EUROPEAN SOCIETY OF PHYSICAL AND REHABILITATION MEDICINE (ESPRM)
Statutes September, 2010
Name and location
- The name of the organisation is the European Society of Physical and Rehabilitation Medicine and is hereinafter referred to as the European Society.
- The European Society is located at the address of the current President.
- To improve awareness of PRM's fundamental role in implementing social changes to fulfil the rights of disabled people.
- To promote scientific research and education in PRM at a European level.
- To harmonize the way of understanding rehabilitation in different countries at a European level.
- To diffuse the European knowledge in the International bodies to contribute for the enrichment of contents and awareness of PRM at any level and in any matter.
Article 2 / Goals
- To facilitate international exchange regarding different aspects of rehabilitation activities and research, including disseminating information regarding rehabilitation related funding, multicentre trials, national and European projects, meetings and congresses.
- To provide means to facilitate research activity and communication at the European level.
- To organise a biennial European congress of P&RM in one of the member countries.
- To influence national governments and European organisations to support initiatives and co-operation in the field of research in Physical and Rehabilitation Medicine.
- To establish a close cooperation with the Physical and Rehabilitation Medicine Section and Board of the Union Européenne des Médecins spécialistes (UEMS) and the Académie Européenne de Médecine de Réadaptation.
- To provide information to local, national and European governments about the contents and evidence based efficacy of P&RM.
- All activities in the broadest sense that are related to, are part of or are beneficial to the goals mentioned above.
- All Activities toward other Disabled People, Health, Medical Associations and other scientific associations in Europe.
The financial resources of the European Society will consist of
- contributions from national societies of P&RM and from individual and associate members
- subsidies and donations
- gifts, testamentary dispositions and legacies
- revenues from European congress and other congresses and meetings
- revenues from sponsors
- all other acquisitions and profits
- The General Assembly of the European Society consists of representatives of the national scientific societies which are members of the European Society and are called "national society". Each national society has the right to appoint two representatives as members of the General Assembly and announces this appointment to the secretary general of the European Society. The General Assembly includes 3 members, each with one vote, elected in by Individual Members Assembly. They should not be official delegates of the National societies. The election could be realized in the Congress Individual members Assembly, and the candidatures should be announced at least 2 months before by Newsletter.
- Members of the General Assembly shall be honorary and non-salaried by the European Society. They may not claim funds from the society for time, travel expenses and so forth, unless otherwise determined by the Executive Committee of the General Assembly.
- The General Assembly elects an Executive Committee consisting of a President, Immediate Past President for 2 years and than for 2 years the President elect, a Secretary General, a Treasurer and 4 other members elected from the general membership. The terms of office of the Executive Committee members will be as stated in the byelaws.
- The members of the General Assembly resign according to a schedule of resignation, taking into account a term of 4 years with the exception of members of the Executive Committee for whom a term of less than 4 years may be applicable; after resignation the members of the General Assembly can be re-appointed immediately.
- In the case of absence of one or more members of the General Assembly the remaining members form a legal board.
- In the case all members are absent before appointments of the vacant posts has taken place or the national societies neglect to provide in a reasonable time in a vacant post the appointment will be done by the court of justice on request of every party or person concerned or on demand of the legal authorities.
General Assembly, Executive Committee, Meetings and Decisions
- The General Assembly shall meet at a location which will be decided upon by the Executive Committee.
- The General Assembly will meet at least once every year.
- Meetings of the General Assembly and the Executive Committee shall be organised if the president decides so or if (1/3 of the members of General Assembly, or 3 members of the Executive Committee) send a written request with a clear indication of the subjects that have to be discussed.In the case the president does not follow the request in such a way that a meeting can be held within 6 months after request, the member of the General Assembly or the Executive Committee has the right to announce a meeting him/herself, taking into account all the necessary formalities.
- The announcement of a meeting must be made at least 2 months in advance by letter and by or in the name of the president.
