Constitution and bylaws
Article 1 (Name)
The name of the Society shall be the EUROPEAN SOCIETY FOR PHOTOBIOLOGY (ESP).
Article 2 (Objectives)
- ESP is to stimulate and facilitate the interchange between photobiologists in Europe and neighbouring countries. Photobiology deals with chemical and/or physical changes in biological systems induced by radiation, and subsequent responses.
The aims of ESP include:
- The promotion of contacts between photobiologists and photobiology groups in Europe and in particular to enable the establishment, on the one hand, of meetings (including summer schools, workshops, etc.) which would be too small to be viable for Individual Members or national groups, and, on the other hand, of large scale European meetings capable of developing interest and research in photobiology in Europe.
- The promotion of photobiology amongst governmental and industrial sponsors of scientific research.
- The use of available resources to facilitate collaborative research between members.
Article 3 (Membership)
- Membership of ESP shall be open to all scientists engaged in photobiology, and to laboratories, institutes, industrial companies, scientific societies, and governmental bodies concerned with photobiology.
The form of membership are:
- Individual Membership,
- Student Membership,
- Corporate Membership for laboratories, institutes, industrial companies, scientific societies and governmental bodies,
- Lifetime Emeritus Membership for retired scientists.
- Membership is subject to a fee as assessed by the Executive Committee. This fee is not refundable.
- Membership implies compliance with the decisions and resolutions made by the General Assembly and the Executive Committee.
- Membership may be terminated as a consequence of failure to pay the Membership fee (see Bylaws).
- Part c) of this article does not apply to Lifetime Emeritus Members.
- For the rules for the admission of Lifetime Emeritus Members see Bylaws.
Article 4 (Liability)
The members shall not personally be liable for the contracted debts of ESP.
Article 5 (Organizational Structure of ESP)
- (a) ESP is structured into the General Assembly and the Executive Committee.
- The General Assembly consists of all members of ESP and is its supreme organ.
- The Officers of the Executive Committee shall consist of Nine Officers including a President, a Past President, a President Elect, a Secretary and a Treasurer.
- For the rules for elections of officers, their terms of office, and the rights and functions of General Assembly see Bylaws.
Article 6 (Finances)
- ESP is a non-profit making organization.
The finances of ESP shall consist of:
- The annual contribution by membership fees,
- contributions from governmental and national scientific agencies,
- contributions from industry,
- gifts, donations and legacies,
- any other receipts from activities in which ESP has been involved.
Article 7 (Affiliations)
ESP is empowered to affiliate with other organizations (see also Bylaws).
Article 8 (Amendments)
Amendments to the Constitution may be initiated by Individual Members, with proposals signed by at least three Members of the Executive Committee or at least twenty Individual Members; the required majority is three quarters of returned ballots in the case of a mail ballot vote; in the case of a General Assembly meeting the quorum is half of all members and the required majority is two thirds of the Members present.
Article 9 ( Bylaws )
The provisions of the Constitution of ESP shall be carried out in accordance with the current Bylaws of the Society.
Article 10 (Dissolution)
A resolution for the dissolution of ESP can only be put to a meeting of the General Assembly. If two thirds of the Members present support the resolution, a vote by mail ballot has to be organized by the Executive Committee. The required majority is three quarters of returned ballots.
- In the event of dissolution the balance of the assets of ESP shall be transferred to a similar scientific body which shall be selected by the Executive Committee by simple majority vote.
Article 1 (Membership)
- Application for membership must be submitted in writing to the Executive Committee. After admission by the Executive Committee, membership becomes effective following receipt of the membership fee by the Treasurer.
- Failure to pay the annual membership fee by December 31 shall automatically terminate membership. Payment of arrears and current dues suffices for reinstatement.
- Membership fee for Corporate Members shall be arranged individually through the Executive Committee.
Article 2 (General Assembly)
- The General Assembly convenes biennially, if possible at the European Congress of Photobiology. Each individual member, Student Member and Corporate Member has one vote. Exceptions are officers of the Executive Committee in votes defined in Article 2 (b) (1-3) of the Bylaws.
The General Assembly has the following rights and functions:
- To elect biennially two Auditors. Re-election is possible. The Auditors must prepare a report on the financial situation of ESP for each of the two calendar years following their election, and assure proper management of the financial affairs by the Executive Committee.
- To vote on the reports on ESP activities, finances and any decision taken by the Executive Committee.
- To elect the officers of the Executive Committee who must be members of the ESP [see Article 3 (b) (5) (i and ii) of the Bylaws].
- To agree and to alter the Bylaws by simple majority vote.
- To agree and to alter the Constitution (see Article 8 of the Constitution ).
- To dissolve ESP (see article 10 of the Constitution ).
Article 3 (Executive Committee)
- The term of office in the Executive Committee is two years, beginning of January 1st after the election. The President Elect shall automatically substitute the President who, in turn, shall succeed the out-going Past President. Re-election of Officers is possible; a former President, after his term as Past President, cannot be re-elected in the same office.
The tasks of the Executive Committee include in particular:
- The achievement of the aims of ESP as outlined in Article 2 of the Constitution, in consultation with the national societies of photobiology on issues of major importance.
- The management of the property of ESP.
- The biennial convening of the General Assembly.
- An audited biennial report on the financial accounts of the preceding two calendar years which must be presented to the General Assembly.
The execution of the decision of the General Assembly (Article 2 (b) (4-6) of the Bylaws) and the organization of the elections of the Executive Committee and the Auditors. The Executive Committee shall, during the third half year of the two-calendar years term:
- call for nominations of candidates for offices of one President Elect, six other officers [see Article (5 d) of the Constitution ] and two Auditors (names of candidates can be proposed by petition signed by at least four Individual Members),
- have the candidates elected in simple majority votes either by the General Assembly in its biennial meeting, or by Members in a mail ballot.
Article 4 (Lifetime Emeritus Membership)
- Retired Scientists are admitted as Lifetime Emeritus Members by the Executive Committee upon proposal of any Member.
- Lifetime Emeritus Members are entitled to receive free subscription to the Newsletter as well as all correspondance sent by members of the ESP Organizational Structure to Individual Members.
- Lifetime Emeritus Members have full rights in the Society, including voting rights.
The President Elect and the Treasurer are ex-officio members of the Organizing Committee of ESP Congresses.