Internal Procedures of the Society
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Statutes of the European Society of Paediatric Radiology (ESPR)
The members who subscribe to these Bylaws hereby form an association governed by the Act of July 1, 1901 and by the Decree of August 16, 1901 named :
“EUROPEAN SOCIETY OF PAEDIATRIC RADIOLOGY – ESPR” – (SOCIÉTÉ EUROPÉENNE DE RADIOLOGIE PÉDIATRIQUE)
The Association is a non-profit organization with no religious or political activity. Its official language is English. It is European in scope although it is not restricted to Europe and the officers may accept one or more members from outside this region, in particular from the Mediterranean basin and they may also accept practitioners from countries that do not have a national society of paediatric radiology.
The Association is founded to pursue the following objectives:
- Provide a forum and foster dialogue between paediatric radiologists, i.e. radiologists who have shown an interest in the field of paediatric-perinatal, diagnostic and interventionist imaging ;
- Contribute to the sharing of best practices and the development of paediatric medical imaging both in and outside the countries of the European Community ;
- Initiate lead and create excellence in diagnostic and interventionist paediatric medical imaging ;
- Develop training specifically designed for paediatric radiologist. To this end fellowships may be awarded to young physicians so that they can take part in internships, courses and conferences, based on criteria that will be determined by the officers ;
- Advise on optimal practice of radiation protection in particular for children based on the principle of “justified” and “optimized” actions ;
- Foster professional relations with various radiological and paediatric societies and organizations around the world ;
- Encourage all practitioners who so wish to participate in a dynamic and friendly community in the field of paediatric radiology ;
- Initiate, lead and create excellence in fundamental clinical research around any field of paediatric, perinatal and fetal diagnostic and interventional imaging.
The registered office shall be at :
Bicêtre Hospital, Paediatric Radiology
78 rue du General Leclerc – 94275 Le Kremlin-Bicêtre – France
It may be transferred by decision of the officers.
The Association is formed for an indefinite term.
Individuals who wish to be admitted as a member of the association must subscribe to these bylaws and pay annual dues, the amount of which will be determined by the Annual Members Meeting.
The association’s membership will be made up of individuals who are alumni of medical schools and licensed to practice medicine and whose primary area of practice is paediatric radiology and perinatal diagnostic and interventionist radiology or relating to Paediatric Radiology with particular interest.
The association will have a number of different membership categories which may be altered from time to time and which are defined in their internal regulations.
Membership shall be forfeited in the following cases :
- When a member resigns
- When a member dies
- When membership is revoked by the board (see article 10) for serious reasons
- For failure to pay dues
The Association shall engage in the following actions:
- Organise conferences, courses and seminars. A chairperson shall be appointed each year to organize the annual congress of the society. She/he is helped in this task by a conference committee, including the treasurer of the association, as defined in the internal regulations;
- Work in conjunction with other scientific organisations such as the Society of Pediatric Radiology (North America) and the European Society of Radiology;
- Publish an official Journal of Pediatric Radiology and other online publications;
- Other activities as determined by the ESPR board.
The associations resources shall include the amount of annual dues that are payable before 1st of January of the current fiscal year. Any late payment of dues of more than two years, after at least two letters reminding a member of unpaid dues, will be considered notice of resignation. Members who leave the association forfeit all their rights.
The Association shall be run by
1. The elected officers (referred to collectively as the ESPR board). The three principal officers are elected for a five-year term of office by the members at the Annual Members Meeting. Officers may be re-elected to only one additional five-year consecutive term of office.
The officers shall include:
- A President who is the person who legally represents and is responsible for the Association. She/he defines the association’s policies with respect to other health professions (physicians, radiologists, researchers, etc.); Government agencies or entities (government ministries, appropriate European Union bodies, etc.) ; Other learned societies;
- A General Secretary whose role it is to organize the current affairs of the Association;
- A Treasurer who is in charge of collecting the Associations dues and managing the books. She/he undertakes managing and expenses system.
The Treasurer shall have a right to veto any action contemplated by the Board. In the event of a major disagreement between the treasurer and the other officers, the dispute will be brought before the Council of Trustees, which will arbitrate alone in the last resort;
In addition the officers shall appoint others to be board to fulfil specific roles.
2. A Council of Trustees. The Council of Trustees shall consist of at least three members elected for three years by the members at the Annual Members Meeting. Its members can be re-elected. The council of trustees shall prepare the internal regulations and have them approved by the members at the Annual Members Meeting.