- The letters of announcement must include at least the agenda, the location, the date and the time of the meeting.
- The meetings will be chaired by the president or in the absence of the president by a chairman appointed by the President among the members participating in the meeting.
- The minutes of the meeting will be the responsibility of the secretary general or during his absence one of the members appointed by the president. The minutes will be accepted in the next meeting and will be signed by the chairman and secretary general.The minutes of the meeting, including all decisions, recommendations, studies and other documents will be sent to the members of the Executive Committee and/or the General Assembly within 3 months after the meeting.
- During the meeting the General Assembly or the Executive Committee can only take decisions when the majority of the members or the majority of national societies, respectively, are present or represented. A member of the General Assembly or the Executive Committee has the right to ask another member to represent him with a written authorisation. A member can only act as a proxy for one fellow member.
- The General Assembly and the Executive Committee are allowed to take decisions outside a meeting, provided that all members have had the opportunity to give their opinion by letter and nobody has any objections and is in favour of the proposition. The secretary general shall make a written report of this decision, including all written feedback from the members, which will be signed by the chairman and edited to the minutes.
- In the Executive Committee every member has the right of one vote. All voting will be done with the majority of the valid votes, unless these statutes prescribe otherwise. In the General Assembly every national society represented by one or two delegates has one vote (one vote for each country). All decisions will be made with the majority of the valid votes, unless otherwise prescribed by the statutes.In case of equal votes the president takes the decision. Only members in good standing (regularly paying their subscription fee to the ESPRM) have the right to vote.
- All voting during the meeting takes place orally unless the president judges that a written voting is necessary or in case one of the members makes a request before the voting. Voting in paper takes place by anonymous closed letters.
- Blank votes will be considered as non-valid.
- In all disputes about votes, if so far not provided by these statutes, the president makes the decision.
- All subsections of article 5 are, as far as possible, applicable on meetings and decisions of the Executive Committee with the exception that the Executive Committee will meet at least two times a year.
Competence of the Executive Committee and Representation
- The Executive Committee is charged with the government of the European Society.
- The Executive Committee is not allowed to decide to engage in agreement to acquire, to alienate or to mortgage registered commodities and to engage in agreements in which the European Society takes any financial risk.
- The European Society is represented - by the President or a member of the Executive Committee ad hoc. delegated by the President.
End of membership of Executive Committee or General Assembly
The membership is terminated when
- the member passes away
- is financially bankrupt
- resigns by letter
- is dismissed based on article 2.98: Civil Rights Act
- if the other members of the General Assembly decide with an unanimous vote
- at the end of the term described in these statutes and
- according to a decision of the national society
- The official language of the meetings of the Executive Committee and the General Assembly is English.
- The official language of all written material is English.
- The official language of all European congresses and the web-site of the European Society is English.
Financial year and yearly documents
- The financial year of the European Society equals the calendar year.
- At the end of every financial year the treasurer writes a report of profits and costs during the previous financial year. The documents will be offered to the General Assembly within 3 months, including a report from a register accountant if the General Assembly requests such a report.
- The documents of the finances will be approved by the General Assembly after which the treasurer is released of all responsibilities for the previous financial year.
The General Assembly has the right to install one or more commissions. The tasks and responsibilities and competence of these commissions will be determined in the bylaws.
- The General Assembly is entitled the draw up byelaws, in which those subjects are regulated that are not part of these statutes.
- The bylaws must not be incompatible with the law or these statutes.
- The General Assembly is entitled to change or abolish the bylaws.
- Articles 13.1 - 13.4 are applicable to the draw-up, the change and the abolishment of the bylaws.
Ammendment of statutes
- The statutes can only be amended by the General Assembly after a written proposal of the Executive Committee or a proposal of more than one third of the members of the General Assembly. The complete text of the amendment must be stated on the agenda of a meeting of the General Assembly.
- Decisions to amend can only be taken with a majority of two third of the present members.
- The proposal of amendment has to be sent to the members of the General Assembly 3 months before the meeting.
