Statutes and Rules

IASFM Statutes and Rules

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Statutes

FORMATION OF AN ASSOCIATION

This day, the twelfth of January nineteen hundred and ninety-eight, there appeared for me, Mr. Kees Hendrikus Josef Flink, civil-law notary practising in Utrecht:

1. Dr. Louise Henriette Marguerite van Willigen, Amsterdam, The Netherlands;

2. Mr. Wolfgang Laurenz Bosswick, Erlangen, Germany.

The persons appearing declared that by this deed, they established an Association having full legal capacity and to lay down its Charter as follows:

Article 1. CHARTER, NAME, DOMICILE AND DURATION

The name of the Association is: International Association for the Study of Forced Migration.

The Association is domiciled in Utrecht.

The Association has been established for an indefinite time.

Article 2. OBJECT

The object of the Association is:

  • to promote and increase the scientific knowledge of forced migration;
  • to advance the understanding of appropriate and effective practice concerning forced migration;
  • and also everything related directly or indirectly to, or which can promote the foregoing, all this in the broadest sense.

The Association attempts to achieve its object by:

  • organizing international conferences to obtain a forum in order to further the objects of the Association;
  • to facilitate networking and better communication among persons involved in refugee and other forced migration issues;
  • to disseminate scientific knowledge and practical information concerning forced migration;
  • and further by using all other legal means which are deemed useful or necessary for achieving its object.

Article 3. OFFICIAL YEAR

The official year coincides with the calendar year.

Article 4. MEMBERSHIP

The Executive Committee shall decide upon the admission of a member. In the event of refusal by the Executive Committee, the General Meeting may still decide in favour of admission.

The admissions procedure shall be laid down by the Executive Committee in accordance with the Standing Rules, which Standing Rules must have prior approval from the General Meeting. The Executive Committee will have the power to amend these rules, but only with prior approval from the General Meeting.

Membership is open to natural person members. The members are required to subscribe to the objectives and Standing Rules of the Association.

Natural persons shall be members in a private capacity and shall not represent any entity/entities.

The Executive Committee shall keep a register in which the names and addresses of all the members are recorded.

The members are obliged to inform the Executive Committee immediately of their address and any changes to it.

The members are obliged to pay an annual contribution, to be determined by the General Meeting.

Article 5. TERMINATION OF MEMBERSHIP AND SUSPENSION

Membership will terminate:

  1. through the death of the member;
  2. through cancellation by the member;
  3. through cancellation by the Association;
  4. by expulsion.

Cancellation of membership by the member may only take place in writing towards the end of the official year and subject to four weeks’ notice.

Cancellation of membership by the Association will be done by the Executive Committee. This may occur if a member has ceased to fulfill the membership requirements, if a member does not comply with his/her obligations to the Association, as well as if the Association cannot reasonably be expected to the membership to continue.

Cancellation by the Executive Committee will take place with immediate effect.

Cancellation in contravention of the provisions of paragraph 2 will cause the membership to terminate at the earliest time allowed, following the date of cancellation.

Expulsion from membership will be done by the General Meeting upon a motion from the Executive Committee. This may only be pronounced if a member acts in conflict with the Charter, Standing Rules or resolutions of the Association, or unreasonably prejudices the Association. Expulsion will cause membership to end with immediate effect.

The member concerned will be entitled to submit a prior written defence. The expulsion procedure will be laid down by the Executive Committee in the Standing Rules, which Standing Rules will be adopted by the General Meeting.

Article 6. HONORARY MEMBERS

The General Meeting may appoint members who have made a significant contribution to the practice or the study of forced migration as honorary members for an indefinite time.

Candidates for honorary membership may be nominated by the Executive Committee, as well as on a motion by six members.

The total number of honorary members shall not exceed ten per cent of the total number of members.

Members who are honorary members shall be exempt from paying contributions. For the rest, they will have the same rights and duties as the (ordinary) members.

Article 7. COMPOSITION AND APPOINTMENT OF THE EXECUTIVE COMMITTEE

The Executive Committee shall consist of at least three officers. Appointments will be made by the General Meeting from among the members whereby the General Meeting will designate which position is to be filled by the appointed officer. The General Meeting shall designate the positions of president, secretary and treasurer.

The number of officers shall be determined by the General Meeting, but must be no less than three.

One officer may hold more than one position.

