1. Executive Board
The Executive Board shall consist of the following officers:
- Immediate Past President
- Future President - President Elect – Vice-President
- Secretary Elect – Vice-Secretary
- Treasurer Elect – Vice-Treasurer
- President of the next biennial meeting
- Chairman of the By-Laws Committee
- Chairman of the Nominations Committee
- Chairman of the Training and Education Committee
- Chairman of the Membership Committee
- Chairman of the Advisory /Liaison Committee
- Chairman of the Scientific Committee
- Chairman of the Communication Committee
- Occasional statutory members
2. Duties of the Executive Board
The governance of the Society shall be vested in the Executive Board, who shall be responsible for handling the society’s activities and shall perform these duties as defined in the Society’s statute. The Board is subject to the Society’s orders; no action can be taken if in conflict with actions taken by the Society.
It is the responsibility of the Executive Board to organize the biennial meeting. The time and place of the meeting are submitted for approval to the General Assembly. Members are notified personally of the date and time of the meeting at least two years in advance by any means of communication the Executive Board considers appropriate. It is up to each member to notify the Secretariat of any changes regarding its communication with the Society.
The Executive Board shall meet at least two times a year, during the Training Course and one of its semi-annual meetings. The President may call supplementary meetings, providing a one month’s notice at the least.
The presence of the President, the Secretary and at least half of members of the Executive Board is required for its quorum. If there is no quorum, no member of the society can decide on the constitution of the Society. The Executive Board’s decisions are taken on a majority of the present members’ basis, provided the By-Laws mention no specification to the contrary.
Remote electronic participation, including voting, is permitted for Executive Board Members, when physical presence is not possible:
- Executive Board members can attend Executive Board meetings virtually.
- Executive Board members who attend virtually can participate in voting.
- Decisions are to be taken on a majority basis.
3. Offices and duties in the Society
The President and President Elect shall serve for two years; they cannot be candidates for reelection. After the end of their mandate, they are eligible to exercise other functions.
The Secretary and the Treasurer shall serve for four years; following the expiration of their mandate, they are eligible for election to another office.
The Chairmen of the Committees shall serve for four years; they can be reappointed to their position for a supplementary two years mandate, on condition that they have obtained the support of the majority of members during a vote at the General Assembly. Chairmen must report to the President on the activities of their Committees every three months. This is to ensure an effective communication within the Society and to maintain the coherence of its management.
a. The President shall preside in all meetings of the society, as well as all meetings of the Executive Board. The President shall be an ex-officio member of all Committees and is empowered to appoint ad hoc committees. The President shall hold office for two years and cannot be re-elected for a second consecutive mandate. Should the President resign during his mandate, the Future President (President Elect) will undertake the President’s office and assume presidential duties until the next semi-annual meeting. The Immediate Past President will assume the duties of the President Elect.
b. The Future President (President Elect) will act as Vice President in the absence of the President. He shall be appointed for a period of two years. At the completion of this period, he will assume the President’s duties (vide supra).
c. The Secretary shall keep the proceedings of the society’s and Executive Board’s meetings. He shall notify candidates of the results of elections. After deliberating with the President, he shall write and communicate the proceedings of the meetings, as well as the meetings’ agenda and future meetings.
d. The Secretary Elect acts as an assistant to the Secretary and may replace him/hers, if necessary. He/She automatically assumes the Secretary’s duties upon expiration of the latter’s mandate.
e. The Treasurer and the President are in charge of the management of the Society’s financial affairs. The Treasurer shall keep the Society’s accounts, which shall be submitted to the Executive Board; he reports to the Society’s members during the General Assembly. He shall collect the membership fees and disperse the monies as instructed by the Executive Board.
f. The Treasurer Elect acts as an assistant to the Treasurer and may replace him/her, if necessary. He/She automatically assumes the Treasurer’s duties upon expiration of the latter’s mandate.
g. The Congress President shall be responsible for the organization, financing and operation of the biennial meetings, with the exception of the Scientific Program. The latter is the responsibility of the Executive Board and delegated to the Scientific Committee. The Congress President exercises his mandate for a period of two years and may be reappointed to his duties; during his mandate, he is a member of the Scientific Committee, in charge of matters related to the Congress.
h. Occasional statutory members can be nominated for a period of two years; they are re-eligible.
i. An Archivist may be appointed by the Executive Board, in order to preserve the society’s Archives, and occasionally to prepare reports, at the Executive Board’s request.
j. The Society can appoint an auditor.