European Federation of Organisations for Medical Physics EFOMP - Constitution of the Federation

Home     News     Federation     Members     Events     Links     Officers only

Constitution of the
European Federation of Organisations
for Medical Physics

Approved by Postal Ballot June 1998
Amended at the Council Meeting, Patras, 1999

Preamble

1. In most European countries there are National Organisations
   
   1. in which the principal defined category of members are persons:-qualified with a University degree or equivalent in physics, mathematics, computing sciences, physical chemistry, mechanical, electrical or electronic engineering and other appropriate natural sciences, and working in alliance with medical staff in hospitals, universities or research Institutes, and
   2. which carry the responsibility of guiding and supporting the professional character of the work of their members and encouraging and promulgating the scientific work of their members.
      
   Their activities and field of work will be described in this document by the comprehensive expression: Medical Physics.
   
2. These National Organisations believe that their activities will be strengthened and made more effective by bringing about and maintaining systematic exchange of professional and scientific information, and by the formulation of common policies on the responsibilities and roles of their members and on training programmes, etc.
   
3. For these reasons the EUROPEAN FEDERATION OF ORGANISATIONS FOR MEDICAL PHYSICS was set up in May 1980 in London.

Section A: Name, scope and extent of activities.

Article 1

The Society bears the name "EUROPEAN FEDERATION OF ORGANISATIONS FOR MEDICAL PHYSICS" (EFOMP), hereinafter called "the Federation".

Article 2

The Federation extends its activities throughout Europe.

The national boundaries adopted shall be those of member states represented at the United Nations Organisation.

The European region of the World Health Organisation will be recognised as guidance for the geographical interpretation of Europe.

Article 3

The Federation may remain in existence for an unlimited period -the voluntary dissolution of the Federation shall be approved only in accordance with the Articles of this Constitution.

Section B: Aims and purposes.

Article 4

1. The aims and purposes of the Federation include:
   
   1. fostering and co-ordinating the activities of National Member Organisations in the field of Medical Physics, and collaborating where appropriate with national and international organisations, particularly the International Organisation for Medical Physics;
      
   2. encouraging exchanges between the National Member Organisations and disseminating professional and scientific information through publications and meetings;
      
   3. encouraging scholarships and the exchange of Medical Physicists between countries;
      
   4. proposing guidelines for education, training and accreditation programmes;
      
   5. making recommendations on the appropriate general responsibilities, organisational relationships and roles of workers in the field of Medical Physics; and
      
   6. encouraging the formation of Organisations for Medical Physics where such organisations do not exist.
      
2. The activities of the Federation are not aimed at profit.

Section C: Membership.

Article 5

Membership of the Federation shall consist of:

1. National Membership,
   
2. Honorary Membership,
   
3. Additional categories of membership created according to Article 8 (see Appendix).

Article 6

1. The Organisation in each European country responsible for the professional and scientific work of Medical Physics may apply for National Membership of the Federation. Local sections of National Member Organisations of the Federation will not be admitted.
   Only one National Member Organisation will be admitted for each country.
   
2. Organisations will be admitted to National Membership of the Federation by the Council, if approved by a majority of two-thirds of the votes of members of the Council present and expressed.
   
3. Organisations applying for National Membership of the Federation must submit copies of their rules, constitutions or statutes, and a statement giving names and work places of officers, the number of members, and the activities of the Organisation.
   
4. Organisations may withdraw from National Membership of the Federation on six months notice.
   
5. Cancellation of National Membership may be decided by the Council with a majority of two-thirds of the votes of members of the Council present and expressed. Before voting, the Council must have stated the reasons for proposing cancellation in writing and must have invited the Member Organisation to present a case opposing such cancellation in writing or orally.
   
6. Termination of Membership may be imposed by the Council, when a Member Organisation has remained more than two years in arrears with its subscription, despite two warnings in writing from the Secretary-General.

Article 7

Individuals who have made a significant special contribution to the advancement of Medical Physics are eligible for admission to the Federation as Honorary Members, subject to the approval of the Council.

Article 8

At its discretion, the Council may create additional categories of membership with associated conditions and may amend or dissolve the membership categories so created.

The additional membership categories for the time being in force shall be defined in an appendix of this constitution.

Article 9

Members of the Federation are not liable for its debts or liabilities. The Federation is liable only to the extent of its assets.

Section D: Administration.

Article 10

1. The Council is deemed to be the Constitutional Body of the Federation and directs the activities of the Federation.
   
2. The Council comprises two delegates appointed by each Member Organisation and the Officers of the Council.
   
3. The Officers of the Council are: The President, The Vice President, The Secretary-General, The Treasurer and the Chairmen of the Committees.
   
4. The post of Vice President will normally be filled by the Immediate Past President for the two years immediately following the end of the President's term of office. The Council will then elect a Vice President, who will normally succeed to the post of President after one year.
   
5. Officers of the Council can invite individuals, in particular Honorary Members and representatives of co-operating organisations to attend Council as observers.
   
