Institutional Governance & Administrative Structure

Democratic Stewardship

Principles of Benevolent Administration

As an officially recognized public-benefit association governed by the Law of July 1, 1901, CHAMP-LIVRES adheres strictly to statutory principles of non-profit disinterested management (gestion désintéressée). Our administrators, officers, and committee members contribute their time, professional expertise, and civic passion on a strictly voluntary basis without receiving financial compensation, salaries, director fees, or stock options.

Our administrative model is designed to prevent conflicts of interest, protect public municipal resources, and ensure that every community euro received through municipal grants, departmental subsidies, or voluntary donations directly translates into tangible public literacy benefits for the residents of Champrond-en-Gâtine.

Directory of the Administrative Board

The association is guided by an Administrative Board elected by the General Assembly for renewable three-year terms. Board members are long-time residents of Champrond-en-Gâtine and surrounding Perchois communities, bringing complementary backgrounds in education, public administration, cultural mediation, and organizational finance:

Transparent Budget Allocation (2025 Calendar Year)

In accordance with our commitment to public accountability, we publish the full financial breakdown of our operational expenditures. Because our premises, heating, and utilities are furnished through our civic partnership with the Commune of Champrond-en-Gâtine, 100% of our financial outlays are dedicated to educational materials, collection renewal, and cultural community events.

Internal Auditing & Oversight Committee

Financial integrity is guarded by an independent Internal Auditing Commission composed of two active association members who do not hold executive board positions. Appointed by the General Assembly, the auditors conduct unannounced bi-annual reviews of all bank reconciliations, expense receipts, grant allocation certificates, and membership ledgers.

Prior to the convening of the annual General Assembly, the auditors produce a formal written report confirming whether the Treasurer's financial records accurately reflect all cash inflows and disbursements. This audit report is read aloud during the plenary session and published in full in our annual public report dossier, available to any citizen upon request at the municipal reception desk.

Democratic Functioning of the General Assembly

The General Assembly represents the supreme governing organ of CHAMP-LIVRES. It convenes once annually during the first quarter of the calendar year, following written convocation mailed and digitally dispatched to all registered members at least fifteen days in advance.

During the Ordinary General Assembly, the following democratic proceedings take place:

• Moral and Activity Report: The President delivers an exhaustive overview of all library activities, circulation volumes, school partnerships, and community cultural events organized throughout the past year. Members vote to formally approve the moral report.
• Financial Report and Auditor Discharge: The Treasurer presents the line-item balance sheet and income statement, accompanied by the independent auditors' findings. A formal vote is conducted to grant discharge (quitus) to the executive officers.
• Strategic Orientation and Budget Vote: The board presents projected budget allocations and proposed cultural initiatives for the upcoming year, soliciting feedback, amendments, and suggestions from assembly attendees before formal adoption.
• Renewal of Board Mandates: As board terms expire on a staggered triennial cycle, democratic elections are held via secret ballot. Any adult member in good standing is entitled to submit their candidacy.

Code of Ethics and Conflict of Interest Prevention

To safeguard public trust and comply with the highest standards of non-profit statutory stewardship, CHAMP-LIVRES enforces a strict Code of Ethics. Key directives include:

1. Strict Commercial Incompatibility: No board member or volunteer may enter into commercial procurement contracts with the association. All book purchases and supplies are obtained from licensed independent bookshops or certified educational distributors through competitive quotation.
2. Protection of Patron Privacy: Patron reading records and contact information are strictly confidential under French and European data protection laws (GDPR). No reading history is retained after books are returned, and patron records are never shared with commercial entities, insurers, or marketing companies.
3. Inclusivity and Non-Discrimination: All decisions regarding library access, workshop participation, and volunteer onboarding are made without discrimination based on origin, gender, political belief, philosophical outlook, or socioeconomic status.

Statutory Prefecture Filings and Municipal Conventions

The legal foundation of CHAMP-LIVRES is anchored in continuous compliance with the administrative requirements of the Prefecture of Eure-et-Loir. Following every Ordinary or Extraordinary General Assembly involving modifications to board composition, executive officers, or association statutes, an official administrative declaration is submitted within three months to the prefectural office in accordance with Article 5 of the Law of July 1, 1901.

All minutes of administrative deliberations, attendance ledgers, and electoral certificates are systematically transcribed into a physical Special Register (Registre Spécial), preserved permanently at the registered office inside the Mairie of Champrond-en-Gâtine. This register is held available for inspection by prefectural authorities, judicial officers, and municipal delegates upon formal notice.

Furthermore, our daily operations are governed by a pluriannual Partnership Convention (Convention Pluriannuelle d'Objectifs et de Moyens) negotiated transparently with the Municipal Council of Champrond-en-Gâtine. This convention outlines the mutual commitments of both parties: the municipality pledges continuous provision of the municipal library premises, basic utility upkeep, and an annual baseline operational subsidy; CHAMP-LIVRES pledges minimum guaranteed public opening hours (including evenings and Saturdays), professional catalog maintenance, adherence to safety and hygiene protocols, and an annual public presentation of operational metrics to the municipal council.