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These regulations are to define the directives necessary to execute the Statutes of the World Technopolis Association
These regulations may, under no circumstances, contravene any of the provisions of the WTA Statutes, as they only govern the general working and project activities of the WTA.
The procedure for the admission of new members is as follows:
① A candidate should properly complete the Application Form and submit it to the Secretary-General. (revised this clause on Nov.12,1999)
② The Secretary-General should verify the information on the Application Form written by the candidate and prepare a written report about the candidate's suitability which shall be given to the President and the Executive Board.
③ The Executive Board shall review the suitability of the candidate and decide whether or not to approve the candidate. Should it be approved, the Secretary-General shall notify the candidate of the decision in writing. (revised this clause on Nov 12,1999)
In the case of new members, the Secretary-General shall issue invoices for the corresponding membership fees while taking into consideration the following situations:
① (deleted on Sept. 1, 2010)
② (deleted on Sept. 1, 2010)
③ (deleted on Sept. 1, 2010)
④ (deleted on Sept. 1, 2010)
⑤ The Secretary-General shall issue and send to new members the invoice of the corresponding admission fee with the notification of the approval of admission. (revised on Sept. 1, 2010)
⑥ According to a decision made by the Executive Board, the admission fee for a new member can be partly or completely exempted. (revised on Sept. 1, 2010)
All members must pay the annual fee in full within a maximum of 3 months from the date of issue of the invoice
The Secretary-General shall issue and send to those members who have not yet paid their annual fees as of April 15th every year a reminder of payment. From then, the Secretary-General shall issue and send the reminder every two months with a warning to the member in arrears that non-payment of the membership fee may result in the loss of membership as laid down in Article 8 of the WTA Working Regulations.
① The Secretary-General shall present to the General Assembly a report regarding membership fee receipts. (revised on Sept. 1, 2010)
② However, in individual cases in which extraordinary circumstances occur, the Executive Board may grant a further extension to permit payment of the membership fee and shall fix a limit to the extension granted. Once the period of the extension concludes without payment of the membership fee, the member in arrears shall automatically lose his membership in the WTA
① Any member who, having lost membership through non-payment of the annual fee, applies again to be admitted to the WTA, should follow the procedure laid down on Article 3 of these Regulations. In the case that readmission is approved, the admission fee shall not be applied.(revised on Sept. 1, 2010)
② The surcharges shall be fixed by the Executive Board.
Members shall automatically cease to be members in the following circumstances:
1. In the case that they present to the WTA President a letter resigning their membership of the Association,
2. In the case that they lose their membership as laid down in Article 8,
3. In the case that an organization or business member becomes bankrupt.
① The General Assembly shall be held once every two years, and extraordinary session may be convened with the request from the President or by a simple majority of members.
② The General Assembly must be chaired by the President of the WTA and in his or her absence by the Deputy President, designated by the President, or by a member city, designated by the Executive Board. (revised on April 26,2001)
① The General Assembly shall review and decide important matters such as projects and overall direction of the Association and also shall elect WTA officers
② The General Assembly has the right to reject, or modify, the decisions of the President and the Executive Board.
③ The General Assembly has the right to form a working committee or special committee, if necessary.
The regular session of the General Assembly shall be called with at least three months' notice, and one month's notice for an extraordinary session, in writing to all members, specifying the date and venue of the assembly and also the agenda or business to be conducted. (revised on April 26,2001)
At the General Assembly, any resolution put to vote shall be made by absolute majority of members present.(revised on Dec. 3, 2002)
① At the General Assembly, a resolution put to vote shall be decided by a show of hands unless a secret ballot is demanded by:
1. The WTA President
2. One third of the members present at the Assembly
② If a secret ballot is demanded, it shall be taken in such a manner as the President directs, and the result of the ballot shall be counted and declared by the President. Any voting member has the right to examine the ballot papers in the presence of the President and Deputy Presidents.