Candidates for the Executive Committee may be proposed by the Executive Committee, as well as on a motion by at least six members.

In composing the Executive Committee, the General Meeting must take account of the gender and regional distribution and must preserve the international character of the Association.

Article 8. DURATION TERMINATION OF EXECUTIVE COMMITTEE MEMBERSHIP, SUSPENSION

Each officer shall retire no later than two years after his/her appointment accordance with a rotation schedule to be drawn up by the Executive Committee, on the understanding that as long as the vacancy of the officer retiring by rotation has not been filled, he/she will remain in office. The retiring officer may he reappointed immediately no more than twice.

A person appointed to fill an interim vacancy will take the place of his/her predecessor in the rotation schedule.

An Executive Committee member will cease to function as such by:

  1. submitting a written resignation;
  2. the loss of the free disposal over his/her own assets;
  3. periodic retirement;
  4. dismissal by the General Meeting.

In the event of the vacancy or inability to act of one member, the remaining members of the Executive Committee will be charged with the management. For the duration of not more than one vacancy, the Executive Committee will be deemed to be complete. The Executive Committee must convoke a meeting within three months in order to fill the vacancy/vacancies.

Each Executive Committee member, even if he/she has been appointed for a specific period, may he dismissed or suspended at any time by the General Meeting. A suspension that is not followed within three months by a resolution for dismissal will end upon the expiry of that period.

Article 9. EXECUTIVE FUNCTIONS AND ADOPTION OF EXECUTIVE COMMITTEE RESOLUTIONS

The President shall be the Chairman of the Committee within the meaning of the law.

The Executive Committee will meet as often as this is required under the Charter or requested by the President or a majority of the Executive Committee, but in any case during the International Conference.

Honorary members are authorized to advise the Executive Committee, whether or not requested to do so by the Committee.

Resolutions may only be adopted at a meeting at which at least two Executive Committee members (or if there are more members at least half the members) are present or represented. An Executive Committee member may be represented at a meeting by a co-member with authorization in writing.

The Executive Committee may also adopt resolutions without a meeting, providing all Executive Committee members have expressed their opinions in writing on the motion concerned.

All Executive Committee resolutions must be adopted by an absolute majority of votes cast.

The Secretary will take the minutes of the proceedings of each meeting, which will be signed by the President and the Secretary after adoption by the Executive Committee.

The judgment pronounced at the meeting by the President on the outcome of a vote will he decisive. The same applies to the contents of an adopted resolution if the vote concerned a motion not set down in writing.

If, however, the correctness of this judgment is challenged immediately after its pronouncement, a new vote will he held if the majority of the meeting or, if the original vote was not by show of hands or by ballot, a person with voting rights present at the meeting so desires. The new vote will nullify the legal consequences of the original vote.

Article 10. EXECUTIVE DUTIES AND POWERS

The Executive Committed shall be charged with the management of the Association.

The Executive Committee may, as such, have one or more of its duties or powers, providing these have been defined precisely, performed or exercised by others under its responsibility.

Testamentary dispositions may only be accepted with the benefit of inventory.

Providing approval has been given by the General Meeting, the Executive Committee will be authorized to enter into agreements concerning the acquisition, alienation and encumbrance of registered property, and to enter into agreements whereby the Association binds itself as surety or joint and several co-debtor, warrants the performance of a third party or provides security for the debt of another party.

The duties of the Executive Committee shall include:

  • planning and organizing the Association’s activities;
  • making and maintaining contact with other relevant international organizations;
  • providing the members with information;
  • keeping a register of members;
  • raising finances, acquiring subsidies and contributions from international organizations and other institutions whose objectives and means are not in conflict with those of the Association.

Article 11. REPRESENTATION

The Association shall be represented by the Executive Committee. The Association may also be represented by two Executive Committee members acting jointly.

The Executive Committee may resolve to grant authority to one or more Executive Committee members as well as third parties to represent the Association within the limits of that authorization.

The Executive Committee must have the granting of continuing representative authority recorded in the register of associations.

If an Executive Committee member has an interest in conflict with the Association, the General Meeting may appoint one or more persons to represent the Association.

Article 12. ANNUAL REPORT – RENDERING OF ACCOUNT

The Executive Committee is obliged to keep records of the financial position of the Association and everything concerning its activities, in accordance with the requirements arising from these activities, and to keep the accounts, documents and other data carriers in such a way that the rights and obligations of the Association are recognizable at all times.

