Association Internal Regulations

Last updated: Constitutive General Assembly of 15 June 2026

Introduction

The Internal Regulations clarify certain points not described or referenced in the Association’s Bylaws. They also describe certain practical and organizational details.

The various meetings (Board, OGA, EGA…) are expected to be held remotely. Members will be able to vote by proxy or remotely (according to the procedures set out in these regulations) if they are unable to connect.

The annexes to the Internal Regulations are:

• The Laelith Platform’s Terms of Use, available here: https://www.laelith.com/terms
• The Laelith community rules, available here: Laelith Discord #community-rules

In the event of a conflict of interpretation, the order of precedence of the documents is:

The association’s Bylaws, the Internal Regulations, the Terms of Use, and the community rules.

1. Role of the Administration Board (the Board, or “the Inner Board”)

The Administration Board (the Board) scrupulously implements the decisions made by the GA during its term.

The Board administers the association as provided for in Article 11 of the bylaws. It decides by an absolute majority of its members.

In this capacity, the Board:

• Appoints the technical team. It may also end their term.
• Approves major technical developments to be undertaken by the technical team: domain name, hosting, voice server…
• Approves the appointment of moderators (“Guards”) from among the association’s members, on the proposal of the Management Council. It may also end their term.
• Arbitrates disputes between a citizen organization, a member, or a user, and the Management Council
• Reviews requests to use Laelith intellectual property, as well as the enforcement of the Laelith Open License (available here: https://laelith.org/fr/), ensuring compliance with conditional approvals and issuing the optional certifications that follow from them. If a Board member has a stake in a project being reviewed by the Board, they may not take part in the vote concerning that project.
• It seeks advice from knowledgeable readers who watch over content related to the Laelith universe.

2. Accounting

Day-to-day accounting of income and expenses is kept to record all financial transactions.

The President authorizes expenses and income within the budget forecasts. The Treasurer executes this budget and reports on it to the Administration Board.

Each year, the annual accounts (balance sheet, income statement, and accounting notes) are prepared for a financial year ending on 31 December.

Approval of these annual accounts as of 31 December is submitted to the General Assembly no later than 30 June of the following year.

Net accounting results are systematically allocated by the General Assembly to retained earnings or reserves. They are never distributed to members.

3. Role of the Community Management Council (the Council, or “the Superintendency”)

The Management Council oversees the development of the website in accordance with decisions made by the GA and under the authority of the Administration Board. It decides by an absolute majority of its members. The President is an ex officio member of the Council.

In this capacity, the Council:

• Selects and proposes to the Board the moderators (“Guards”) needed for the day-to-day management of the site.
• Reviews and monitors the creation of accounts. It may dissolve an account if its user is not a member of the association, or before the end of the 90-day period. This decision may be challenged before the Board.
• It handles the allocation of lots on the interactive map and access to the title of “citizen.” It may be assisted in this by citizen organizations. Lots are allocated for a two-year term, renewable by the citizen. Should a lot be abandoned, it becomes available again for the community. A Council member may not take part in the vote on a request to allocate one of their own lots.
• It monitors the activities of citizen organizations and may dissolve them in the event of a breach of the association’s rules. This decision may be challenged before the Board.

4. Role of the Technical Team (the “Mages”)

Administrators and developers are bound by data confidentiality and a duty of discretion. Board members may not be part of the technical team. The identity of administrators and developers must always be known to the Board.

4.1 Technical Administrators

They are responsible for:

• Everything relating to the architecture and maintenance of computing tools and platforms.
• Carrying out the major technical developments approved by the Administration Board.

4.2 Developers

For limited development tasks, administrators may be assisted by individuals, whether members of Les Bâtisseurs de Laelith (“The Laelith Builders”) or not, chosen by them but subject to prior approval by the Board. These developers then work under the responsibility of the administrators. Such developers/assistants may not have access to the databases and passwords of the information and communication systems; their access is limited to the code only.

5. General Assembly

The General Assembly (GA) is described in Articles 12 and 14 of the Bylaws.

In accordance with these articles, the GA’s agenda is set by the Board on the proposal of the association’s President.

Members who are unable to travel or attend may express their vote either by entrusting it, by proxy, to a trusted person who will vote on their behalf, or by voting remotely (electronic vote, email, mail — several methods exist and will be offered), as described in 6.5 below.

6. Elections

6.1 Administration Board

The Administration Board (the Board) is composed of 3 to 7 members of the association.

Membership of the technical team is incompatible with membership of the Administration Board.

Candidates may declare their candidacy in advance or at the GA if they are present. Members present or represented vote for three to five candidates. The candidates receiving the most votes are elected.