The officers represent the Association. They should exercise all its rights and have the power to provide the day-to-day administration.
In connection with the strategies determined by the members at the Annual Members Meeting, the board defines the action to be taken by the Association.
The officers shall meet at least twice (2) a year at the invitation of the President or at the request of one quarter (1⁄4) of the officers.
Decisions are taken by a majority of votes. In the event of a tied vote, the President will have the deciding vote.
The President will represent the Association in court and in all civil matters (such as the signing of any copyright agreements but not accounting and financial transactions) or, if she/he is unable to do so, by any officer specifically authorized for such purposes by the Council of Trustees.
The Council of Trustees must meet at least once a year and, in any case whenever:
- The officers are unable to perform their duties properly
- At least three officers resigned at the same time. In either case the Council of trustees shall revoke the officers and take over the running of the association until the next Annual Members Meeting. However, in the event of an emergency or of a sufficiently serious reason at its sole discretion, it may call a Special Members Meeting.
The Officers or the Trustees spending any out-of-pocket expenses undertaken in the performance of their duties will be reimbursed upon submission of receipts.
The financial report delivered to the members of the Annual Members Meeting must mention any reimbursement of any business or travel expenses or entertainment allowances paid to the officers or the trustees.
All the members, regardless of their category may attend the Annual Members Meetings.
Annual Members Meetings shall be held once a year. At least fifteen (15) days before the scheduled date, the General Secretary must give notice of the meeting to all members of the Association.
The agenda of the meeting must be included with the notice of the meeting.
The President along with other officers shall preside over the meeting and report on the results of the previous year and the current situation of the Association.
The Treasurer shall report on her/his management of the Associations accounts and submit the annual financial statements to the members for their approval.
After exhausting all the business on the agenda, the officers and trustees shall be elected and new bylaws put forward for voting. Then members will be elected to the governance bodies based on the timetable set in article 10 of these bylaws.
At the annual meeting the officers shall deliver their reports on the management, the current situation and the finances of the Association for the previous year. The Council of Trustees may also deliver its report to the members.
The members shall approve the financial statements of the period, determine the amount of dues payable by members, decide on any appeals and, generally discuss any matters of general interest and matters put them by the Board or Council of Trustees.
While there is no quorum requirements for annual meetings, votes require a majority of the active members present in person or represented by proxy who are currently and up-to-date in the payment of the dues.
In the interest of transparency the Association’s accounting, a chartered accountant and an auditor will be appointed to audit the accounting practices and the books prepared by the treasurer.
If need be or at the request of at least one-half plus one of the current members, the Council Trustees can call a Special Members Meeting in the same manner that the Annual Members Meetings are called. Said meetings may be held, if need be, using secure electronic technology.
The agenda for a Special Members Meeting must include either the appointment of all new officers, the modification of the bylaws or the dissolution of the Association.
With respect to these last two points, votes require a two thirds majority (2/3) of the members present in person at the meeting.
In the event of the dissolution of the Association decided by at least two thirds (2/3) of the members present in person at the Special Members Meeting, the members shall appoint one or more liquidators and the assets, if any, will be transferred to any entity that the members may designate at the meeting.
The Association may join various federations and unions pursuing the same goals and objectives as the Association.
The officers will be responsible for making the decision to have the Association join a federation or a union and having it ratified by the members of the members meeting.
The Association may have several sectors, sections or groups that report on their activities at each of the Association’s Members Meetings or to the Board when it so requires.
Their structures and relationships with the Board will be addressed in the internal rules of procedure.
During the Annual Members Meeting held in BUDAPEST (Hungary), on June 3-7 2013, the members of the Association resolved as follows:
The officers shall consist of:
- The President : Rutger Jan NIEVELSTEIN
- The General Secretary : Catherine OWENS
- The Treasurer : Catherine ADAMSBAUM
Note: only the three mandatory officers are cited but the members can of course designate other officers as indicated in article 10 above.
The members convened by Special Members Meeting give all powers to the General Secretary or the Treasurer to file a copy of these bylaws.
- The President
- The Treasurer
shall have signing authority on the Association’s bank account and to use the bank account on behalf of the Association.
Membership of the Association implies acceptance of these bylaws and of the rules of procedure.
These bylaws have been drawn up in five (5) copies in BUDAPEST (Hungary) On June 6 2013.
Rutger Jan NIEVELSTEIN.
_______________________________________ General Secretary,