The Executive Committee must present its annual report on the course of the Association’s business and the policy conducted to the General Meeting within six months of the end of the official year. It must submit the balance sheet and profit and loss statement, with explanatory notes, to the General Meeting for approval. These documents are to be signed by the Executive Committee; if one of their signatures is missing, this should be mentioned, stating the reasons.

At this meeting, the Executive Committee must also submit a budget for next official year to the General Meeting for approval.

After this period has expired, any member may demand at law that the Executive Committee members jointly fulfil these obligations.

Each year, the General Meeting will appoint at least two persons from their midst, who may not be members of the Executive Committee, to form financial audit committee.

The committee must examine the documents referred to in the second sentence of paragraph 2, and report its findings to the General Meeting.

If examination of the statement of accounts requires specialized knowledge of accounting, the financial audit committee, providing the Executive Committee has given its approval, may call in the assistance of a professional auditor at the Association’s expense.

The Executive Committee is obliged to provide all information desired by the committee, to allow it to inspect the cash, securities and assets on request and to provide access to the accounts and records of the Association.

The Executive Committee is obliged to keep the accounts, documents and other data carriers referred to in paragraphs 1 and 2 for at least ten years.

The information put into a data carrier, except for the balance sheet and statement of profit and loss put on paper, may be transferred to and saved in another data carrier, providing the correct and complete data are transferred and can be made available during the entire ten-year period and can be made readable within a reasonable amount of time.

Article 13. GENERAL MEETING

Each year, no later than six months after the end of the official year, a General Meeting – the Annual General Meeting – shall be held.

Other general meetings will be held as often as the Executive Committee sees fit.

Furthermore, at the written request of at least the number of members necessary to constitute one-tenth of the authorized votes, the Executive Committee is obliged to convoke a general meeting within a period of not more than four weeks after submission of the request.

If the request has not been fulfilled within four weeks, those requesting the meeting may convoke it themselves in accordance with Article 14, on the understanding that in this case, the convocation period must he at least seven days, not including the day of convocation or that of the meeting.

Article 14. CONVOCATION PROCEDURE AND ADMITTANCE

The general meeting shall be convoked by the Executive Committee. Written convocation notices must he sent to the addresses of the members according to the membership register.

Unless this Charter stipulates otherwise, the convocation period must he at least six weeks, not including the day of convocation or that of the meeting.

The items on the agenda of the meeting must be included in the notice convening the meeting.

Admittance to the general meeting shall be open to all the Association’s non-suspended members and Executive Committee members.

The General Meeting will decide on the admittance of other persons than those mentioned above.

Article 15. VOTING RIGHTS AND RESOLUTIONS

All members who have not been suspended shall have voting rights at meetings.

Each member in that capacity may cast one vote.

Each member is entitled to have his/her vote cast by a proxy authorized in writing.

Resolutions may only be adapted at a meeting if at least five-hundredths of the members are present or represented, unless stipulated otherwise in this Charter.

Resolutions must be adopted by an absolute majority of votes validly cast, unless stipulated otherwise in this Charter.

If the votes are tied on a resolution not concerning the appointment of persons, the resolution will be rejected.

Votes on persons will be cast in writing unless the meeting decides to vote by acclamation.

If no one receives an absolute majority in a vote on the appointment of persons, a second vote (between the candidates nominated) win be held.

If, once again, no one has received an absolute majority, additional votes will be held until either one person has received the absolute majority, or the vote is tied between two persons. In the above-mentioned additional votes (which do not include the second vote) votes will be held in each case between the persons who were voted on in the preceding vote except, however, for the person receiving the smallest number of votes.

If the smallest number of votes in the preceding vote were cast for more than one person, lots will he drawn to decide which of those persons may not voted on in a new vote.

In the event that a vote between two persons is tied, lots will be drawn to decide who has been elected.

A unanimous resolution by all members, even outside a meting, shall have the same force as a resolution adopted by the General Meeting, providing it has been adopted with the prior knowledge of the Executive Committee.

The judgement pronounced at the General Meeting by the President that a resolution has been adopted by the Meeting shall be decisive. The same will apply to the contents of a resolution if the vote was held on a motion not act down in writing.