The Minutes of the General Assembly shall be drawn up by the Secretary General of the WTA and shall be sent to all WTA members within at least three months of the end of the Assembly.
1. The WTA President, or Deputy President or a members city, to be designated by the President in the absence of the President, shall chair the Executive Board meeting.
2. The heads or their city representatives or orfanization members elected ad Executive Board members shall attend the Executive Board meeting.
3. The Executive Board meeting shall be open with the attendance of a simple majority of the board members. Decisions shall be made with a simple majority of the members present.
4. The Executive Board meeting can be convened by the request of the WTA President or one third of the WTA members. The President shall notify all the members of the date and the agenda of the meeting one month in advance.
5. When an urgent matter prevents the meeting from being called, the President can ask board members in writing their opinions, or pros and cons on the issues concerned. The method of collecting the opinions of board members shall be decided though the consultation between the President and the Secretary-General. (revised on April 26,2001)
1. Regional Board can set up Secretariats for their regions and Assistant Secretary-Generals for the Regional Secretariats can manage the office.
2. Regional Board Presidents shall decide matters related to the operation of the Regional Boards unless those decisions contravene the WTA Statutes and Workong Regulations.
3. The WTA Secretariat can provide reasonable financial assistance for the operation of the Regional Board, if necessary. (revised on April 26,2001)
1. The Academic Committee shall be composed of 10 committee members who are recommended by city members.
2. The Academic Committee is to participate in R & D activities for the development of the WTA. The committee is also to manage the International Academic Symposium to be held in conjunction with the General Assembly.
3. The Executive Board shall detail the formation and operation of the Academic Committee. (founded this article on April 26, 2001)
The WTA President may grant all or any of the stated powers to a Deputy President, or to the Secretary-General, or to a city member. The Executive Committee shall decide to whom the stated powers of the President shall be granted if necessary.
1.The WTA Secretary-General, under the responsibility of the President, is in charge of the administration of the WTA.
2. The Secretary-General is an aide to the WTA President. In his or her capacity as Secretary, he or she should hold the Book of Minutes, corresponding official letters, administrative papers and accounting documents of the WTA in safekeeping. The Secretary-General can attend Executive Board meetings and the General Assembly with the right to speak but not to vote.
1. The Secretary-General shall decide the number, recruitment, and salary of the Secretariat staff in consultation with the Executive Board.
2. The Secretariat shall carry out the following functions under the guidance of the Secretary-General.
① budget and accounts
② planning and implementing WTA businesses and activities
③ matters related to operating the General Assembly and the Executive Board
④ communicating with members and liaising with members
⑤ implementing responsibilities that the General Assembly or the Executive Board renders to the Secretariat and also as the President and the Secretary-General instructs. (revised on April 26,2001)
1. TThe WTA Development Institute shall be established and have the Director and researchers.
2. The Director of the WTA Development Institute shall be appointed by the President with the recommendation of the Executive Board and the researchers shall be appointed by the Director. (added this article on April 26, 2001)
1.(deleted on April 26,2001)
2.The Auditor shall operate independently and supervise the Association's accounts and other actions of the organization.
3.The General Assembly can commission the Auditor to investigate a particular matter and have him or her submit a report on the matter.
4. The Auditor shall perform such functions in a manner, which does not contravene ordinary audit standards, and he or she shall follow the directions of the General Assembly.
The accounts of the WTA can consist of two types: the general account and the special account.
1.The WTA financial period shall be annual, beginning on the first of July and ending on the 30th of June the next year.
2. The financial closing period shall lat until the last day of August of the following year. (revised on April 26,2001)
The Secretary-General shall be responsible for the overall budget and accounts under the guidance of the WTA President. (revised on Dec. 3, 2002)
1.The Secretary-General shall be responsible for the following:
①The Secretary-General shall request the WTA members to remit their admission fees and annual fees, as well as to apply for various grants eligible for the organization.
②The Secretary-General shall be in charge of the organization's expenditures.
