Members meet in General Assembly, which is described as “extraordinary” when its decisions relate
to an urgent issue and / or decisive or in case of dissolution, and “ordinary” in other cases.
The General Assembly consists of:
1) The active members, convened according to the procedure described in the internal rules. They have right to vote and are eligible for the bodies of the FIFMA. They have one voice.
2) The provisionally admitted members, invited as observers to the meeting which decides on their final application,
3) The supporter members, who have no voting rights,
4) The Honorary members, who have no voting rights. The Executive Committee may invite external people, who have no voting rights. Nobody can be represented by another member.
The active members who are suspended or exclude are neither voters nor eligible at the meeting which have to pronounce their suspension or exclusion. They cannot take part in the vote on them. Newly admitted active members have the right to vote for all the points remaining in the agenda. The Ordinary General Assembly meets annually, preferably during the first quarter the calendar year upon written convocation by the Secretary-General to members on the day, hour and places indicated in the convocation. The date, the place and the time are set by the Executive Committee which also sets the provisional agenda, the guest list, the content of the invitation of, the list of expenses covered by FIFMA and the documents to be sent to the members. The invitations are sent at least 30 days before the meeting, by the General Secretary The convocation contains :
1) the registration form to be returned to the Secretariat within the deadline;
2) the invitation letter;
3) the reminding that in the absence of a quorum, a new meeting will take place 24 hours later;
4) the draft agenda;
5) the minutes of the last General Assembly (as approved by 2 members appointed for this or for approval);
6) the FIFMA annual report;
7) financial statements, the auditors’ report and the budget;
8) the motion for a resolution submitted by the Executive Committee and the motion for a resolution submitted by the members to the General Secretary;
9) any other relevant documents.
The possible points to put in the agenda at the request of the active members and accepted members temporarily, as well as their proposals and the requests, must be sent to the Secretariat at least 20 days before the meeting.
The proposals and the requests, drafted rather in English or in French, have to present a brief preamble and are formulated so as to bring it an affirmative or negative answer. If necessary, the additional documents can be joined. These proposals and requests are added by the Executive Committee to the temporary agenda, at the same time as its own proposals. Only points appearing in the definitive agenda are the object of debates.
In case of election to the Executive Committee or to one of the Commissions, an invitation letter will mention the procedure to be followed for every candidate, accompanied with a brief preamble and any useful additional documents, to send to the General Secretary at least 20 days before the meeting.
The decisions taken by the General Assembly come into effect immediately, except opposite decision taken by the General assembly.
Article 16 - Verification of the Minutes of the General Assembly
Within 30 days after the General Assembly, the General Secretary sends the minutes of the meeting to both members appointed by the aforementioned Assembly. Their mission is to verify the correct and complete conformity with the debates and the deliberations. The two auditor members must have a good knowledge of written English.
They have 30 days to send back their version possibly amended to the General Secretary who will sends the minutes to the members and invites the participants to the General Assembly to send their possible request of modification within 14 days. If no modification request is made for the fixed deadline, the minutes are considered as approved.
If a modification request is made or if both auditor members appointed to verify the minutes do not approve the contents, the Executive Committee will analyze the demands and the comments, then will submit the report during the following session of the General Assembly for final approval.
Article 17 - Quorum at the General Assembly
To deliberate validly, the General Assembly has to consist of 1/3 of the voting active members.
If this quorum is not reached, the General Assembly is convened again 24 hours later, in the same place and with the same agenda, without any need to send new convocations, the members having been perfectly informed by the convocation notice.
During the second meeting, the General Assembly deliberates validly whatever is the number of active members with right to vote present.
For the following decisions:
1) Modifications of the Statutes;
2) Dissolution of the FIFMA.
If the quorum is not reached during the 1st meeting, the Assembly is again convened with the same agenda, but in 30 days which follow. During this second meeting, the General Assembly deliberates validly whatever is the number of active members with right to vote present.
Article 18 - Votes and majorities at the General Assembly
The mandates are not admitted, nor the postal votes, that is by mail way.
The Executive Committee fixes the rules and conditions which allow the vote of the resolutions, by electronic way, internet or by distance. These rules must guarantee the secret of the ballot if necessary, and the sincerity of the votes.
