Rules of Procedure

Regulation of the CORE Association on Rules and Procedures

The following regulations on rules and procedures (the "Regulations") have been adopted as regulations of the CORE Association on the basis of Article 21 of the Articles of Association. The definitions in the Articles of Association shall have the same meaning hereinafter.

ARTICLE 1. MEMBERS

1. A written application for membership shall be made to the Permanent Secretariat. Such application shall be in the form required by the Permanent Secretariat. The Executive Committee shall then proceed as set forth in Article 5 paragraph 2 of the Articles of Association and shall be entitled to request such further or other information as it may deem necessary for that purpose.
2.a. An up-to-date alphabetical list of all Members shall be maintained, and made available to the Members, by the Permanent Secretariat. THIS LIST MUST INDICATE THE MEMBERS WHOSE MEMBERSHIP HAS BEEN TERMINATED OR SUSPENDED. b. Every Member is obliged to notify its name and address, telephone, email and fax numbers and any change thereto to the Permanent Secretariat.

ARTICLE 2. PROCEEDINGS AT PLENARY MEETINGS. QUORUM

1. Unless otherwise specified in the Articles of Association, the Plenary Meeting shall be deemed formed only if a quorum of at least one-third (33%) of the Members is reached. TERMINATED OR SUSPENDED MEMBERS MUST NOT BE COMPUTED AS PART OF THE QUORUM.
2. The Chair shall preside as Chair at every Plenary Meeting. In case the position of the Chair is vacant or if the Chair is not present within one hour after the time appointed for the holding of the Plenary Meeting or if he is unwilling to act, the Deputy-Chair shall chair the Meeting and if he is not present within one hour after the time appointed for the holding of the Plenary Meeting or is unwilling to act, the Members present shall elect one of their representatives to act as Chair of the Plenary Meeting.
3. The Chair of the Plenary Meeting may, with the consent of any Plenary Meeting at which a quorum is present (and shall, if so directed by the Plenary Meeting), adjourn the Plenary Meeting from time to time and from place to place, but no business shall be transacted at any adjourned Plenary Meeting other than the business left unfinished at the Plenary Meeting from which the adjournment took place. When a Plenary Meeting is adjourned for 10 days or more, notice of the adjourned Meeting shall be given as in the case of an original Plenary Meeting. Save as aforesaid, it shall not be necessary to give any notice of an adjournment or of the business to be transacted at an adjourned Plenary Meeting.
4. At any Plenary Meeting, a resolution put to the vote of the Plenary Meeting shall be decided by consensus or on a show of hands unless a poll is (before or on the declaration of the result of the show of hands) demanded: a. by the Chair of the Plenary Meeting; or b. by at least two Members present or represented; or c. by any Member or Members present or represented and entitled to cast not less than one-tenth of the votes at the Plenary Meeting. Unless a poll is so demanded, a ruling by the Chair of the Plenary Meeting that a resolution has, by consensus or on a show of hands, been carried or carried unanimously or by a particular majority or lost, and an entry to that effect in the book containing the minutes of proceedings of the Association shall be conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against such resolution .
5. If a poll is duly demanded it shall be taken in such manner as the Chair of the Plenary Meeting directs and the result of the poll shall be deemed to be the resolution of the Plenary Meeting at which the poll was demanded. The demand for a poll may be withdrawn.
6. When there is a tie of votes, whether on a show of hands or on a poll, the proposal is thus rejected.
7A poll demanded on the election of a Chair, or on a question of adjournment, shall be taken forthwith. A poll demanded on any other question shall be taken at such time as the Chair of the Plenary Meeting directs, and any business other than that upon which a poll has been demanded may proceed pending the taking of the poll.
8.a. Resolutions of the Plenary Meeting may also be adopted by written procedure, [except for resolutions as referred to in Article 6 paragraph 8, Articles 19, 20 and 21 of the Articles of Association.] b. The Executive Committee, through the Permanent Secretariat, shall give notice to every Member of the intention to seek a decision by written procedure. Such notice shall include the full text of the proposal or the terms of decision. c. A Member shall have seven days from receipt of the notice TO DISCUSS THE PROPOSED RESOLUTION, AND SEVEN FURTHER DAYS TO VOTE.[in which to notify the Executive Committee in writing, via the Permanent Secretariat, whether or not it approves of the proposed decision. In the event that a Member fails or neglects to reply within these seven days it shall be deemed to have abstained. ] d. A decision by written procedure of the Members shall be deemed to be taken if a majority of not less than 67% of the votes actually cast, this is, of the valid ballots received ,[ of the Members entitled to vote pursuant to the Articles of Association,] are cast in favor of such decision.
9.a. The proceedings of a Plenary Meeting shall be recorded in minutes, which contain the date, time and place of the Plenary Meeting, the name of the Members present or represented, the name of the individuals present, THE LIST OF EITHER ELECTRONIC OR NON ELECTRONIC PROXIES, the agenda, proposals, a summary of relevant discussions, a list of meeting documents presented, details of proposals passed, and if appropriate, details of voting and details of any objections to voting. b. The minutes shall be written by the Permanent Secretariat within a reasonable time after a Plenary Meeting. c. The minutes shall be provisionally approved by the Chair and forwarded for distribution to all Members within a reasonable time, but not exceeding four weeks following the Plenary Meeting. Objections to the minutes and proposals for amendments must be made in writing within one month after receiving the minutes. If no objections are received the minutes are deemed adopted. If objections are made, the next Plenary Meeting shall consider such objections and adopt the minutes having made such amendments as may be appropriate.

