Internal Regulations of the QGIS Cameroon Association ¶

Supplementary document to the Association’s Statutes, detailing the practical organization of bodies, member categories, thematic poles, regional branches, and the progressive designation of leadership roles.
Draft submitted to the Constitutive General Assembly – Yaoundé, Republic of Cameroon – 2026

Title I — General Provisions ¶

Article 1 — Object of the Internal Regulations
These Internal Regulations supplement the Statutes of the QGIS Cameroon Association (hereinafter “the Association”), established pursuant to Law No. 90/053 of December 19, 1990, on the freedom of association, as amended by Law No. 99/014 of December 22, 1999. They specify the practical modalities for the operation of the Association’s bodies, member categories, organization into thematic poles and regional branches, as well as the mechanism for the progressive designation of leadership roles.

Article 2 — Scope of Application
These Regulations apply to all members of the Association, regardless of their category, as well as to any person exercising a responsibility or mission on its behalf. In the event of a contradiction between these Internal Regulations and the Statutes, the Statutes shall prevail.

Title II — Members of the Association ¶

Article 3 — Member Categories
The Association recognizes the following categories of members:

• Founding Member: A person who participated in the creation of the Association and signed the Statutes.
• Adherent Member: Any natural or legal person who has completed the membership formalities and paid their dues.
• Active Member: An adherent member actively engaged in the activities and poles of the Association, in accordance with Title V.
• Institutional/Partner Member: A public, private, or academic organization joining the Association under a partnership agreement.
• Benefactor Member: A natural or legal person providing significant financial or material support.
• Honorary Member: An honorary title awarded by the General Assembly to a personality who has rendered eminent services to the Association or to free geomatics in Cameroon.

Article 4 — Conditions of Membership
Membership is open to any person interested in QGIS, free Geographic Information Systems (GIS), and open data, without distinction of profession, age, or technical skill level. It is subject to the submission of a membership form, acceptance of the Statutes and these Regulations, and payment of the annual dues. The Executive Bureau shall rule on membership applications within thirty (30) days; any refusal must be formally justified.

Article 5 — Rights of Members

• Participate in the activities, training, and events of the Association.
• Access resources, tutorials, and materials produced by the Association.
• Take part in General Assemblies with voting rights, provided dues are up to date.
• Run for the positions provided for in Title V, according to the required seniority and engagement conditions.
• Use the title of “Member of the QGIS Cameroon Association” in a manner consistent with its corporate purpose.

Article 6 — Duties of Members

• Respect the Statutes, these Internal Regulations, and the decisions regularly made by the Association’s bodies.
• Pay membership dues within the set deadlines.
• Demonstrate courtesy, a spirit of collaboration, and strict neutrality towards competing software and solutions during Association activities.
• Refrain from committing the Association financially or publicly without an express mandate from the Executive Bureau.

Article 8 — Loss of Membership
Membership is lost by written resignation, non-payment of dues after reminders remain unanswered for three (3) months, death or dissolution (for a legal entity), or expulsion under the conditions outlined in Title IX.

Title III — Association Bodies ¶

Article 9 — The General Assembly (GA)
The General Assembly is the sovereign body of the Association. It comprises all members up to date with their dues. The Ordinary General Assembly meets once a year upon convocation by the President, at least fifteen (15) days prior to the scheduled date. It approves the moral and financial reports, elects the members of the Executive Bureau in accordance with Title V, sets the amount of dues, and guides the annual action plan.
An Extraordinary General Assembly may be convened by the President, by the Executive Bureau by a majority of its members, or at the written request of at least one-third (1/3) of the active members, to rule on urgent matters or amendments to the Statutes. Decisions are made by a simple majority of members present or represented, unless the Statutes state otherwise; each member may hold a maximum of two (2) proxies.

Article 10 — The Executive Bureau
The Executive Bureau ensures day-to-day management and the execution of the General Assembly’s decisions. It is composed of the President, Vice-President, Secretary General, Treasurer General, Communication Manager, and Projects Manager. The Bureau meets at least once a month, in person or via video conference, upon convocation by the President or their substitute. Its deliberations are recorded in minutes maintained by the Secretariat General.