The deliberations of the General Assembly are taken by a simple majority of the votes cast present members (the largest number of vote), by hand or by secret ballot, according to decision of the President of the meeting. If one active member asks for it, the concerned deliberation can be voted by secret ballot.
The elections of the candidates for the FIFMA bodies are described in a specific article of the present Statutes.
Article 19 - Role of Scrutineers at the General Assembly
Two Scrutineers, not candidates for any election at the meeting in question and who must be FIFMA members are designated for the following tasks :
1) assist the meeting President in the realization and the progress of the votes and of the elections;
2) confirm that the quorum and the number of required votes are reached so that a valid decision can be taken;
3) count the votes and/or the ballots;
4) watch the good progress of the election procedure;
5) control the validity of the votes and/or the ballots, and make any decision on the subject;
6) assist the General Secretary in the distribution of cards and ballots;
7) execute the other necessary tasks for the good progress of the voting procedures and the election.
Article 20 - Fields of expertise of the Ordinary General Assembly
The General Assembly has the following authority:
1) appointment of scrutineers;
2) appointment of two members to verify the minutes of the General Assembly;
3) approval of the minutes of the previous General Assembly, if disputed;
4) acknowledgement of the FIFMA annual report;
5) approval of the financial statements of the previous financial year, acknowledgement of the auditors’ report and approval of the budget for the next financial year;
6) takes a decision on the requests and the proposals beforehand formulated by a member or the Executive Committee;
7) election of the President, the Vice-President and the other members of the Executive
8) fixing of the admission and membership fees and any other financial contributions;
9) admit the new active members and bestowal of the title of honorary member;
10) expulsion of a member as well as the prolongation or lifting of suspensions decided by the Executive Committee.
11) adoption or amendment of the FIFMA Statutes;
12) approve the emblem and the logo of the FIFMA;
13) appoint a chartered accountant and possibly a Statutory auditor and his deputy;
14) and in a general way, deliberate on all the questions which are submitted by the Executive Committee, after agreement on the final minutes as well as on the "various" said questions.
Article 21 - Modification brought to the Statuses(Statutes) of the FIFMA
Any proposal of modification of the FIFMA Statutes must be written, motivated briefly by an active member or by the Executive Committee and transmitted to the General Secretary.
The proposals of modification are adopted by approval of the two thirds of the valid votes of the present active members.
Article 22 - Agenda of the annual Ordinary General Assembly
The annual Ordinary General Assembly agenda includes the following items in chronological order: 1) Welcome by the President;
2) Roll call;
3) Appointment of scrutineers;
4) Approval of the final agenda;
5) Appointment of two members to verify the minutes;
6) Approval of the minutes of the previous General Assembly (if applicable);
7) Endorsement of the lifting or prolongation of a suspension of a member (if applicable);
8) Endorsement of the expulsion of a member (if applicable);
9) Presentation by the President of the FIFMA annual report;
10) Presentation by a member of the Executive Committee of the financial statements of the past financial year;
11) Presentation by a member of the Executive Committee of the auditors’ report;
12) Approval of the financial statements of the past financial year;
13) Presentation and approval of the budget of the next financial year, including the admission and membership fees;
14) Admission of new members (if applicable);
15) Adoption of proposed amendments to the FIFMA Statutes (if applicable);
16) Approval of proposals submitted by members and/or the Executive Committee;
17) Appointment of independent auditing company on the proposal of the Executive Committee (if applicable);
18) Election of the President, Vice-President and ordinary members of the Executive Committee (if applicable);
19) Various issues.
The agenda of an ordinary General Assembly may be amended if such motions are supported by twothirds of the members present at the General Assembly.
Article 23 - Extraordinary General Assembly
The Extraordinary General Assembly is convened by the Executive Committee. It fixes the agenda, the place, the date and the hour. The agenda cannot be modified the day of the meeting. Secretariat convenes the members, at least 30 days in advance by joining the agenda and any documents useful for the debates.
The Extraordinary General Assembly can be also convened at request of the fifth of the acting members who have the right of vote, sent to the General Secretary, who transmits it to the Executive committee. This request has to specify points and questions to be registered on the agenda and it must contain a brief preamble. The Executive Committee can add some points to this agenda.
If the meeting is not convened within 3 months by the reception of this request, the member’s who have made this request can convene by themselves the aforementioned Assembly, in association with the General Secretary.