shall meet by notifying all Board members, including the member concerned, at least 15 days in advance by a letter specifying the grounds. This notification summons the member to said meeting and specifies that they may present their defense orally during the session or in writing prior to it, potentially assisted by a person of their choice.

2.2. The quorum required for this meeting is set at two-thirds (2/3) of the Board members currently in office. The expulsion decision is validated by a majority vote of the members present.

2.3 If the quorum is not reached, the Board has one additional week to reconvene. If the quorum is still not reached during the second meeting, it shall take place regardless of the quorum, provided that at least one of the association’s officers is present (President, Vice-President).

2.4. In accordance with the statutes, immediate temporary suspension consists of the termination of all technical access (network, servers, premises) and the withdrawal of active member powers. This is a precautionary measure until the notification of the decision taken following the procedure provided for in Article 2.1. In the event that the expulsion is rejected, the restoration of rights and access is immediate. If no proceedings are initiated, the suspension ends automatically after 2 months.

Article 3 — General Assemblies

3.1. Notices for General Assemblies, as well as the documents necessary for deliberations, are sent by electronic mail or any other means provided by the Board, at least 15 days before the date of the assembly. If the annex documents are not sent, they shall be made available to members during the General Assembly.

3.2. The General Assembly may meet via electronic means at the discretion of the Board, while guaranteeing accessibility to all members.

3.3. Members wishing to place an item on the agenda must submit a written request to the Board at least 3 days before the date of the assembly.

3.4. Distance voting may be authorized and is organized at the discretion of the Board.

3.5. In the case of a secret ballot, members attending via videoconference shall vote using a secure platform set up by the Board. In the event of a technical impossibility to use this means, the members present shall grant a proxy to the session chair, indicating their voting instructions.

3.6. Proxy voting is limited to one proxy per member present, except for the session chair in the case provided for by Article 3, paragraph 4.

3.7. The thresholds beyond which acts require the approval of the General Assembly are defined annually by the Board.

Article 4 — The Board

4.1. Board positions are eligible for a one-year term. Former members of the Board are no longer eligible for re-election to the association’s Board. Positions are defined by the outgoing Board, which prepares a campaign file in advance describing the positions to be filled. However, in accordance with the statutes, the current Board may, by a majority vote, create or modify positions during the term if the association’s needs justify it.

4.2. Eligibility for candidacy is open to active members who have submitted a candidacy request to the current Board. This request must be filed during the call for candidates period, the opening and closing dates of which are set and communicated by the Board.

4.3. A candidacy is considered void in the following cases: — Voluntary withdrawal notified by the candidate to the current Board; — Failure to submit the mandatory documents defined by the Board.

4.4. In the event of a vacancy in a position, the Board may proceed with an internal election to fill the position until the end of the current term.

4.5. Board meetings may be organized by videoconference. Decisions are validated by a majority vote of the members present.

4.6. Minutes are prepared for each meeting and transmitted to the members of the Board within 15 days.

Article 5 — Conflicts of Interest

5.1. Any advance of funds for the benefit of the association must be made after approval by the President or the Treasurer of the association. Reimbursement of advanced funds is then made upon presentation of a detailed receipt to the Treasurer of the association.

5.2. In the event of a conflict between the President and the Treasurer, the final decision rests with the President.

5.3. Within the framework of ordinary expenses within one of the association’s clubs, the advance of funds does not require prior approval, provided that the expense falls within the budget defined by the Treasurer at the beginning of the term.

Article 6 — Delegation

6.1. The President may delegate their role, upon written or verbal agreement, within the scope of their actions inside and outside the association, in the name of the association, all within the limits set by French law. The delegation is revocable.

6.2. The Treasurer may delegate their role, upon written or verbal agreement, within the scope of their actions inside and outside the association, in the name of the association, all within the limits set by French law. The delegation is revocable.

6.3. The Secretary may delegate their role, upon written or verbal agreement, within the scope of their actions inside and outside the association, in the name of the association, all within the limits set by French law. The delegation is revocable.

6.4. The Communications Manager may delegate their role, upon written or verbal agreement, within the scope of their actions inside and outside the association, in the name of the association, all within the limits set by French law. The delegation is revocable. Access to various accounts intended for communication may be shared at the discretion of the Communications Manager.

Article 7 — Amendment of the Internal Rules

7.1. The internal rules may be modified by the Board by a simple majority.

7.2. Any modification is communicated to the members within 15 days following its adoption.

Article 8 — Miscellaneous Provisions

8.1. Any member or club failing to comply with these provisions may be subject to a sanction decided by the Board, ranging from temporary to permanent exclusion.

8.2. These internal rules shall enter into force immediately upon their adoption by the Board.