③The Secretary-General shall be in charge of managing the supplied goods of the Secretariat.
2.The Assistant Secretary-General shall be in charge of the following:
①He or she shall be in charge of receiving receipts that have already been decided on.
②He or she shall be in charge of spending money for the expenditures to be incurred by the Secretary-General
③He or she shall provide office supplies to the Secretariat staff.
WTA Budget and Accounting shall be made and kept in the currency of the country in which the Secretariat is located. US $ can also be used if necessary.
The WTA budget shall be drawn up annually with several categories such as chapter, part, section, and item according to the nature and objective of the specific content of the budget.
1.The WTA Budget Estimates shall be prepared by the Secretary-General and approved as the WTA Budget for the next year by the Executive Board at least one month before the next financial year begins.
2.When the budget for a coming financial year has not been approved due to extraordinary reasons, only basic running costs of the Secretariat shall be paid according to the previous financial year's spending for the same purpose.
3.When Supplementary Budget Estimates are necessary due to changes of a project or lack of an appropriation, they shall be prepared by the Secretary-General and submitted to the Executive Board for approval.
4. The approval and changes to the budget can be made by the Executive Board in writing. (added this clause on April 26,2001)
Any appropriations of an annual budget should not be carried forward and used during the next fiscal year. Only an unpaid appropriation in an unavoidable situation can be paid during the following financial closing period.
AWhen appropriation should be diverted for other purposes, appropriation should be governed by the Secretary-General and should be reported on it to the WTA President. (revised on Dec.3,2002)
a. Excessive spending can be executed on the following items:
b. expenses for public services
c. depreciation expense
d. reserve for fund increase
1. An Emergency Fund may be allocated in case of unexpected circumstances.
2. Use of the Emergency Fund shall be governed by the Secretariat General who shall report on such use to the WTA President. (revised on Dec. 3, 2002)
1. All the revenues and expenditures of the Secretariat must be done through income and expenditure resolution.
2. Income and expenditure resolution shall be prepared with an invoice, receipt, and other supporting documents.
3. Any change on any of the documents should have the signature or seal of the official in charge.
Received revenues should be deposited in a bank account on the day of receipt. Only a special occasion may delay the procedure.
Only the Secretary-General can incur any expenditures according to the appropriations through proper documentation, but miscellaneous items may be dealt with by the Assistant Secretary-General.
1. Advance payment can be made when necessary, for example expenses for travel and mail.
2. Also in this case proper documentation should be made immediately after the expenditures are made.
1.The official in charge of accounting shall be responsible for keeping the money under his responsibility, and any amount of loss should be immediately reported to the President through the Secretary-General.
2. When the Assistant Secretary-General is replaced, the outgoing Assistant should hand over his or her work with bank certificates for remaining deposits, the cashbook closed a day before the work is transferred, and also a list of supporting documents to the incoming Assistant within three days from the issuance of the appointment letter. All the procedures for work transfer should be done in the presence of the Secretary-General.
The selling and buying of any goods and assets shall be governed by the Secretary-General with a plan detailing the size, quantity, budget estimates and method of the selling or buying.
All contracts shall be awarded on the basis of international competition. However, contracts ad libitum may be accepted only when deemed more appropriate than competition in the light of the contract matter's nature and objective.
1. The following conditions allow contracts by negotiation without competition:
2. When contracts by negotiation offer far more favorable contract terms.
3. When the estimated price of goods to be purchased does not exceed 30million won.
Closing the accounts, including all revenues and expenditures, shall be done while considering the last day of the financial year as that year's final day.
Settlement of Balance should be prepared with the following documents:
1. Revenues and expenditures of the financial resources.
2. Budget accounts (principal and supplementary budget)
3. Assets and liabilities
4. Other related matters (revised on April 26,2001)
1. The Secretary-General should submit to the General Assembly through the Executive Board the financial report once every two years.