6. In the event that an Officer resigns his post before the end of his term of office, the Officers may appoint a substitute to fill the post until the next available Council meeting.

Article 11

1. Each National Member Organisation shall officially appoint its delegates to the Council through a letter to the Secretary -General. A delegate so appointed shall be considered as a duly appointed representative of the National Member Organisation, until the National Member Organisation revokes the appointment through a letter to the Secretary-General.
   
2. The President, the Secretary General and the Treasurer normally serve for one period of three years.
   
3. National Member Organisations whose delegate or delegates are elected as Officers of the Council may appoint replacement delegates.
   
4. The Council normally meets once per year.
   
5. The President is the legal representative of the Federation and shall summon and chair the meetings of the Council. The Vice President may act on his behalf.
   
6. The Council shall be summoned in extraordinary session by the President upon the written request of not less than one-fifth of the members or upon his own decision.
   
7. If a delegate is unable to attend a meeting of the Council, the National Member Organisation may designate an alternate delegate and the Secretary-General must be notified of such designation before the meeting.
   
8. The Secretary-General shall maintain communication with Member Organisations and with appointed delegates.
   
9. The Officers of the Council shall prepare agendas, papers and budgets for circulation to delegates. Copies shall be sent to Member Organisations two months before the meeting.

Section E: Council business.

Article 12

1. The Council is the supreme authority of the Federation and in particular has power to:
   
   1. adopt or modify the Constitution of the Federation;
      
   2. elect the President, the Vice President, the Secretary-General, the Treasurer and the Chairmen of the Committees;
      
   3. decide on the admission of National Organisations to Membership;
      
   4. decide on the admission of individuals to Honorary Membership;
      
   5. terminate Membership of Member Organisations;
      
   6. dissolve the Federation;
      
   7. establish the annual membership subscription, and
      
   8. set up committees for specific defined matters;
      
   9. set up foundations or other appropriate legal bodies to facilitate realising the aims and purposes of the Federation.
      
2. The Council has the responsibilities of furthering the aims and purposes of the Federation, and managing its financial affairs.
   
3. Each National Member Organisation, represented in Council by either one or two delegates, has a number of votes according to their National Membership: a membership from 0-100 entitles to 1 vote, a membership from 101-400 entitles to 2 votes and a membership of 401 or more entitles to 3 votes.
   When a National Organisation is represented by two delegates only their unanimous vote will be a valid vote. Honorary Members have no vote. Officers have no votes, unless voting results in a tie, in which case the President has a casting vote.
   
4. A Council can make valid proceedings if a quorum exists. A quorum exists if one third of all possible votes are represented by delegates at Council.
   If Council cannot make valid proceedings, i.e. there is no quorum in Council, Officers have the option to defer the decision to the next meeting of Council or they can decide to have a postal ballot. However, if in such a case, more than two thirds of the votes represented at Council request it, then a postal ballot must be held.
   A postal ballot is compulsory for changes of the constitution or dissolution of the Federation.
   A postal ballot shall operate without any quorum restriction. The Secretary-General shall specify the date on which the postal ballot will be counted.
   
5. Issues related to Council business are decided either by agreement in Council, or by a majority vote among Council members present at a valid meeting or as prescribed elsewhere in the Constitution. Council shall vote if requested by delegates representing at least 5 votes.
6. Excluding matters relating to the dissolution of the Federation changes in its Constitution or Membership, the Officers of the Council have the power to act where prompt action is deemed necessary in their judgement. This shall include the power to establish ad hoc committees for specified purposes.
   Such actions shall be reported by mail to Council members and placed on the agenda for formal approval at the next Council meeting.

Section F: Financial resources.

Article 13

The financial resources of the Federation consist of:

1. Subscriptions paid by Members;
   
2. Gifts, bequests and legacies;
   
3. Subsidies and grants;
   
4. Any other resources or revenues which may result from the Federation's activities or investments.

Article 14

Subscriptions shall be fixed by the Council. Subscriptions for National Member Organisations shall normally be directly proportional to the number of their ordinary members. However, in case of difficulty National Member Organisations may apply to the Treasurer. At Officers' discretion, relief from all or part of the subscription may be granted.

Honorary Members are not required to pay any subscription.

Article 15

The accounting period shall be the calendar year.

The Treasurer shall report annually to Council on financial matters.

The membership of organisations who have not paid the proper dues for two consecutive years can be terminated by Officers. National Member Organisations who have not paid their dues for two years or more have no right to vote in Council.

Officers, who belong to an Organisation which has not paid its subscription for two consecutive years, shall be excluded from office and replaced by Council.

Article 16

In the event of the Federation being dissolved, assets remaining after discharge of all debts shall be transferred to a body or bodies having aims similar to those of the Federation.

Appendix: Additional Categories of Membership

30 September 1998

This appendix lists additional categories of EFOMP membership, created under Article 5c of the constitution. These will be in force with effect from the date stated above until such time as the Council of EFOMP agrees a further revision.