If a tie is observed for the last seat in this election, a second round is held to break the tie among the remaining candidates.

6.2 Office

The Office is composed of 3 Board members.

Three positions are to be filled: President, Treasurer, and Secretary (Article 10 of the Bylaws). Candidates may declare their candidacy in advance or at the Board’s first meeting after its election, if present. Board members vote for one candidate for each position. For each position, the candidate receiving a relative majority of votes is elected.

6.3 Management Council

The Management Council (the Council) is composed of at least 4 members of the association.

The President is an ex officio member.

The other Counselors are elected at the GA (Article 9 of the Bylaws).

Membership of the technical team is incompatible with membership of the Management Council.

Candidates may declare their candidacy in advance or at the GA if they are present. Members present or represented vote for three candidates. The candidates receiving the most votes are elected.

If a tie is observed for the last seat in this election, the last 2 (two) candidates are both elected

6.4 Accounts Auditor

The accounts kept by the Treasurer are reviewed by the Accounts Auditor. The Auditor is elected for one year by the General Assembly and may be re-elected up to three times consecutively. The Auditor must present a report on these verification procedures to the General Assembly called to approve the accounts. The Accounts Auditor, a member of the association, may not hold any position on the Administration Board.

6.5 Proxies and Remote Voting

At the General Assembly, proxy voting is permitted (Article 12 of the Bylaws). The proxy must be made in writing, specify the identities (last name, first name, address, username) of both the grantor and the recipient, and bear the grantor’s dated signature.

For voting by correspondence, only the following votes are accepted:

• Via an online voting site such as Balotilo (https://www.balotilo.org)
• By private message on Discord
• By replying to the voting thread on Discord
• By postal or electronic mail, from the address provided by the member upon joining
• By remote video call

The vote must reach the Secretary 24 hours before the General Assembly is held in order to be counted. These votes will be kept confidential until then.

7. Blocking Decisions of the Administration Board

During its term, the Board makes decisions. These decisions are communicated to members.

Members may challenge a decision of the Board.

• They may do so within 15 days of it being communicated,
• They must represent at least 30% of the association’s members.

If this threshold is reached, the decision is put to a vote of the members by the Board, within 15 days. To be invalidated, a quorum of 60% of members must have voted, with a simple majority voting to reject it.

8. Amendments to the Bylaws or the Internal Regulations

Amendments to the Bylaws or the Internal Regulations fall within the authority of the GA. They are voted on based on a proposal from the Board.

However, a motion requesting an amendment to the bylaws or the internal regulations may be proposed and adopted by members (through a vote by relative majority of votes cast, with the vote lasting at least 7 days). This motion will then be submitted to a vote at the GA’s next ordinary or extraordinary meeting.

9. Registration Procedure

Prospective members must fill out the registration form on the website or send the following information by email to the address given on the website: name, address, and date of birth. When joining, the new member must provide all the information requested and certify that this information is accurate. They must pay their membership dues using the payment methods made available to members.

The amount of the annual membership dues is set by the General Assembly and recorded in the Internal Regulations. This amount is set at 20 euros for the calendar year (from 1 January to 31 December). If registration takes place during the second half of the calendar year, the dues are reduced by half (10 euros).

10. Solidarity Fund (the Fund, or “The Lazaret’s Suspended Alms”)

The association operates a mutual aid fund based on the principle of the “suspended membership due.”

Funding the fund: When joining or renewing their membership, each member has the option to pay a free additional amount above the base membership due. This surplus is used exclusively for the solidarity fund. The Treasurer ensures that amounts members wish to allocate to this fund are kept separate from any other donations.

Beneficiaries: This fund is intended to fully or partially cover the membership dues of people wishing to join the association who are facing financial difficulties.

Allocation: Requests for assistance are addressed to the President and the Treasurer. They are handled in a strictly confidential and anonymous manner with respect to the rest of the members. Assistance is granted within the limit of available funds.

11. Expulsion Procedure

Failure to comply with the bylaws or the internal regulations may result in an expulsion procedure being initiated.

A member’s expulsion from the Association may only be pronounced by the Administration Board, after deliberation, by an absolute majority, and must be justified. Board or Office members subject to a disciplinary procedure do not vote when their case is being judged. This decision may be challenged by a group of the association’s members. This group must include as many members as there are Board members. An EGA must then be convened to examine the case, and a vote must confirm or overturn the expulsion.

Any expulsion pronounced against a member of the Association by the Administration Board, once final, automatically results in the individual being banned from all of the Association’s tools.

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