2. The above financial report shall be submitted with the Auditor's commentary. (revised on April 26,2001)
Any surplus of a financial year shall cover the loss of the previous financial year. If there is still surplus, it shall be carried forward to the next financial year or transferred to the WTA Fund
1. The WTA Fund shall be formed and managed with the aim of ensuring the stable and effective operation of the WTA.
2. WTA Fund's resources are as follows:
a. Fund reserve
b. Contributions from member cities or other individuals
c. WTA revenues that the Executive Board decides to transfer to the Fund
2. Amount of every financial year's surplus that is transferred to the Fund
To reduce the amount of the initial Fund the approval of the Executive Board must be obtained
The Fund should be kept in an independent account, separate from the general account.
The Fund shall be invested in bank savings accounts or trusts. The Fund shall be otherwise invested when the President deems it necessary or appropriate and only after the approval of the Executive Board.
WTA Accounting shall be carried out through the form, method, and a language to be decided by the Secretary-General when the need rises.
1. The Goods Manager shall register all the WTA assets in a related book.
2. The Goods Manager shall be the Secretary-General of the WTA
1. All office equipment and fixtures shall be marked with a serial number and recorded in the book of office equipment and fixtures.
2. An annual inventory inspection shall be taken on the office equipment and fixtures. Additional inventory checks should also be made whenever there is a change in personnel involving the official in charge of the inventory.
The Goods Manager shall maintain a list of donated goods and report it to the President.
The official in charge of receiving and giving goods shall act under the authority of the Goods Manager
1. Those goods considered useless or unusable may be sold or thrown away.
2. When goods need to be thrown away, the useless item and its quantity and method of disposal shall be defined and approved by the Secretary-General.
All WTA documents shall be signed by the official in charge and take effect when received by the concerned party.
1. Official letters shall be prepared in a plain and concise manner, and all official letters for correspondence among members shall be written in English.
AOfficial letters to be sent outside shall be prepared in an official manner with the signature of the sender at the bottom of the letter.
1. Official letters shall be sent by mail in principle, and they can be delivered by people, telegram, telephone or e-mail.
2. Official letters should be registered in the Official Letter Sending Record before they are sent.
3. When official letters are sent by fax or e-mail, the original should be kept.
1. The period during which official letters should be kept shall be decided by the President; the Secretary-General shall be responsible for their storage.
2. The period of official letters' storage shall vary from one year, three years, or five years to semi-permanent and permanent depending on the importance they have.
3. The period of official letters' storage shall start on January 1st of the year following that year when the official letters' directions take effect and end on December 31st of the final year of the pertinent storage period.
1. Official letters whose storage period has expired shall be disposed after they are registered in the Memorandum Disposal Record. Such disposal shall be performed regularly or frequently.
2. Even after the storage period has expired, those letters worth keeping or needed for future reference may have their disposal postponed.
The Secretary-General shall have the responsibilities for storing all the official WTA letters and documents.
1. The Secretary General shall have the right to dispose of the remaining asset when the WTA is dissolved.
2. The Secretary General can form a settlement committee to dispose of the remaining assets and the committee members shall be appointed by the Secretary General through consultation with the former President. (revised on April 26,2001)
Any case that is not hereby regulated through the provisions of these Working Regulations shall be dealt with according to international customs of the provisions of other international organizations wherein similar cases are found. The Executive Board shall discuss and makes a decision if necessary. (revised on April 26, 2001)
1.The Working Regulations shall take effect from the day of approval at the General Assembly.
2.(Temporary Measure) Membership management, budget operation, and financial decisions handled before the approval shall be regarded as having been carried out according to the Working Regulations.
The amended Working Regulations takes effect from November 12th, 1999
1. The amended Working Regulations takes effect from April 26, 2001.
2. The WTA Working Regulations shall be revised by the proposal of a member(s), an Executive Board member(s), or the Secretary General at the Executive Board meeting.
The amended Working Refulations takes effect from December 3rd,2002.
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