ARTICLE 3. VOTE OF MEMBERS. MEMBERS PROPOSALS

1. No objection shall be raised to the qualification of any Member to cast its vote(s) except verbally at the Plenary Meeting or adjourned Plenary Meeting at which the vote objected to is given or tendered, and every vote not disallowed at such Plenary Meeting shall be valid for all purposes. Any such objection made in due time shall be referred to the Chair of the Plenary Meeting whose decision shall be final and conclusive.
2. Members may propose to the Plenary Meeting appropriate policy positions and decisions to be adopted by the Plenary Meeting.

ARTICLE 4. PROXY

1. Documents authorizing a Member to represent another – Member by proxy shall be signed by the authorizing Member, and shall be produced on demand by said Member. A PROXY COMMUNICATED BY ELECTRONIC MEANS IS DEEMED TO BE A VALID PROXY DOCUMENT, IF IT COMPLIES WITH THE CONDITIONS SET FORTH BY THE CHAIR.
2. The document (INCLUDING E-MAILS) appointing a proxy shall be deemed to confer authority to demand or join in demanding a poll. A proxy shall not be entitled to cast the votes of more than ten Members (including itself).
3. A vote given in accordance with the terms of a proxy shall be valid, notwithstanding the previous revocation of the proxy or of the authority under which the proxy was executed, if no intimation in writing of such revocation as aforesaid is received before the commencement of the Plenary Meeting or adjourned Plenary Meeting at which the proxy is used.

ARTICLE 5. POWERS AND DUTIES OF THE EXECUTIVE COMMITEE

1. The Executive Committee: a. may propose to the Plenary Meeting appropriate policy positions and decisions to be adopted by the Association; b. may admit new Members and propose to the Plenary Meeting the expulsion of existing Members; c. may propose to the Plenary Meeting matters concerning the dissolution of the Association; d. may propose to the Plenary Meeting amendments to the Articles of Association; e. may appoint authorized signatories of the Association; f. may appoint advisors to advise it on the discharge of its duties. In a case where this involves payment to a third party, the budgetary provision must be agreed in advance by a Plenary Meeting; g. shall propose the work programme and the budget and shall propose for acceptance the accounts to the Plenary Meeting; h. shall prepare the Executive Committee's annual report and present it at a Plenary Meeting; i. shall present annually the audited balance sheet, reports (including staffing details) and accounts for the approval of the Annual Meeting; j. shall, when necessary, communicate general policy as determined by the Plenary Meeting or by a Working, Regional or Interest Group to the press and other media; k. shall report to each Plenary Meeting on its activities and those of its members or delegates since the last Plenary Meeting; l. shall supervise the operation of the Working, Regional and Interest Groups; m. shall discharge such other functions as are assigned to it by the Articles of Association, these Regulations and/or the Plenary Meeting.
2. The Executive Committee shall be entitled to assign, under its responsibility, certain parts of its duties to the Chair, the Deputy-Chair, the Permanent Secretariat, or to committees to be appointed by it.
3. The Executive Committee shall require approval of the Plenary Meeting for decisions to: a. without prejudice to the provision under b. below, enter into legal transactions and to make expenditure exceeding an amount of US$150.000 as decided upon by the Plenary Meeting; b.i. enter into agreements whereby the Association is granted a bank credit; ii. Lend as well as borrow moneys, with the exception of taking up moneys under a bank credit granted to the Association; iii. be a party to legal proceedings, including the conducting of arbitration proceedings, with the exception of taking measures which are of a conservatory or urgent nature;