- Any member of the Executive Committee is authorised to pass the notarial act of an amendment of statutes.
Resolution and settlement
- A decision of resolution of the Society can only be made after a proposal of the Executive Committee or a proposal of half of the members of the General Assembly during an extraordinary meeting of the General Assembly, especially convened for this purpose. The decision can only be made with a two thirds majority of the votes which can be cast in a meeting in which all members societies are present or represented.
- The Society remains legally active after resolution as long as necessary for the settlement of the accounts.
- The settlement is executed by the Executive Committee.
- The Executive Committee takes care that the resolution is inscribed in the register, as meant in article 2.289 of the Civil Code.
- During the settlement of accounts the statutes remain in force.
- A possible balance credit of the Society after resolution will be spent as far as possible according to the aims of the Society.
- After settlement of accounts the books and papers of the Society will be deposited with a recorder that will be appointed by the Executive Committee.
In all cases in which the law and these statutes do not provide, the General Assembly decides.
EUROPEAN SOCIETY OF PHYSICAL AND REHABILITATION MEDICINE (ESPRM)
The European Society of P&RM has the following members:
National European Societies of Physical and Rehabilitation Medicine, recognised as such in their own country and whose membership is primarily composed of qualified physicians, practising physical and rehabilitation medicine. Each national society is entitled to nominate two representatives to the General Assembly with the right to vote (one vote for each country) and to hold office. Members of the national societies are eligible to be elected to any position of the Executive Committee and attend all meetings and other activity of the ESPRM.
All qualified physicians, specialised or trainees in physical and rehabilitation medicine and member of the national society mentioned in Article 1 or in countries that have no national society or where the national society is not a member of ESPRM after a declaration assuring the interest and will to actively support ESPRM and its activities. Individual members will be entitled to nominate 3 of their representatives to the General Assembly who will have the right to attend meetings and other activities of the ESPRM and to vote. Each individual member is eligible (dedicated member 1) to be elected to the General Assembly by the Individual members Assembly and after being elected as a member of the General Assembly he is eligible to be elected to any position of the Executive Committee, with the exception of the position of the President. The term of the Individual members elected to the General Assembly is 4 years single term.
Individuals with an academic degree/diploma in a profession/discipline with primary interest in research on physical and rehabilitation medicine and the management of disabled people. Admission to the society as associate member only takes place assuring, on demand the interest and will to actively support ESPRM and its activities and on recommendation by the representative of the national society in the General Assembly. Associate members are entitled to be invited to meetings and other activities of the ESPRM, but shall not have the right to become a member of the General Assembly and to vote or hold office.
The title "honorary member", is granted by the General Assembly upon recommendation of the Executive Committee to any person who has made outstanding contributions to the care and management of people with impairment and disabilities. Honorary members are entitled to attend meetings and other activities of the ESPRM, but cannot vote or hold office.
The title "emeritus member" is granted by the General Assembly upon recommendation of the Executive Committee to any person who has been a member of ESPRM for at least 10 years, has retired from full professional activity and requests to be so designated. Emeritus members are entitled to attend meetings and other activities of the ESPRM, but cannot vote or hold office.
Co-operating societies may be national or regional societies, institutions and third parties. The terms of this co-operation shall be decided under the contract with the ESPRM, determined case by case.
Invoices for contributions will be mailed by the treasurer by first class mail in November of the previous year and are due payable by January of the following year for the same year. Dues are to be remitted in Euros only. The dues structure is at follows:
- 1. National Societies: 1,00Euro per individual member with a minimum of 150,00Euro and a maximum of 1.500,00Euro. For national societies that have less than 10 members, the fee should be 75,00Euro.
- Individual and associate membership: an annual fee of 50,00Euro
- Candidate membership, honorary membership and emeritus membership: 0,00Euro.
The contributions can be modified by the Executive Committee in relation to the activities and financial reserves of the Society.