If, however, the correctness of this judgement is disputed immediately after its pronouncement, a new vote will he held if this is requested by the majority of the meeting or, if the original vote was not by show of hands or in writing, by a person with voting rights present at the meeting. This new vote will nullify the legal consequences of the original vote.

Article 16. CHAIRMANSHIP – MINUTES

The General Meeting shall be chaired by the President of the Executive Committee. If the President is absent, the Executive Committee will appoint one of its other members as chairman. If the chairmanship cannot be provided for in this way either, the Meeting itself will provide for it.

Minutes of the proceedings of each meeting will be taken by the Secretary or another person appointed by the chairman, which will be signed after adoption by the General Meeting by the chairman and the person who took the minutes.

The contents of the minutes will be communicated to the members.

If a meeting is convoked at the request of the members in accordance with the provisions of Article 13, paragraph 3 of this Charter, those requesting the meeting may charge persons other than Executive Committee members with chairing the meeting and taking the minutes.

Article 17. COMMITTEES

The Executive Committee may form and discontinue one or more committees.

The Executive Committee will determine the tasks of the committees and may transfer explicitly defined powers to them under its responsibility.

The members of the committee will he appointed and dismissed by the Executive Committee, whether or not from its midst.

Article 18. STANDING RULES

Standing Rules may he adopted to regulate all matters for which further regulation is deemed desirable. Standing Rules may not contain any provisions in conflict with the law or this Charter.

The Standing Rules shall be adopted and amended by the General Meeting. Its verbatim text must be made available for inspection by the members at an appropriate location five days before the meeting in question until the end of the day on which the meeting is held.

Article 19. AMENDMENT TO THE CHARTER AND MERGER

The Charter of the Association may not be amended except by a resolution of the General Meeting, convoked with the notification that a motion to amend the Charter will he made at the meeting.

A copy of the motion containing the verbatim text of the amendment must be made available at a suitable location for inspection by the members at least five days before the General Meeting until the end of the day on which the meeting is held.

The resolution for amendment to the Charter may only be adopted by a majority of at least two-thirds of the validly cast votes.

At least two-thirds of the members must be present or represented at the meeting.

If at least two-thirds of the members are not present or represented at a meeting at which a motion to amend the Charter is up for discussion, a new meeting must be convoked, to be held at least fourteen days, but no later than thirty days after the first meeting.

The convocation period for this meeting will be at least seven days, not including the day of convocation or that of the meeting.

A resolution to amend the Charter may be adopted validly at this meeting by a majority of at least two-thirds of the validly cast votes, irrespective of the number of members present or represented.

The provisions of this article shall apply mutatis mutandis to a resolution for merger.

Article 20.

The provisions of Article 19 shall not apply if all members with voting rights are present at the General Meeting and the resolution to amend the Charter is adopted unanimously.

Article 21.

The amendment to the Charter shall not take force until a notarial record thereof has been drawn up. Each member of the Executive Board will be individually authorized to execute the aforementioned notarial record.

Article 22. DISSOLUTION

The Association may be dissolved by a resolution of the General Meeting. The provisions of Articles 19 and 20 shall apply mutatis mutandis.

The Association shall continue to exist after dissolution to the extent necessary for the liquidation of its assets.

In documents and notifications issued by it, the words ‘in liquidation’ must he added to its name. Liquidation will end at the time when no more assets are known to the liquidators.

The Executive Committee shall be the liquidators of the Association. The provisions on the appointment, suspension, dismissal and supervision of Executive Committee members will remain applicable. The other provisions of the Charter will also apply as far as possible during liquidation.

The credit balance after liquidation shall be used for those purposes to be determined by the General Meeting which are most in keeping with the objectives of the Association.

After liquidation has been completed, the accounts and documents of the dissolved Association will remain for ten years in the custody of the person designated for that purpose by the Association.

Article 23. FINAL PROVISION

The Executive Committee shall he granted all powers within the Association which have not been granted to other bodies by law or by this Charter.

Article 24. TRANSITIONAL PROVISION

Contrary to the provisions of Article 7, paragraph 1, the first members of the Executive Council shall be appointed by this deed.

FINAL DECLARATION

In fulfillment of the provisions of Article 24, the persons appearing declared in conclusion that the following have been appointed as the first members of the Executive Committee of the Association:

Mr. Art Hansen, Gainesville, United States of America, as President;

Mr. Wolfgang Laurenz Bosswick, mentioned above, as Secretary;

Dr. Louise Henriette Marguerite van Willigen, mentioned above, as Treasurer.