ARTICLE 6. PROCEEDINGS OF THE EXECUTIVE COMMITTEE

1. The members of the Executive Committee may meet for the dispatch of business, adjourn and otherwise regulate its meetings as they think fit. Questions arising at any meeting shall be decided by an absolute majority of the votes cast. In a meeting of the Executive Committee each member of the Executive Committee shall have one vote. Meetings shall be chaired by the Chair, and in its absence by the Deputy-Chair. Where there is a tie of votes, the Chair of the Meeting shall have a second or casting vote. A member of the Executive Committee may at any time summon a meeting of the members of the Executive Committee.
2. The quorum necessary for the transaction of the business of the members of the Executive Committee shall be 60% of the number of members of the Executive Committee.
3. Minutes will be kept of the proceedings at each meeting of the Executive Committee, whether held in person, by telephone, video conference, Internet conferencing methods or other similar means of communication, by the Permanent Secretariat. The minutes shall be provisionally approved by the Chair and forwarded for distribution to all the members of the Executive Committee within a reasonable time. Objections to the minutes and proposals for amendments must be made in writing BY TRADITIONAL OR ELECTRONIC MEANS within two weeks after receiving the minutes. If no objections are received, the minutes are deemed adopted. If objections are made, the next Executive Committee meeting shall consider such objections and adopt the minutes having made such amendments as may be appropriate.
4. Further rules in respect of the meeting and resolutions of the Executive Committee may be given in rules to be approved by the Plenary Meeting.
5. A resolution in writing, signed by all members of the Executive Committee for the time being entitled to receive notice of a meeting of the members of the Executive Committee, shall be as valid as if it had been passed at a meeting of the members of the Executive Committee duly convened and held.
6. Any member of the Executive Committee may participate in a meeting of the members of the Executive Committee by means of telephone, video conference or other similar means of communication whereby all persons participating in the meeting may hear each other speak. Participation by a meeting in this manner shall constitute presence in person at such meeting. Minutes of the meeting, including where held by telecommunications link, shall be taken and circulated.

ARTICLE 7. PERMANENT SECRETARIAT. COORDINATOR

1. The Executive Committee shall be assisted by the Permanent Secretariat.
2. The Permanent Secretariat is headed by a Co-ordinator appointed by the Plenary Meeting. The Permanent Secretariat can (but need not) be manned by persons employed by the Association.
3. The location of the Permanent Secretariat shall be determined by the Plenary Meeting.