The General Assembly and the Executive Committee shall communicate with the membership via: Web Site and periodical Newsletter to contain general information, membership applications, meeting notices, congress information, calendar of events, task forces, discussion panels.
Committees and Task Forces
The General Assembly has the responsibilities for appointing, on proposal by the Executive Committee, committees and task forces and their chairpersons. These committees and task forces are to be assigned a specific goal to assist the General Assembly and Executive Committee) in conducting the business of the Society. The term of these committees and task forces is related to the task and can be renewed.
- A congress adopted by the European Society will be held every two years.
- Applications to host the congress may be made by fully paid-up member national societies. A closing date for applications will normally be the General Assembly meeting of the Society 4 years prior to the Congress date. Representatives will decide on the successful applicant at their annual General Assembly meeting to allow the organisers a minimum of four years to prepare for the event.
- A national organising committee will be formed, which will work with the General Assembly and with the Executive Committee.
- The national organising committee will be responsible for all aspects of the organizing and social programme. A scientific committee will be appointed by the Executive Committee and the national organising committee, which will be responsible for the scientific merit and content of the congress sessions and to ensure the relevance and quality of scientific contributions.
- In the event of unsatisfactory performance or criminal activity by a member or members of the organising committee, the General Assembly will at any time have the right to withdraw the authority of the organising committee to host the congress and to demand a return of money allocated to the organising committee.
- The official language of the congress shall be English.
- An initial contribution to the expenses for the preparation of the European Congress will be made by the Society to the Organising Committee. The amount is to be determined by the Executive Committee. This advance is to be returned to the Society at the end of the Congress. All money collected by the Organising Committee for the purpose of the Congress to include registration, sponsorship, exhibits, etc. shall be used for the purpose of the Congress and sending 50% of the benefit to ESPRM and the minimum that is decided for each congress by the Executive Committee in agreement with the local organising committee.
Responsibility of General Assembly
- To elect the Executive Committee
- To formulate the rules and regulations for the efficient administration of the ESPRM and the achievement of it's stated goals and objectives.
- To decide the location of the Secretariat.
- To determine the annual membership fee in each class and category.
- To approve the next year s budget.
- To approve the report of the treasurer, concerning income and expenses of the previous year.
- To ensure the communication between the General Assembly and the members.
- To decide the location of the biennial European congresses.
- The acceptance or expulsion of members.
- To elect the president of the next ESPRM congress, following the recommendation made by the national society sponsoring this event.
- To delegate to a National Organising Committee and to a Scientific Committee the organisation of the ESPRM congress.
- To approve major changes in the official web-site of the ESPRM.
Terms of Office of Executive Committee
President: 4-year term, automatic succession from president elect, which has been elected 2 years before the end of president's term. The president remains after his term another 2 years as past president.
Immediate Past President: 2-year term, automatic succession from president
President Elect: 2-year single term ( the candidacy should be announced 4 months before the election with an official letter to the President and to the General Secretary from the candidate and a letter from the President of the National Society supporting him/her)
Secretary General: 4-year term, elective renewal with a maximum of one term. He/she can have a deputy Secretary decided by the Executive Committee.
Treasurer: 4-year term, elective renewal with a maximum of 2 terms He/she can have a deputy Treasurer decided by the Executive Committee.
Member at Large: 4 (four) representatives from the General Assembly (full member National Societies or representatives of the Individual members): four-year single term
Deputy Secretary and Deputy Treasurer take part in the Executive Committee meeting without a vote. The candidacies for the members of the Executive committee should be announced 4 months before the election with an official letter to the President and to the General Secretary from the candidate and a letter from the President of the National Society supporting him/her. The General Assembly votes for members of the Executive Committee and after that the Executive Committee votes to elect the General Secretary and the Treasurer
Election of Executive Committee by the General Assembly
President: Automatic succession from president elect
Immediate Past President: Automatic succession from president
President elect: will be elected by the General Assembly
Secretary General, Treasurers and members at large: will be elected by the General Assembly