CONCLUSION

The persons appearing are known to me, civil-law notary.

WHEREOF THIS ORIGINAL DEED was executed in Utrecht on the date mentioned at the beginning of this deed.

After the substance of this deed had been communicated to the persons appearing, they stated that they had taken cognizance of its contents and did not require the deed to be read out in full. Immediately after its limited reading, this deed was signed by the persons appearing and by me, civil-law notary.

I, Aart van den End, sworn translator for the English language, registered with the District Court of Utrecht, residing at Meerkoet 7, Leusden, the Netherlands, certify the above text of 10 pages to be a true and full translation from Dutch into English of the original text seen by me, in witness whereof signed and stamped:

Leusden, 12 March 1998

~ ~ ~

Rules

Member is a natural person accepted according to the rules laid down in section I and not being expulsed according to section II.

Executive Committee is a group of individual members appointed according to the statutes and the section III (officers). The Executive Committee should be formed out of three mandatory officers according to the statutes (president, treasurer, acting secretary), a vice president and one, two or three additional members at large. The Executive Committee shall not exceed the size of seven members. A newly elected Executive Committee takes over the responsibility with the approval of the financial report of the former Executive Committee by the General Meeting according to Art 12, 2 of the statutes.

General Meeting is a meeting of the members convoked according to the statutes and section III art. 4. The General Meeting shall take place physically at the occasion to the international conference organized by the IASFM. In between, it should take place electronically by using WWW and email. In the latter case, a period of two weeks after the convocation shall be defined to enable members raising movements or proposals for the General Assembly. For voting in an electronic General Assembly, a period of two weeks before the General Assembly shall be defined in the convocation giving an opening and closing deadline (day of the General Assembly).

Letter is a written statement. It should be transmitted regularly by email. If an addressee temporarily or permanently has no access to email, it will be transmitted by fax or air mail. However, the latter is applicable only as an exception for which good reasons have to be raised by the addressee and which may be subject to exclusions due to budgetary reasons.

Vote is an expression of yes or no by an individual member to a proposal raised for voting at a General Meeting according to the statutes. On an electronic General Meeting, the vote may be filed until the closing deadline via fax or email to the chair of the meeting appointed by the Executive Committee. It is encouraged that the member uses electronic signature (PGP) to prevent eventual fraud.

ADMISSION OF MEMBERS

Membership is open to scholars, fieldworkers and other individual persons who work in the area of the Study of Forced Migration and who are willing to contribute to the object and activities of the IASFM.

Persons who want to become members of the IASFM shall apply in writing to the Executive Committee of the IASFM. Information should be given to the Executive Committee using the application form which should include:

  • discipline of the applicant
  • actual work with regard to the study of forced migration
  • length of time spent in this area
  • how the applicant hopes to contribute to the achievement of the objectives of the IASFM
  • names of IASFM members who recommended the applicant to IASFM

Membership should be recommended by at least two members of IASFM. Applicants for membership of the IASFM shall have access to the membership through the Executive Committee.

Where the criteria are not clearly met, then a membership committee, consisting of three members of the IASFM shall review the application and make recommendations to the Executive Committee. This process should not take more than two months after the receipt of the application for membership.

The accepted applicant-member should be notified of the decision of the Executive Committee in writing by the Secretary. Members of the IASFM shall be informed about new membership as well.

If the application is not accepted, a reason should be stated.

When the application is accepted, the new member will be sent documents of the IASFM (Articles of Association, Policy and Activities Plan, etc.) in order to function as a member of the organisation.

The new member should pay the membership fee and contribute to the pursuance of the organisation’s objectives. Registration as a member of IASFM shall be definitive after the fees have been received by the treasurer of the Association. The Executive Committee may waive or reduce the membership fee for certain members (members from countries with non-convertible currencies, students).

Upon request by the member, the Executive Committee issues an optional membership card to accepted members of the IASFM.

Any decision of the Executive Committee regarding membership may be subject to review and discussion by the General Meeting if at least 4 members give reasons and request an inquiry.

The Executive Committee’s decision may be overturned by the General Meeting in its regular meeting in a manner provided for by Article 15. The Executive Committee and the four members who have inquiries shall present their arguments at the regular General Meeting.

