NVTHC Internal Regulations (Draft)

The Dutch Association Thailand department Hua Hin-Cha-am abbreviated as NVTHC.
The NVTHC is a non-profit association and its objectives are:
I. Working together to create solidarity and increase the quality of life of Dutch people, Dutch speakers and their loved ones in Hua Hin and the surrounding area.
II. Stimulating cultural, sporting, recreational and business activities by and for the members.
III. Providing some financial assistance to Thai cultural and charitable institutions

1.The Board
The executive board consists of at least a chairman, secretary and treasurer and can be expanded by the board with additional board members.

a. The activities of the board must be in accordance with the objectives of the NVTHC. The board represents and protects the interests of the association. The board coordinates and stimulates the activities of the various committees. The board follows the regulations and where these regulations do not provide, the board decides in accordance with the objectives of the NVTHC. There is no financial compensation for the board activities.

Division of tasks within the board
b. The chairman monitors the objectives of the association. -The chairman leads the board and chairs the meetings of members and the board. -He/she represents the board of the NVTHC. -In his/her absence, the vice-chairman or, if necessary, another member of the board takes over the task of the chairman.

c. The secretary is responsible for general internal and external communication (e.g. post, e-mail, website). The secretary takes minutes of board and membership meetings and maintains the e-mail address file and archive.

D. The treasurer is responsible for the financial management of the NVTHC. He/she assesses incoming invoices and ensures payment, provides adequate accounting for the asset and cash positions of the NVTHC and reports to the board at every board meeting on the financial state of affairs. Every year, the treasurer prepares a financial report for the previous financial year and provides the audit committee with extensive explanations and insight into all relevant financial matters. He/she presents the financial report for the past association year to the General Members' Meeting as well as the budget for the coming association year. If absent, another member of the board takes over the task of the treasurer, with the exception of the authorization of any payment, which is reserved for the chairman or vice-chairman and one of them is also authorized to sign for bank payments.

E. The Events board member organizes activities/events initiated by the board, for which there is no specific committee. Maintains contacts with agencies for contracting artists and manages activity committees.
The other board members assist in all kinds of activities of the NVTHC, promote the formation of committees and take the lead if necessary.

F. The board meets at least once every two months.

G. The presence of a majority of the total number of board members is required to take any decision.

H. The board is accountable to the members in the General Meeting (AGM) or Extraordinary General Members Meeting. (BALV).

I. During the year, the board can ask an ordinary member to temporarily take a seat on the board until the AGM.
1. The board will be formally elected during the AGM for a period of 12 months.
2. Board members can stand for re-election every year, with a maximum of 4 times.
3. The objective is that at least one existing board member will be replaced each year by a new board member.
4. Nominations are final 10 days before the AGM and the board will announce the names of the candidate board members via the website.
5. Every member can nominate themselves after a nomination has been requested on the website or by email, at least 6 weeks before the AVL.

2. Membership
a. A member is anyone aged 18 or over who has registered via email or website and has paid their annual contribution. For new members, payment after September 1 is also payment for the entire following year. If the annual contribution is not paid on time, the right to participate in events will lapse. Access to drinks evenings only at a rate for non-members. These restrictions will be lifted after payment of the contribution invoice.
The contribution, financial book, sponsorship and association year coincides with the Dutch calendar year.

b. There are two categories of members: Ordinary members and members of merit.
1. All Dutch people, Dutch speakers and their loved ones and non-native speakers who support and promote Dutch culture and who live in Huahin/Cha-am and the surrounding area or live here temporarily (at least 2 months) can be or become regular members of the association. ) stay. Children up to the age of 18 fall under the family membership of their parent(s). A permanent member, i.e. members who are not temporarily resident here, can nominate themselves for a board position.
2. A member of merit can become someone who has made himself particularly meritorious. They are nominated by the board, or upon written request submitted to the board by at least 40 permanent members, at the annual General Members Meeting.

c. Introducee: someone who, not being a member themselves, wants to attend an NVTHC event at the invitation of a member.

D. Committee: A subsection consisting of ordinary members that organizes a specific activity.

E. Audit Committee: Consists of 2 ordinary members whose task is to audit the treasurer's accounts and to express an opinion on the financial management conducted.

