GUIDELINES FOR COMMACT CHAPTER ORGANISATIONS
Chapter organisations of COMMACT members may be formed at national or supra-national levels by the decision of such members, under the following guidelines.
Vision and Purposes:
The guiding Vision and Purposes of any Chapter (as set out in its constitution and reflected in its activities) must be consistent with those adopted by COMMACT International.
Membership:
The membership categories of Chapters must be identical to those of COMMACT at the international level.
The rights associated with each category of membership insofar as Chapter Assemblies and decisions of Members are concerned must be identical to those adopted by COMMACT at the international level.
While membership of any Chapter on the part of any member (in any Category) of COMMACT international shall be voluntary, any member of a Chapter must also be a member of COMMACT International.
Formation and recognition:
The agreement of a minimum of 5 Category A members of COMMACT International based in a country (or countries in the case of supra-national Chapters) is required for the formal establishment of a Chapter to be considered for approval by COMMACT International, regardless of the numbers of Category B and Category C members involved.
The Category A members agreeing to establish a Chapter must submit a written and signed (by all such members) request to the Chairperson of COMMACT International formally seeking recognition of the Chapter. The Chairperson will consult with the Board of COMMACT International before granting or withholding such recognition. The letter must indicate that the conduct of the Chapter’s affairs will be within these Guidelines, or if they will not, what variances are proposed and why.
Organisational/Legal Form and Identity:
Chapters, in the first instance, through the decision of their Category A members, determine what form of organisational/legal entity the Chapter should have (whether as an informal/unincorporated association or as a formal/ incorporated body), in the light of the wishes of the members, the relevant laws and regulations in the country/countries in question, and resource factors.
By the decision of members meeting in Chapter General Assembly and provided that the approval of the Board of COMMACT International is given, Chapters may form sub-Chapters to pursue specialist issues and/or to reflect the geographical circumstances of larger countries or regions.
Governance:
Regardless of the organisational/legal form chosen, Chapters must have a governance structure that satisfies the following minimum requirements:
A Chapter must have a governing/management committee consisting of at least three Category A members.
Chapter members must meet as a General Assembly of the Chapter at least once between the General Assemblies of COMMACT International, to elect and receive reports from the governing/management committee and carry out such other business as may be required from time to time, including determining the membership of the governing/management committee of the Chapter for the ensuing period. Speaking and voting rights at these Assemblies are the same as for the CI General Assembly.
The first such Chapter General Assembly must take place within one year of its recognition by COMMACT International and adopt a formal constitution that includes the Chapter’s Vision and Purposes, and its governance procedures and activities; and elect the governing management committee and any officers required by the constitution. Such a constitution and its associated procedures should be consistent with these Guidelines.
Reporting and continuation of recognition:
Chapters, through their Governing/management committees, must submit a full report on their activities, finances and governance to the Board of COMMACT International on an annual basis.
In the absence of such a report, or dissatisfaction with it, or other failures of the Chapter as may arise, at the discretion of the CI Board, the Chapter’s recognition may be terminated at any time.
Finance:
Governing/management committees of Chapters, in the light as appropriate of decisions or recommendations of Chapter General Assemblies, may determine whether or not to have membership fees for any or all categories of membership at their discretion. The level of such Chapter membership fees, which will be in addition to those paid by members to COMMACT International, may also be determined by Governing/management committees at their discretion.
The use Chapters make of their finance is entirely at the discretion of Governing/management committees of Chapters, in the light as appropriate of decisions or recommendations of Chapter General Assemblies.
Chapters may seek finance from sources other than membership fees within their areas of operation at the discretion of Governing/management committees of Chapters, in the light as appropriate of decisions or recommendations of Chapter General Assemblies. If, however, Chapters propose to seek funds from sources outside their areas of operation, the prior approval of the Board of COMMACT International must be obtained before applications to such sources are made. Reciprocally, COMMACT International will not seek funds from national sources without the agreement of relevant Chapters.
Chapter promotion, publications and publicity:
Any materials produced by Chapters describing, promoting and publicising their activities must use language that is consistent with COMMACT’s overall Statements of Vision and Purposes.
Chapters must use only the COMMACT Portal to describe, promote and publicise their activities on the internet.
Activities:
The activities Chapters undertake are entirely at the discretion of Governing/management committees.
Where activities of COMMACT International, such as WCW conferences, exchanges or other activities, take place wholly or partly in a Chapter area, the activities will be organised in full consultation with the Chapter. Reciprocally, Chapters should only organise activities having an international or trans-national dimension in full consultation with Chapters in the areas concerned or COMMACT International, as appropriate.
Chapters in existence prior to 2006:
Chapter organisations in existence prior to the formulation if these Guidelines should make any adjustments to their functioning and constitutions necessitated by these guidelines; seek the endorsement of the CI Board; and do so by 30 June 2007.
Disputes:
Chapters must use their best endeavours to avoid disputes between members. Where such disputes cannot be settled through internal discussion among such members, a determination should be sought from, and will be made by, the COMMACT International Board.
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