EXPULSION OF MEMBERS

As provided for in Article 5 Section 5, expulsion from membership occurs by the General Meeting on the advice of the Executive Committee. This will occur when the member acts in conflict with the articles of association, the rules or decisions of the association or prejudices the association in an unreasonable way.

Any recommendation for expulsion of a member must be filed by any member of the Association in writing to the Executive Committee giving the reason for such motion. The Executive Committee will act on the recommendation only when there is an endorsement of at least five (5) other members of the Association.

The Executive Committee shall inform the member regarding the recommendation for expulsion and the reason for such in writing, not later than two weeks after receipt of the recommendation. All other members of the Association shall also be furnished a copy of the letter and encouraged to give comments or views regarding the issue.

The member involved and all other members of the Association shall submit to the Executive Committee in writing their views regarding the issue which should be received by the Executive Committee not later than one month after its letter to the members.

The Executive Committee shall deliberate on the issue and should come up with a recommendation within one month after receipt of the responses of the members.

The Executive Committee will notify the General Meeting of its motion, not later than two weeks after its decision. The General Meeting shall resolve the issue, at a regular meeting or at a Special meeting, in a manner as provided for in Article 13.

RULES IN RESPECT OF THE ANNUAL REPORT, STATEMENT OF THE ACCOUNT AND APPROVAL BY THE GENERAL MEETING

Article 1. Executive committee functions and competence

The executive committee shall be obliged to keep notes of the financial position of the association, enabling to be at any time informed of its rights and undertakings (Statutes article 12.1)

The General Meeting designates the position of the Treasurer (article 7.1).

The Executive Committee appoints an officer who, in case of absence of the Treasurer due to circumstances as stated in article 8.2 of the Statutes, acts as Treasurer.

The Executive committee delegates its tasks concerning the keeping of notes of the financial position of the association to the Treasurer. The Treasurer may with the approval of the Executive committee delegate tasks to other officers.

The Treasurer opens, together with the officer as described in point 3, (a) bank account(s) on behalf of the Association. If deemed appropriate another officer of the Executive committee may also open a bank account on behalf of the Association, but only after authorisation by the Treasurer.

Any financial transactions of the Association should be executed or authorised by the Treasurer.

The Treasurer keeps together with the Secretary of the Association a register of its members, their address information and their email address.

The Treasurer acquires financial means, subsidies and funds from international organisations and other institutes, the objects of which are not in conflict with the object and the means of the association.

The books concerning the budget of the Association should be held separately from the books concerning the organisation of the International Conferences.

Every three months and before every meeting of the Executive Committee, the Treasurer sends a Financial Report of the Association to all members of the Executive committee.

Any member of the executive committee may ask for clarification of the Financial Report.

Within six months from expiry of the official year the Treasurer, provides the executive committee with a balance sheet and a statement of assets and liabilities with an explanation.

Article 2. Annual Report – Statement of Account

The Executive committee shall publish within six months from expiry of the official year its Annual Report on the course of business of the Association and on its conduct of affairs. It shall submit the balance sheet and a statement of the assets and liabilities with an explanation to the General Meeting for approval.

The period of the publication of the Annual Report may be prolonged by the General Meeting.

The Annual Report shall be signed by all members of the Executive committee. Missing the signature of one or more of them, this should be mentioned stating reasons.

Together with the Annual Report the Executive committee shall furthermore submit a budget for the coming official year to the General Meeting for approval.

After expiry of the period, as mentioned in point 1 or 2 of this rule, each member of the Association can rightfully claim of the Executive committee that they fulfill these undertakings.

Article 3. Financial Report of the International Conference

The Treasurer keeps separate notes and books about the financial transactions for the organisation of the International Conferences.

The accountability of the Treasurer towards the Executive committee is as described in article 1 of these rules.

Three months after the International Conference the Treasurer submits to the Executive committee the Financial Report of the organisation of the conference.

When the Financial Report has been approved by the Executive committee it will be sent to a registered accountant for approval.

With the approval of a registered accountant it will be submitted to the funding agencies.

It will be sent to the General Meeting for approval in the first year after the conference together with the Annual Report of the Association.

The period of time as described under point 3 of this article and the form in which the Financial Report of the organisation of the International Conference is published is dependent on the requirements of the funding agencies.

Article 4. General Meeting – Convoking and Resolving

The General Meeting shall be held during the International Conferences, and yearly, at the latest six months from expiry of the official year, as well as often as the Executive committee shall so deem fit.

