INTERNAL REGULATIONS (REGLEMENT INTERIEUR) of the association «Réseau ONCO-POITOU-CHARENTES»
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1 INTERNAL REGULATIONS (REGLEMENT INTERIEUR) of the association «Réseau ONCO-POITOU-CHARENTES» Article 1 - Purpose In accordance with the terms of article 18 of the Statutes of the association Réseau ONCO- POITOU-CHARENTES, the Internal Regulations are drawn up by the Administrative Committee (Conseil d Administration) and approved by the General Meeting (Assemblée Générale). Their purpose is to rule on various matters not covered by the Statutes, in particular those relating to the administration and internal functioning of the Association. The Internal Regulations are equally binding on members as the Association s Statutes. Article 2 - Conditions of membership After its formation, the Association can admit new members. Membership is at the discretion of the Administrative Committee. Applications for membership must be made in writing. The conditions of membership are as follows: professionals who belong to a multidisciplinary oncology discussion group (UCPO) or an oncology network, those representing establishments, the regional union of independent doctors (URML), professional associations or groups of doctors or pharmacists and those representing ancillary professionals involved in the care of cancer patients, need merely sign the Constitutional Agreement (Convention Constitutive), after having: applied for membership to the secretariat of the Réseau ONCO-POITOU- CHARENTES through an association, by attachment to an organization or through membership of a multidisciplinary oncology discussion group signed the network s charter for others, membership of the Réseau ONCO-POITOU-CHARENTES follows from their membership of the organization or association to which they belong, after having: applied for membership to the secretariat of the Réseau ONCO-POITOU- CHARENTES received the approval of the Administrative Committee Every member must undertake to respect the Association s Statutes and Internal Regulations, of which he is given a copy upon his entry into the Association. While the potential new member is awaiting the approval of the Administrative Committee, the President grants him provisional membership. 1
2 Article 3 - Subscriptions The cost of subscription is fixed annually by the Administrative Committee and approved by the General Meeting. The cost of the first subscription was fixed at zero (0) uros by the Inaugural General Meeting of 18 th May Article 4 - Disciplinary procedure in case of expulsion In accordance with article 8 of the Association s Statutes, which lists the reasons for expulsion, the Internal Regulations give details of the disciplinary procedure: after discussion by the Administrative Committee, the member is informed of his alleged misdemeanour and of the sanctions that might be taken; he is invited to submit a written explanation or to appear before the Administrative Committee, accompanied, if he desires, by one or two members of the Association of his choice; he is notified of the Administrative Committee s final decision by registered letter. Article 5 - Administrative Committee (Conseil d Administration) Composition of the colleges The composition of the network s Administrative Committee reflects a balance of the status, public or private, of the parties concerned and departmental representation. In accordance with article 9 of the Association s Statutes, the members of the Administrative, numbering at least twenty, are divided between ten colleges, as follows: College 1: representatives of multidisciplinary oncology discussion groups (UCPOs) College 2: representatives of the University Hospital (CHU) and Regional Oncology Centre (Pôle Régional de Cancérologie) College 3: representatives of centres authorized to perform cancer surgery, chemotherapy and radiotherapy College 4: representatives of other public and private establishments College 5: representatives of institutional members College 6: representatives of independent doctors College 7: representatives of pharmacists College 8: representatives of departmental cancer screening administrative centres College 9: representatives of ancillary professionals and those giving supportive treatment College 10: representatives of user groups Details concerning the composition of these various colleges can be found in the appendix to this document. 2
3 Meetings Meetings must be called by post or at least two weeks before their due date. Notification of meetings must include the agenda and be accompanied by a form of proxy. Quorum and votes No member of the Administrative Committee may dispose of more than two proxy votes in addition to his own. The Administrative Committee cannot have a valid discussion unless a majority of its members are present or represented. If there is no quorum, a new meeting will be called after an interval of at least two weeks. At this meeting, the Administrative Committee can have a valid discussion irrespective of the number of members present or represented.. Decisions are made by absolute majority of those present and those represented ; in the case of a tied vote, the President has the casting vote. President During the first six months of a new President s tenure, the ex-president may accompany him as need be. Resignation, expulsion Committee members may resign by sending a letter of resignation to the President. Any Committee member who misses three consecutive meetings without a reason that is justifiable and judged to be so by the Committee will be considered to have resigned. Article 6 - Executive Committee (Bureau) The Administrative Committee elects from among its members by secret ballot an Executive Committee consisting of a maximum of sixteen people, including a President, two Vice- Presidents, a Secretary, an assistant Secretary, a Treasurer and an assistant Treasurer. At least two thirds of the Executive Committee are chosen from members representing multidisciplinary oncology discussion groups (UCPOs), establishments and independent doctors. The President must be a doctor. The term of office is identical to that of the Administrative Committee (3 years). All members of the Executive Committee can be reelected. 3
4 Article 7 - General Meetings (Assemblées Générales) Composition Active members In accordance with article 5 of the Association s Statutes, active members have the right to vote and are divided into 10 colleges. Details concerning the composition of these various colleges can be found in the appendix to this document. Associate members These attend in an advisory capacity. According to need, the Director of the Regional Hospital Authority or his representative the Director of the Regional Union of Health Insurance Offices (Union Régionale des Caisses d Assurance Maladie) or his representative the Director of the DRASS (Regional Social Services Department) or his representative the Director of each DDASS (Departmental Social Services Department) in the region or his representative the representative of the Regional Medical Service the Western France Cancer Centre s representative for the Poitou-Charentes the head of the Medical Information Department in Poitiers University Hospital user groups within hospital and public health authorities the medical coordinator and other members of the Coordinating Committee (Cellule de Coordination) of the Réseau ONCO-POITOU-CHARENTES are invited to General Meetings. Invitations Notices to attend General Meetings must include the agenda as drawn up and agreed by the Administrative Committee. Invitation is by individual hard-copy letter or sent out to members at least two weeks before the date of the meeting. Only those resolutions pertaining to agenda items will be deemed valid. Quorum An attendance sheet is signed by every member present and authenticated by the Executive Committee. Only those members present or represented have the right to vote. authorized, as is vote by . Vote by proxy is No attending member may dispose of more than two proxy votes in addition to his own. 4
5 For resolutions passed by General Meetings to be valid, a majority of the Association s members must be present or represented. In the absence of a majority, a new General Meeting (Ordinary or Extraordinary) is called after an interval of at least two weeks. The decisions of this second meeting are valid irrespective of the number of members present or represented. Practical details of the voting process Voting is by show of hands except when at least a quarter of the members in attendance demand a secret ballot. In exceptional circumstances, the Administrative Committee may decide to hold a postal vote of the General Meeting: the text of the proposed resolutions will be circulated to all members by registered post along with notification of the deadline for voting. The replies will be counted in the presence of the Administrative Committee and the results announced by the President; the proceedings and the results will be minuted. Internal Regulations adopted at Poitiers 14 th September 2006 by the Administrative Committee of the Réseau ONCO-POITOU-CHARENTES 5
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