Article 4.1 Management Committee

Responsibility for managing the Fund shall be with a Management Committee which shall be composed of eight titular members and eight substitute members, as follows:
— three titular members and three substitute members representing the insured persons of the ILO;— one titular member and one substitute member representing the insured persons of the ITU;— three titular members and three substitute members representing the Director-General of the ILO;— one titular member and one substitute member representing the Secretary-General of the ITU.The Medical Adviser of the Fund shall ex officio be a non-voting member of the Management Committee.
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Article 4.2 Designation and term of office of the Management Committee

1. The insured persons of the ILO and the ITU respectively shall elect the members of the Management Committee representing them by secret ballot; only an insured person of the organization concerned shall be eligible for election.

2. The members of the Management Committee representing the insured persons shall be elected for three calendar years. Rules for elections are set forth in Appendix II to these Regulations.

3. No insured person may serve simultaneously as a member of the Management Committee and as a member of the Secretariat of the Fund.

4. The Director-General of the ILO and the Secretary-General of the ITU, respectively, shall appoint the members of the Management Committee representing them. These members shall hold office at the discretion of the executive head by whom they were appointed.

Article 4.3 Filling of vacancies on the Management Committee

1. A titular or substitute member representing the insured persons shall relinquish such membership on ceasing to be an insured person. He/she may also resign by written notice addressed to the Chairperson of the Management Committee.

2. If a place of titular member representing the insured persons falls vacant otherwise than by expiry of the term of office, the substitute member representing the insured persons of the organization concerned who received the highest number of votes shall fill such place for the remainder of the term of office. Any place of substitute member which falls vacant shall be filled for the remainder of the term of office by the candidate who received the next highest number of votes.

3. If a vacant place of titular or substitute member representing the insured persons cannot be filled by application of paragraph 2, the Management Committee may fill it by co-opting an insured person of the organization concerned until the holding of the next election.

Article 4.4 Chairperson and Vice-Chairperson

1. The Management Committee shall elect a Chairperson and a Vice-Chairperson from its members.

2. If the Chairperson is a member of the Management Committee representing the insured persons, the Vice-Chairperson shall be a member representing the Director-General of the ILO or the Secretary-General of the ITU and vice versa.

3. The Chairperson and Vice-Chairperson shall be elected for one calendar year and shall be eligible for re-election.

Article 4.5 Meetings of the Management Committee

1. The Chairperson shall convene the meetings of the Management Committee. He/she shall convene at least two meetings a year. He/she shall convene a meeting whenever requested to do so by the Standing Subcommittee or by at least four titular or substitute members.

2. The rights and responsibilities of substitute members at meetings shall be the same as those of titular members except that substitute members shall be entitled to vote only when replacing a titular member in his/her absence.

3. Any titular members representing the insured persons who are absent shall be replaced by the substitute members representing the insured persons of the organization concerned, in the order of votes received at the election. The substitute member to replace a titular member representing the executive head of one of the organizations who is absent shall be chosen by the titular and substitute members representing that executive head present at the meeting.

Article 4.6 Decisions of the Management Committee

1. Except as provided in paragraph 2, decisions of the Management Committee shall be taken by a simple majority of the votes cast. When an equal number of votes are cast for and against a motion the Chairperson shall have a casting vote.

2. The approval of proposed amendments to these Regulations shall require a majority vote of the members representing the insured persons present at the meeting as well as a majority vote of the members representing the executive heads present at the meeting.