A General Meeting shall be convoked by the Executive committee.

The Executive committee can resolve without meeting, provided all members have pronounced them in favour of the proposals in writing. Resolutions shall be taken by the absolute majority of the votes cast. Blank votes are deemed not to have been cast.

The convocation of a General Meeting takes place in writing to the addresses of the members according to the Register of Members. The term of convocation is at least one month, the day of convocation and that of the Meeting not included. If deemed necessary facsimile or express mail will be used.

On convocation the subjects to be discussed at the Meeting will be mentioned.

The General Meeting shall be governed by standard parliamentary procedures such as laid out in the Robert’s Rules of Order.

At the General Meeting during International Conferences a policy plan and budget for the period between the conferences will be submitted by the Executive committee for approval as well as other subjects to be discussed at the Meeting.

For the period of two years, between the International Conferences, the Executive committee of the Association is bound to the task and activities of the Association as described in the policy plan and approved by the General Meeting.

At the annual meetings of the General Meeting the Annual Report and budget for the coming year are submitted for approval. They shall relate to the approved policy plan, as mentioned in point 7 of this article.

On convocation for the annual meeting a written approval of the Annual Report, budget for the year to come and other subjects is proposed. If at least such number of members as are entitled to cast one/tenth of the votes request a meeting, the General Executive committee is obliged to convoke a General Meeting within a period of no longer than four weeks.

The Executive committee is also obliged to convoke an annual meeting if it wants to make a change in activities other than laid down in the policy plan and approved by the General Meeting during the International Conferences.

If, on request of the members, an annual meeting is taking place, the Executive committee should see to it that this meeting coincides with the annual meeting of the Executive committee.

Resolutions on the Annual Report, budget and other subjects are taken as put down in article 15 of the Statutes and rules on right of voting and resolving.

When
the Meeting has approved the annual report, the Executive committee
therewith will be discharged.

Article 5. Approval of the Annual Reports by the General Meeting

The General Meeting shall during the International Conference appoint out of the common members a Financial audit Committee of at least two persons who may not be Executive committee members (article 12.3).

The Financial audit Committee will act as such for the period of two years, with exception of the resignation of one of the members in that period. If one of the members resigns the General Meeting should elect another member.

This Committee will examine the documents mentioned in article 2.1 in these rules and shall report on its findings to the General Meeting.

This report, with the signatures of the members of the Financial audit Committee, shall be added to the convocation for the annual meeting of the Meeting, as mentioned in article 4.9 of these rules.

The Executive committee is obliged to provide the committee with all information it may desire, to show cash and values on request and to give the books and documents of the Association for inspection.

If the examination of the Statement of Accounts should require special knowledge of bookkeeping, the Financial audit Committee may, provided with the approval of the Executive committee, have assistance from an expert, for the account of the Association.

PROCEDURE FOR THE ELECTION OF OFFICERS FOR THE EXECUTIVE COMMITTEE

  1. The Executive Committee defines duties and tasks of the officers, based on the policy or business plan for the next term(s).
  2. The Executive Committee invites members of IASFM to stand for (re)election for the defined positions as described under 1.
  3. The candidates provide the executive committee with a written summary of their past and current activities, with the inclusion of arguments for their candidacy for the defined position.
  4. The Executive Committee informs the membership at least 2 weeks before the general meeting in which the election will take place of its proposal concerning the positions and candidates standing for (re)election, and sends the membership the written summaries introducing the candidates.
  5. Members of IASFM can propose candidates with the support of six other members not later than 12 hours before the general meeting. Point 3 also applies for candidates proposed by members. The proposers are responsible for getting the summaries to the Executive Committee on time for distribution; otherwise the proposal is void. The Executive Committee is responsible for ensuring that the membership present at the general meeting receives the summaries introducing those candidates as well (if they have been received on time).
  6. The election will take place as described in the Statutes article 15, 5.

THE ELECTION OF COMMITTEE MEMBERS

In 2001 – 02 the IASFM had two committees, the Programme Committee for the 8th International Conference and an Advisory Group, which advised the programme committee on the contents of the programme of the 8th International Conference.

The procedures to form committees and define their tasks is described in article 17 of the Statutes.

The executive committee will discuss the formation and composition of (a) committee(s) with the membership during the general meeting.