ARTICLE 8. POWERS AND RESPONSIBILITIES OF THE PERMANENT SECRETARIAT

1. The Permanent Secretariat shall have no decision making powers beyond those necessary for the management of the Permanent Secretariat.
2. The Permanent Secretariat shall carry out the tasks that are entrusted to it in order to secure the good administration of the work according to the Articles of Association and the Regulations and as instructed by the Plenary Meeting and/or by the Executive Committee
3. The Permanent Secretariat shall: a. prepare the draft annual budget to be presented by the Executive Committee to the Plenary Meeting each year; b. account for the administration and finances of the Association to the Executive Committee; c. prepare annually the audited balance sheet, reports (including staffing details) and accounts to be presented by the Executive Committee to the Annual Meeting; d. prepare the minutes of Plenary Meetings and keep those minutes with annexes, together with Permanent Reference Documents, in files for a minimum period of five years, provided that all documents relating to financial matters (including, but not limited to, accounts, financial statements, correspondence and agreements having an impact on the accounts and/or the balance sheet) must be kept for ten years, and further provided that all Permanent Reference Documents in their latest version are at all times kept in files; e. prepare the Permanent Secretariat's annual report to be presented to the Executive Committee; f. present activity reports to the Executive Committee and communicate regularly with the Executive Committee within its area of responsibility; g. maintain an up-to-date list of all Members; h. maintain a list of up-to-date Permanent Reference Documents ("PRDocs"). This list shall indicate the status and development of PRDocs; i. maintain a PRDoc procedure concerning PRDoc version change control; j. maintain an up-to-date list of each Working Regional and Interest Group Chair's name, address, telephone and fax numbers; k. advise the host member in organizing Plenary Meetings and provide such sup-port as is reasonably required; in organizing Plenary Meetings and provide such sup-port as is reasonably required; l. receive and handle applications for membership in accordance with Article 5 paragraph 2 of the Articles of Association; m. prepare amendments and updates of the vote and cost allocations to be presented to the Executive Committee; n. discharge such other tasks as may be assigned to it by the Plenary Meeting, the Chair or the Executive Committee or the Articles of Association or the Regulations.
4. The Permanent Secretariat may with the prior consent of the Executive Committee appoint advisors to advise it on the performance of its duties. The fees of such ad-visors must be provided for in the annual budget to be approved by the Plenary Meeting.

ARTICLE 9. APPOINTMENT OF THE CO-ORDINATOR AND OTHER SENIOR EXECUTIVES

1. The Plenary Meeting shall decide on the appointment (including term of office) of the Co-ordinator and other senior executives from a list of candidates presented by the Executive Committee.
2. The post of the Co-ordinator of the Permanent Secretariat, if vacant, shall first be advertised within the membership.
3. The Executive Committee shall issue guidelines to the Permanent Secretariat in respect of the administration of financial matters such as the signing of checks, payment of invoices and administration of bank accounts.

ARTICLE 10. WORKING GROUPS. REGIONAL GROUPS. INTEREST GROUPS

1. Working Groups may be appointed by the Plenary Meeting.
2. The Plenary Meeting shall define the terms of reference for each Working Group at the time of its establishment and revise such terms of reference when necessary.
3. All costs incurred in making a person available to sit on a Working Group shall be borne by the Member which employs or nominates that person unless otherwise decided by the Plenary Meeting.
4. The terms of reference of each Working Group shall include: a. the precise task of the Working Group; b. the time scale for submission of progress reports to the Plenary Meeting; c. the nature of the required output; d. the overall time scale; and e. if necessary, the names of third parties which the Working Group may consult and a budget for the professional fees and expenses of such third parties.
5. The Chair of each Working Group shall notify the Permanent Secretariat of its name, address, telephone and fax numbers, and any changes thereto.
6. Working Groups shall operate under such rules of procedure as may be determined by the Plenary Meeting from time to time. The mandate of each Working Group shall be limited to a period of two years. The Chair of each Working Group shall be appointed by the Plenary Meeting for a period of two years.
7. Each Working Group shall consist of experts nominated by the Members which experts' expertise shall be relevant to the tasks entrusted to the Working Group. Each expert shall be an employee or authorized representative of the nominating Member. Persons who are not employed by Members shall not be entitled to attend Working Group Meetings. Exceptionally, when the task of a Working Group so requires, on the recommendation of the Chair or member of the Working Group, experts who are not employed by Members may participate in Working Groups, subject to the agreement of the Chair of the Working Group. The Working Group shall co-ordinate the participation by such persons.
8. The costs incurred in making available the services of a person who is not employed by a Member nor by the Association shall be certified by the Chair of the Working Group and paid by the Permanent Secretariat. The categorization of such costs as costs to be funded by Voluntary or Compulsory Contributions shall be a matter for the Plenary Meeting.
9. A group of Members in a certain region, which group is not appointed by the Plenary Meeting as a Working Group, and which group of Members contributes to the objectives of the Association, may be recognized and established by the Plenary Meeting as a Regional Group, having those rights as approved by the Plenary Meeting. The Chair of such a Regional Group shall have the title of Vice-Chair.
10. A group of Members with a special interest, which group is not appointed by the Plenary Meeting as a Working Group, and which group of Members contributes to the objectives of the Association, may be recognized and established by the Plenary Meeting as an Interest Group, having those rights as approved by the Plenary Meeting. The Chair of such an Interest Group shall also have the title of Vice-Chair.
11. Where in this Article 10 reference is made to a Member, this reference shall be deemed to include a subsidiary or other affiliated company of a Member.