Article 4.7 Responsibilities of the Management Committee

1. The Management Committee, in carrying out its general responsibilities for managing the Fund, shall in particular be responsible for:

(a) determining the policy of the Fund in the light of its objects;

(b) considering questions concerning the health insurance of officials of the organizations, and of their dependants, including proposals made by the insured persons or by the organizations;

(c) drawing up and approving proposals for amendments to these Regulations;

(d) applying the measures provided for in these Regulations for maintenance of the financial equilibrium of the Fund;

(e) maintaining contact with insured persons, by means of general meetings, consultation in writing or otherwise;

(f) obtaining such medical, technical, actuarial and legal advice as it deems necessary from the services of the organizations;

(g) making such Administrative Rules as may be necessary for the detailed application of these Regulations;

(h) interpreting these Regulations in any case referred to it by its Standing Subcommittee, but without prejudice to the disputes procedure provided for in article 5.3;

(i) presenting an annual report on the operation of the Fund to the executive heads of the ILO and ITU and to the insured persons.

2. The Management Committee shall appoint a Standing 
Subcommittee to which it may delegate responsibility for certain aspects of the management of the Fund.

Article 4.8 Standing Subcommittee

1. The Standing Subcommittee provided for in article 4.7, paragraph 2, shall be composed of a limited number of titular or substitute members of the Management Committee, chosen by that Committee with due regard to balance of representation both as between insured persons and executive heads of the organizations and as between the organizations themselves.

2. Members of the Standing Subcommittee shall serve as such at the discretion of the Management Committee, but only for as long as they remain titular or substitute members of the Committee.

Article 4.9Chairperson of the Standing Subcommittee

The Chairperson of the Management Committee shall serve as Chairperson of the Standing Subcommittee. The Management Committee shall designate a substitute Chairperson of the Standing Subcommittee to serve in the absence of the Chairperson.

Article 4.10 Conduct of business of the Standing Subcommittee

1. The business of the Standing Subcommittee may be conducted either on file or by meetings. The Chairperson may convene meetings of the Standing Subcommittee as often as he/she deems necessary and shall convene such meetings whenever so requested by two members of the Standing Subcommittee.

2. Decisions taken by the Standing Subcommittee shall be unanimous.

Article 4.11 Responsibilities of the Standing Subcommittee

1. Subject to the general authority of and any particular directives from the Management Committee, the Standing Subcommittee shall be responsible for:
(a) administering such aspects of the management of the Fund as the Management Committee may delegate to it;
(b) interpreting these Regulations and the Administrative Rules of the Fund, subject to review by the Management Committee and without prejudice to the disputes procedure provided for in article 5.3;
(c) supervising the work of the Secretary of the Fund and ruling on any case brought to its notice by him/her and on any appeal by an insured person against the decision of the Secretary, subject to review by the Management Committee and without prejudice to the disputes procedure provided for in article 5.3.
2. The Standing Subcommittee shall submit to the Management Committee any question upon which it does not reach unanimous agreement as well as any cases on which, having regard to the importance of the issues raised, it considers that the decision should be taken by the Management Committee itself. It shall report on its activities, orally or in writing, at each meeting of that Committee.

Article 4.12 Executive Secretary of the Fund

1. After consultation of the Management Committee and in agreement with the other executive head, either the Director-General of the ILO or the Secretary-General of the ITU shall appoint an official of his/her organization to be Executive Secretary of the Fund.

2. The Executive Secretary shall be responsible for the current administration of the Fund in accordance with these Regulations and the Administrative Rules and subject to the general authority of and particular directives from the Management Committee and the Standing Subcommittee.

3. In particular, the Executive Secretary shall —

(a) provide information concerning the provisions of these Regulations and the Administrative Rules, receive claims for benefit from insured persons, and settle such claims on the basis of the applicable regulations and rules, precedents and interpretations;

(b) submit medical questions arising in the processing of claims for benefit to the Medical Adviser to the Fund;

(c) submit to the Standing Subcommittee for decision cases giving rise to particular difficulties or problems in the application of these Regulations and the Administrative Rules and cases of complaint by an insured person of non-observance of these Regulations;

(d) submit to the Standing Subcommittee particulars of any anomalies encountered in the application of these Regulations;

(e) act as Secretary to the Management Committee and the Standing Subcommittee and prepare their correspondence;

(f) subject to the directions of the Chairperson, prepare and arrange the meetings of the Management Committee and the Standing Subcommittee, keep the minutes of such meetings, and prepare the draft of the annual report of the Management Committee;

(g) collect and assemble information regarding questions under study in accordance with the instructions of the Management Committee or the Standing Subcommittee;

(h) carry out the decisions of the Management Committee or the Standing Subcommittee;

(i) make arrangements for the election of members of the Management Committee and of auditors in accordance with these Regulations;

(j) supervise the work of the Secretariat of the Fund.

