2nd amended version adopted at the 2nd general assembly; Göttingen (Germany), June 8th, 1993
Applications for membership shall be sent in writing to the General Secretary of the Association.
Applications may be approved by the President and General Secretary of the Association.
Acceptance shall be ratified by the General Assembly.
Until ratification the membership has a preliminary status. Preliminary members have no voting rights.
– upon death or dissociation of the member;
– upon written notification of resignation sent to the General Secretary of the Association, received not less than 3 months before the end of the financial year of the Association;
– when a subscription has not been paid within two years of its due date.
The Association will ensure that there will be at least:
– one major event each year;
– two newsletter issues each year;
– an up-to-date database with names and addresses of the members of the Association.
The Association encourages the formation of special interest groups.
The Association keeps an up to date record of all current projects and activities, undertaken by special interest groups.
The Association has permanent and temporary offices.
Permanent offices are established for an unlimited time period. Temporary offices are established for a pre-determined time period.
To establish a permanent office, the board makes a proposal, providing details of location, tasks, number of employees, financial plans, etc., which needs the approval of the General Assembly.
One of the permanent offices runs the administration of the Association.
The board is responsible for the management of the permanent offices.
The board may delegate this task to a director, employed by the Association.
Temporary offices are established to fullfill a specific task.
A proposal to establish a temporary office can be made by a special interest group and needs the approval of the board.
4. General Assembly
The meetings of the General Assembly shall be announced at least 6 weeks in advance, unless stated otherwise in the constitution.
Extraordinary meetings of the General Assembly are called on written request of at least 10% of the membership with a minimum of 10 members.
The board shall be elected by a list system.
Elections are announced by the board at least six weeks prior to the Annual General Meeting of the General Assembly.
In the announcement it is stated which of the present board members may be re-elected for a 2nd or 3rd successive term.
The announcement should also state the final deadline for the submission of lists of candidates.
This will be 1 hour prior to the scheduled time of the start of the election process.
Lists of candidates are handed to the General Secretary.
A valid list contains:
– 6 nominated candidates;
– the names of at least 6 members, who support the nominations;
– a declaration by the candidates, that they accept nomination.
Candidates may support their own list.
A candidate may be nominated on more than one list.
Eligible candidates shall be:
– individual members;
– official representatives of non-individual members;
– representatives of non-individual members, appointed by the member.
Elected representatives of non-individual members shall be board member in person, without command or consultation.
The General Secretary provides all list with a number, in the order in which they are received.
When a list is not valid, the General Secretary provides those who supported the list with the opportunity to correct it.
The time in which this correction should be done is determined by the General Secretary.
Prior to the voting process a representative of each list has the opportunity to state the objectives of the candidates.
The voting-procedure will be in writing.
The list which attracts the most votes stands elected.
When two or more lists share the highest number of votes there is a second vote in which only those lists are presented to be voted on.
When three successive rounds have shown a similar result, the winning list will be determined by a draw.
The Treasurer presents an annual financial report for approval by the General Assembly.
At the same time the Treasurer will present the budget and the financial plan for the next financial year.
The budget provides details of the costs of the administration of the Association. It has to be approved by the General Assembly.
The General Assembly should ratify all subscription fees annually.
The membership fees for for corporate bodies and TV-stations are not less than fees for non-profit organizations and individuals.
A reduced membership fee is available for individuals who are members or employees of member organisations (inc. corporate bodies or broadcasting companies).
Activities of special interest groups should be self-financing or be funded by subsidy, sponsorship or other finance and support, raised by the organisers.
Organisers shall pay a percentage of their gross income (i.e. fees, subsidies, and other support, received in money) for the patronage, the use of address files, etc., of the Association.
The General Assembly should ratify the percentage annually. The percentage should be not less than 2%.
Organisers are required to send an annual financial report to the Treasurer.
Special interest groups are financially independent to the association and bear full financial responsibility.
Debts cannot be recovered from the association, unless a written guarantee is given by the Treasurer.
Such a guarantee shall always state the maximum amount of the guarantee, wich must correspond to the ratified financial plan.
7. Change of bylaws
The bylaws may be changed only by resolution of the General Assembly.
The proposed text of the changes should be sent to the members at least 6 weeks prior to the meeting.
When the quorum is present the decision is taken when 1/2 plus 1 of the members present vote in favour.
The working language of the Association shall be English.
These bylaws have been adopted at the founding assembly held in Zaragoza, Spain, on April 24th, 1992; in accordance with the special procedure in the original text amendments to articles 5.4 and 6.4.5 have been adopted at the 2nd general assembly held in Göttingen, Germany, on June 8th, 1993.