Statute of the Association

Plenary Meeting 21 May 1979, modified with Extraordinary Assembly of 19 May 1981, with Extraordinary Assembly of 23 September 2011 and with Extraordinary Assembly of 25 September 2013.

Art.1 – The Ministry of Foreign Affairs Employees Spouses Association (hereinafter the Association) is constituted in accordance with art.36 of the Civil Code and is based in Rome at the Ministry of Foreign Affairs.

Art.2 – The Association is open to all spouses and widows of the employees of the Ministry of Foreign Affairs in service and retirement, as well as employees of other State Administrations for the period in which they are on duty abroad.

Separate or divorced spouses of the Ministry of Foreign Affairs employees may retain the status of member as defined above.

Registration to the Association is admitted, in full right, on presentation of de facto spouses of MFA employees, for the period of effective cohabitation.

Art.3 – Social ends and means

The purposes of the Association are:

  1. To create and maintain a bond of solidarity between the members residing in Rome and those residing abroad;

  2. To help families and in particular spouses to overcome the difficulties of the service both abroad and in Italy;

  3. To raise awareness in the Administration on the familiar involvement in the service and on inherent problems that can be resolved;

  4. To establish a relationship of solidarity and friendship with the spouses of foreign diplomatic representatives in order to foster a deeper knowledge of our country;

  5. To promote contacts with similar Associations of other countries, in particular of the European Community, to analyze issues of common interest.

The Association may publish its own newsletter and generally any activity suitable for the pursuit of its social aims.

 Art.4 – The Association is based in Rome in the venues made available by the Ministry of Foreign Affairs or otherwise found by its Board of Directors.

These venues are the domiciles of all social bodies.

Art.5 – The Association is non-profitmaking and for the incurring expenses it will avail itself of the members’ fees and any donations or contributions by entities or individuals.

Art.6 – Disciplinary norms.

Membership of the Association commits the members to the observance of this statute and any possible regulation issued by the organs of the Association, as well as to the payment of the social fees.

Membership is lost:

  1. by withdrawal, to be communicated in writing to the Board of Directors;

  2. by exclusion, in the event of a serious and repeated breach by the member of this Statute and the obligations arising therefrom.

  3. The exclusion will be communicated to the member in writing by the President, on the basis of the opinion expressed by the Audit Committee.

Art.7 – Social organs.

The Association’s social bodies are the Assembly of Members, the Board of Directors, the President and the Audit Committee.

Art.8 – Assembly of Members.

The Assembly of Members represents the entirety of members and is chaired by the President pro-tempore. Its deliberations, adopted in accordance with the rules of this Statute, bind all members, including dissenters and those absent, even if not notified to them.

Art.9 – Ordinary Assembly.

The Assembly of Members is convened by the President in ordinary session once a year. The agenda, date and place of meetings shall be announced one month in advance.

The ordinary assembly decides where there are at least 20 (twenty) members.

The ordinary assembly shall be responsible for:

  1. the appointment of the Audit Committee;

  2. the approval of final and preventive annual balance;

  3. any other subject submitted to the Assembly by the Board of Directors, or by at least 20 members by written and reasoned request.

Art.10 – Extraordinary Assembly.

The Assembly may be convened in extraordinary session by the Board of Directors or by at least 30 members by written and reasoned request.

The Extraordinary Assembly shall act by a majority of 2/3 where at least 30 (thirty) members are present.

The Extraordinary Assembly retains exclusive responsibility over:

  1. amendment to the Statute;

  2. the merger of the Association with other similar entities and associations;

  3. the dissolution of the Association.

All votes take place by show of hands and/or by written delegation to a member of the Association, containing the explanation of vote. Delegations are limited to 5 (five) for each partner.

Art.11 – Board of Directors.

The Board of Directors has the function of ensuring the ordinary management of the Association; it is composed of nine members chosen among the members residing in Rome and elected by members’ correspondence.

The members of the Board of Directors remain in office for two years and are eligible for re-election.

The Board elects the President, two Vice-Presidents, the Treasurer and the Secretary among its members.

In the event that the position of Adviser becomes vacant due to resignation, revocation or other cases, the Board of Directors shall appoint substitutes by co-option, if the vacancies do not exceed half of the Board of Directors members. The substitutes remain in office until the next assembly ratifies the appointment for the remaining two years. If more than half of the members come to fail due to resignation or revocation, the whole Board of Directors will have to be re-elected, calling for new elections.

The Board of Directors is convened by the President. The Board of Directors validly deliberates with the presence of the majority of the Advisors. Decisions shall be taken by a majority of the voters.

The Board of Directors is responsible for determining the social fees.

The Board of Directors may issue regulations for the implementation of the Statute.

Art.12 –The President.

The President directs and coordinates the activities of the Association. S/he chairs the Board of Directors and ordinary and extraordinary Assemblies.

The President shall serve for two years and shall be eligible for re-election.

If s/he is absent or prevented from attending, s/he shall be replaced by one of the Vice-Presidents.

The President, one of the Vice-Presidents and the Treasurer, all separated from each other, have the right to sign and represent the Association before third parties and in court.

Art.13 – The spouse of the Minister for Foreign Affairs in office is the Honorary President of the Association.

Art.14 – Audit Committee.

The Audit Committee consists of 3 effective members and a substitute elected by the Assembly of members upon proposal of the Board of Directors. They last two years in office and can be reconfirmed.

The Audit Committee has the function of verifying the correct implementation of the Statute, settling any conflicts that may arise within the Association and expressing its opinion regarding the possible exclusion of a member.

The Audit Committee convenes at least once a year to check that the books are kept in order to present the annual financial statements to the Assembly of members.

The opinions expressed by the Audit Committee shall be approved by the majority of its members.

Art.15 – Fiscal exercise.

The fiscal year ends on 31 July each year. The financial statements drawn up by the Board of Directors and already endorsed by the Audit Committee, will be submitted to the examination of the Assembly by December of the same year.

Any fiscal exceeding will be devoted to the pursuit of the social goals according to the decisions of the Board of Directors and the Audit Committee.

Art.16 – Final arrangements.

The Association has unlimited duration. Its dissolution may be decided by the Assembly of Members convened in an extraordinary session, which will make special arrangements.

Art.17 – The relevant legal provisions shall apply to the extent not provided for in this Statute.