Article 4.13 Medical Adviser

There shall be a Medical Adviser to the Fund designated by the Management Committee in agreement with the executive heads of the ILO and ITU.
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Article 4.14 Auditors

1. The Management Committee, in consultation with the executive heads of the ILO and the ITU, shall appoint one or more auditors, who shall audit the financial transactions and accounts of the Fund and check the application of these Regulations.

2. The auditor(s) shall prepare an annual report containing their findings and submit such report to the Management Committee. They may also make reports at any other time as necessary.
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Article 4.15 Consultation of insured persons

The Management Committee shall maintain contact with insured persons through such means as it deems appropriate, including

(a) general meetings of insured persons as provided in article 4.16;

(b) consultation of and communication with insured persons in writing; and

(c) ad hoc consultation with persons representing particular groups of insured persons.
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Article 4.16 General meeting

1. A general meeting of insured persons may be convened at any time by the Management Committee; it shall be convened on the request of a majority of the titular and substitute members of the Management Committee representing the insured persons or on the written request of 100 insured persons.

2. Every insured person shall be entitled to participate in a general meeting.

3. Any conclusions which may be reached at a general meeting shall be of an advisory nature.
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Article 4.17 Amendments

1. Proposals for amendment of these Regulations shall be approved by the Management Committee in accordance with article 4.6, paragraph 2.

2. Any proposed amendment approved by the Management Committee shall be notified to the insured persons. Upon the written request of 200 insured persons received by the Management Committee within three weeks after such notifications, the Management Committee shall submit the proposed amendment in writing to the insured persons for vote. If more than two-thirds of the votes cast are against the proposed amendment and at least 30 per cent of all insured persons have voted, the amendment shall not be proceeded with.3. No amendment shall take effect unless approved by the executive heads of the ILO and ITU.

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Article 4.18 Arbitration Board

1. Upon the request of a majority either of the titular and substitute members of the Management Committee representing the insured persons or of those representing the executive heads, an Arbitration Board shall be constituted to consider a question which the Management Committee has been unable to resolve or on which a proposed amendment to these Regulations duly approved in accordance with paragraphs 1 and 2 of article 4.17 has not been approved by the executive heads of the ILO and ITU.

2. A panel shall be maintained composed of not more than five persons nominated by the titular and substitute members of the Management Committee representing the insured persons and not more than five persons nominated by the titular and substitute members of that Committee representing the executive heads. Whenever an Arbitration Board is to be constituted in accordance with paragraph 1, the titular and substitute members of the Management Committee representing the insured persons and the titular and substitute members of that Committee representing the executive heads shall each select from the panel, to serve on the Arbitration Board, two of the persons nominated by them. These four persons shall designate a fifth member to serve as Chairperson of the Arbitration Board.

3. Decisions of the Arbitration Board shall be taken by a majority of its members, including the Chairperson, and shall be final and binding upon the Management Committee, the insured persons and the executive heads of the ILO and ITU.
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Article 4.19 Dissolution of the Fund

The dissolution of the Fund and the disposal of its assets may be decided on a proposal of the Management Committee submitted in writing to all insured persons for vote. Adoption of the proposal shall require a majority of the votes received within a period to be specified by the Management Committee but not to be less than four weeks from the date of the submission of the proposal to the insured persons. The dissolution of the Fund and the disposal of its assets thus decided shall not take effect until approved by the executive heads of the ILO and ITU.
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