Article 11 — The Statutory Auditor
A Statutory Auditor is elected by the General Assembly for a two (2) year term, from among members who do not necessarily sit on the Executive Bureau. They are responsible for verifying the regularity of the accounts and presenting an annual report to the General Assembly.

Title IV — Organization of Thematic Poles and Regional Branches ¶

To structure its actions and offer progressive engagement pathways to its members, the Association organizes its activities around permanent thematic poles and regional branches.

Regional Branches
Each regional branch (Centre, Littoral, West, North-West, South-West, and other regions where the community develops) is led by a Regional Coordinator. This Coordinator is attached to the “Regional Branches & Associative Life” pole and reports to the Executive Bureau. The branches organize local meetings, relay national training, and identify local partnerships (universities, decentralized local authorities, decentralized services of cadastre and topography).

Title V — Roles and Progressive Designation of Responsibilities ¶

Article 12 — Principle of Progressive Involvement
The Association promotes a logic of progressive responsibility: any member can evolve, through their engagement, from a simple adherent to a leadership function within the Executive Bureau. This progression is based on seniority, regularity of participation, peer evaluation, and voting, according to the grid below:

Article 13 — Modalities of Evolution

• Any candidacy for a higher level is examined by the Executive Bureau (levels 1 to 4) or submitted to the vote of the General Assembly (levels 5 to 7).
• An individual activity report is required for any candidacy at level 4 and above.
• The cumulation of a Pole Coordinator position and a Branch Coordinator position is not authorized, except for a motivated waiver by the Bureau.
• In the event of a vacancy during a term, the Executive Bureau may appoint an interim replacement for the remaining duration, subject to ratification at the next General Assembly.

Article 14 — Term Duration and Limitation
Members of the Executive Bureau are elected for a two (2) year term, renewable once. The President may not serve more than two (2) consecutive terms, i.e., four (4) years in total, to guarantee the renewal of the governing bodies.

Title VI — Meeting Operations ¶

Article 15 — Executive Bureau Meetings
The Bureau meets monthly; the agenda is distributed at least three (3) days before the meeting. A quorum is reached when at least half of its members are present or represented. Decisions are made by a simple majority; in the event of a tie, the President’s vote is casting.

Article 16 — Pole and Branch Meetings
Each pole and each branch meets at least once per quarter. Minutes are transmitted to the Secretariat General within eight (8) days following the meeting.

Title VII — Resources and Financial Management ¶

Article 17 — Association Resources

• Members’ dues.
• Donations, legacies, and public or private grants.
• Revenue from training, support, or events organized by the Association.
• Sponsorship and institutional or academic partnerships.

Article 18 — Account Management
The Treasurer General maintains the accounting records and presents a quarterly financial statement to the Bureau. Any expenditure exceeding a threshold set annually by the Executive Bureau requires the dual signature of the President and the Treasurer General. The annual financial report is submitted for approval to the General Assembly, after the opinion of the Statutory Auditor.

Title VIII — Communication and Use of the Association’s Image ¶

Article 19 — Institutional Communication
Only the President, or any person duly mandated by the Bureau, is authorized to speak publicly on behalf of the Association. The Communication pole manages the website and official social media accounts, in compliance with an editorial charter validated by the aforesaid Bureau.

Title IX — Discipline ¶

Article 21 — Sanctions
In the event of a breach of the Statutes or these Regulations, the Executive Bureau may pronounce, depending on the severity of the facts and after hearing the person concerned: a reminder to order, a written warning, a temporary suspension of duties or membership, or expulsion, the latter being subject to ratification by the next General Assembly.

Article 22 — Procedure
Any disciplinary measure is preceded by a written notification of the grievances and a fifteen (15) day period allowing the member concerned to present their observations, orally or in writing, to the Executive Bureau.

Title X — Amendment of the Internal Regulations and Final Provisions ¶

Article 23 — Amendment
These Internal Regulations may be amended by the Executive Bureau upon a motivated proposal, subject to ratification by the General Assembly by a simple majority of members present or represented.

Article 24 — Entry into Force
These Internal Regulations enter into force upon their adoption by the General Assembly and apply to all members of the QGIS Cameroon Association.

Done in Yaoundé, on September 3, 2026

The President
(Signature)

The Vice-President
Asonglefac Synthia

The Secretary General
Ariane Assene