3. End of membership
a. Membership ends automatically upon death, cancellation or on April 1 of the current year due to non-payment of the contribution (on time).

b. The chairman or his deputy is authorized to expel a member or refuse a request to be registered as a member if, in his/her opinion, there are justified reasons for doing so that in any case endanger the continued existence of the association or cause other damage or could result in discredit for the association;

c. The person concerned can request the full board to be heard. The person concerned has a period of 2 weeks for this, starting on the day that the person concerned is emailed the message about the expulsion or refusal to register. After this rebuttal, the board will decide whether the refusal or expulsion will be maintained or withdrawn;

D. The person concerned will be informed by e-mail about the grounds for the rejection or expulsion;

E. If the relevant (prospective) member allows the term to expire, the refusal or expulsion is final.

4. Webmaster
Manages the technical design of the NVTHC website and everything related to it.

5. Sponsor
A person or organization that contributes financially to the activities of the NVTHC and expects public recognition for this in the form of a name mention and/or advertisement during major events.

6. the AGM
a. An annual general meeting must be held within 2 months after the end of the association year. The board is then accountable to the members.

b. An AGM is authorized to make any decision if the convocation and the agenda have been announced to the members at least 10 days before the AGM on the website or by e-mail.
The agenda of the AGM must contain at least the following points:
1. Approval of the minutes of the previous meeting
2. Report from the chairman on the previous association year
3. Oral presentation of the financial report for the previous financial year.
4. Report of the audit committee
5. Approval of the financial report for the previous association year.
6. Appointment of a new audit committee
7. Election of board members
8. Adjustment of contribution
9. Presentation and adoption of the budget
10. Questions

c. The agenda of the board meeting follows the points mentioned in the minutes of the previous meeting. After an agenda item has been discussed, the item in question is automatically approved in previous minutes unless an objection is raised, in which case the part to be corrected will be recorded in the current meeting.

D. Minutes of board meetings must be made public on the association's website as soon as possible, but no later than 4 weeks after the end of the meeting.

E. Unless the AGM decides that a vote must take place in writing, all votes are done by show of hands by the members present at the AGM. A decision is deemed to have been taken by a show of hands by the majority of the members present. In the event of a tie, the board will decide.

7. The BALV
A BALV can be held:
a. If, according to the board, there is a special reason for this;
b. If at least 20 members have submitted a written request to the board for a special reason.

a. A BALV is authorized to make any decision if the convocation and the agenda have been announced to the members at least 10 days before the BALV on the website or by e-mail.

b. Unless the BALV decides that a vote must take place in writing, all votes are done by show of hands. A decision is deemed to have been taken by a show of hands by the majority of the members present. In the event of a tie, the chairman will decide.

8. Committees
a. The board encourages and coordinates the organization of committees at the beginning and during the current association year. Committees can come in many forms; committee for cultural events, day activities, tennis/golf weekend, Sinterklaas celebration, Christmas celebration, New Year's party, football, car rally, orange ball, children's Easter party, etc.

b. Committees have a representative/spokesperson but are otherwise autonomous in setting up a structure and carrying out an activity within the objectives of the NVTHC.

c. Committees request a budget from the treasurer. The treasurer allocates the budget after consultation with the board and on the basis of the part of the total budget reserved for the activity in question.

D. After an activity, the committee settles accounts with the treasurer by means of a statement of income and expenditure and hands over all supporting documents. The treasurer will report on this at the next board meeting.

9. Events
Entrance fees to events.

a. Every member, including Special Category Members, pays an equal amount for entrance fees to events.

b. A person who is not a member of the NVTHC may, as an introducer, be allowed to participate in an NVTHC event at the price for non-members.

10. Internal regulations
Only the board is authorized to make changes and/or additions to these regulations. This is done after coordination and consultation with the members.

11. Liability
During activities organized by the NVTHC, the NVTHC, its directors nor the committee members, are not liable for any damage suffered or consequential damage caused by accident or theft of goods. The NVTHC, its directors nor the committee members cannot be held liable for (consequential) damage to third parties.

Note
There are no articles of association because the NVTHC is not a formal legal entity. This means the absence of articles of association that normally form the framework for internal regulations. Our association therefore only has these amended internal regulations, which serve as a guideline and will be re-established in January 2024. Until then, the 'old' regulations apply, which are available on request. 

February 2023.

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