ARTICLE 11. FINANCIAL MATTERS

1. Member's Compulsory and/or Voluntary Contributions for any year – except in the case of new Members shall be based on the up-to-date list of Members as at the date of the Plenary Meeting at which the budget was approved, INCLUDING MEMBERS WHOSE MEMBERSHIP HAS BEEN SUSPENDED (NOT THOSE WHOSE MEMBERSHIP HAS BEEN TERMINATED).
2. The Permanent Secretariat shall invoice each Member for the amount of its annual Compulsory and, as the case may be, Voluntary Contribution.
3. All contributions of Members are payable in full 60 days after the date of invoice, or after such period as the Plenary Meeting may designate.
4. If any Member's contribution shall not have been received within one month of the due date, the Member in default shall pay interest at the rate of (15) per cent per annum, such interest to accrue from day to day, from the due day until receipt of the payment into the Association's bank account.
5. All expenditures outside approved budget shall be referred for prior approval to the Plenary Meeting.
6. Invoices in respect of approved expenditure of Working Groups and other payments (certified by a member of the Working Group) shall be submitted to the Permanent Secretariat for payment.

ARTICLE 12. DOCUMENTS

1. Documents prepared and issued under the authority of the Articles of Association may be Binding or Non-Binding on the Members. The availability of these documents may be Restricted to Members or it may be UnRestricted. THESE DOCUMENTS MAY BE REPLACED BY SAFE ELECTRONIC COMMUNICATIONS.
2. In general, Binding Documents shall come into effect immediately after approval by the Plenary Meeting. The Plenary Meeting may stipulate a transition period where it considers such necessary.
3. The contents of a Non-Binding document are for information purposes only.
4. A Restricted Document is generally not for distribution to non-Members. The availability of a Restricted Document to non-Members shall be determined under the Restricted Document Procedures issued by the Plenary Meeting.
5. Restricted Special Documents can only be made available, even to Members, under control of a special procedure and under special conditions (if any) determined by the Plenary Meeting.
6. An UnRestricted document may be distributed without any restriction.
7. Meeting Documents are those documents which are presented at Plenary Meetings or Working Group Meetings as proposals, specifications or for information purposes. nbsp;
8. Permanent Reference Documents are documents issued by, approved by or noted by the Plenary Meeting as such documents.
9. Subject to the exercise by the Plenary Meeting of its right to categorise or re-categorise, documents shall be categorised as UnRestricted, Restricted or Restricted Special by the Member, members of the Executive Committee, Working Group, or Plenary Meeting which prepared, issued or approved the document.
10. Members shall take all reasonable steps which are necessary in their countries to protect the copyright and confidentiality of Association documents and in the event that registration is necessary for such protection, shall without delay inform the Permanent Secretariat for consideration by the Executive Committee.

ARTICLE 13. MISCELLANEOUS

1. Each Member agrees that the Association, its staff, the Members, the members of the Executive Committee, the members of the Working Groups, shall be immune from all liability in respect of any loss or damage suffered by a Member in reliance on any advice or information, in whatever form, published or given by the Association, the Plenary Meeting, the members of the Executive Committee, Working Groups and the staff of the Association or any Member, in the performance of its duties to the Association.
2. Unless required by law, court order or by order of a governmental authority or other telecommunication administration having supervisory power over a Member in relation to Registrar activities, or unless specifically marked for disclosure to the public, press, media or selected third parties, any advice information, in whatever form, is provided by the Association, its staff, the Plenary Meeting, the members of the Executive Committee, the Working Groups, to the Members for the use of Members only. Any Member who discloses any such advice or information, in whatever form, to any third party, shall indemnify the Association against any liability, claims, loss, damage, cost or expenses arising out of any such third party relying on such advice or information. Last Change: 2006-09-09