International Association for Media in Science Constitution
2nd amended version adopted at the 2nd general assembly; Göttingen (Germany), June 8th, 1993
The association is called: “IAMS International Association for Media in Science”.
It will be referred to in this constitution as “the Association”.
The objectives of the Association are to promote the production, documentation, preservation, distribution and use of audio-visual media and materials for the growth and communication of knowledge in the natural and human sciences, technology and medicine.
The following are eligible for membership of the Association:
– non profit organizations, such as universities, foundations, associations and institutions;
– corporate bodies and broadcasting organizations which have an interest in the aims of the Association.
All members have equal rigths.
The activities of the Association are:
– organizing of conferences, screenings and workshops;
– informing its members through regular publications;
– maintaining a network of databases;
– providing consultancy services;
– any other business which helps to achieve the aims of the Association.
5. Seat, offices
The registered office of the Association will be in Meudon, France.
Le siège de l’Association est à Meudon, France.
The Association shall set up one or more offices.
6. General Assembly
The General Assembly comprises all members of the Association.
Members, other than individuals, are represented in the General Assembly by one delegate.
Meetings of the General Assembly are held in public, unless stated otherwise by the same General Assembly.
The General Assembly shall meet once a year in an Annual General Meeting (AGM).
The agenda of the AGM shall contain at least the following:
– the minutes of the previous AGM;
– the financial report of the past year and the budget and financial plan for the next year;
– reports on the activities of the Association and of the special interest groups;
– elections (every other year).
The board may call additional meetings of the General Assembly.
On written request of a fixed proportion of the membership the board may call an extraordinary meeting.
If the board fails to do so within 30 days after receiving the request the members may call for the extraordinary meeting. In this case they may appoint a chairman for this meeting.
Each member has one vote.
Members can vote by proxy.
No member may accept more than 1 proxy vote.
Decisions are taken with a majority of votes, unless stated otherwise in this constitution.
The voting procedure shall be in writing each time the majority of the members present decide to do so and each time the President considers it useful.
The quorum of the General Assembly amounts to 1/4 of the members.
If the meeting is not quorate, the meeting should be adjourned and a second meeting called within 14 days. If announced in advance this 2nd meeting can be held immediately after closing the first one.
At the 2nd meeting decisions taken by a majority of the members present are valid.
In matters of importance, the board or the General Assembly may hold a poll of all the members.
Decisions, which come from such a poll must be ratified by the General Assembly.
The General Assembly shall elect a board of 6 members.
Members of the board serve for a period of 2 years and may be re-elected.
No member of the board should serve for more than 3 successive periods.
Elections will be held every other year.
The board will appoint from their midst a President, a General Secretary and a Treasurer.
The President shall preside over meetings of the Association.
The President may delegate this task to another board member.
The General Secretary calls for meetings of the Association and is responsible for the minutes.
The Treasurer is in charge of the audit of the accounts and the verification of expenses.
The Treasurer presents the annual financial report and the budget and financial plan to the General Assembly.
For any case, in which the Association should be legally represented, including any lawsuit, the board delegates 2 of its members to act in the name of the Association.
8. Special interest groups
The work of the association will normally be carried out by special interest and project groups.
Special interest groups and project groups can be established by any group of members, sharing a common interest or willing to work on a common project.
Special interest or project groups inform the board about:
– their objectives;
– the initiators of the group;
– other group members;
They also declare that, if there is any income, they will pay a percentage as stated in the bylaws to the Association.
The establishment of a group will be ratified at the next meeting of the General Assembly.
The funds of the Association will come from subscriptions of members, donations, subsidies, sponsorships, advertising and any other legal source.
10. Change of constitution
The constitution may be changed only by a special resolution of the General Assembly.
The quorum, required for such changes is 2/3 of the members.
The proposal is accepted when at least 1/2 of the members present, plus one, vote in favour.
The text of the proposed changes must be sent to the members at least 6 weeks in advance of the meeting.
When the quorum is not reached a second meeting must be held between 4 weeks and 1 year after the first one.
In this meeting a decision may be taken when 1/2 plus 1 of the members present vote in favour.
This constitution is accompanied by bylaws.
The constitution and bylaws are written in English and French.
In case of presumed differences the French text will be conclusive.
13. Dissolution of the Association
In case of proposed dissolution or liquidation of the Association the procedure, as required to change the constitution, shall apply.
The General Assembly names a non profit organization. to which the assets of the Association shall be made over.
This constitution has been adopted at the founding assembly held in Zaragoza, Spain, on April 24th, 1992; amendments to articles 4 and 6.9 have been adopted at the 2nd general assembly held in Göttingen, Germany, on June 8th, 1993, in accordance with the special procedure in the original version, saying: “otherwise than stated in () article (10.2), during the 2nd general assembly of the Association, decisions taken on the amendments, which were handed in at the beginning of the founding assemblee of April 24th, 1992, will be valid when a majority of the members present vote in favour”.