SOUTH PACIFIC ENVIRONMENTAL RADIOACTIVITY ASSOCIATION CONSTITUTION
The name of the Incorporated Association is the “South Pacific Environmental Radioactivity Association”, referred to herein as SPERA.
OBJECTIVES AND ACTIVITIES
The primary objective of the Association shall be to encourage and facilitate communication and cooperation among scientists working in the South Pacific region in the field of environmental radioactivity which involves the study of the occurrence, behaviour and impact of radioactive species present in the environment either due to natural processes or as a result of human activities. The South Pacific region is deemed to include all countries in, or bordering on, the South Pacific Ocean.
The activities of the Association shall be those appropriate to achieve the primary objective. The association shall
(a) conduct regular workshops and symposia;
(b) establish Working Groups to carry out joint studies and organise inter-comparison programs for quality assurance;
(c) provide a means for the dissemination of advice and information on environmental radioactivity issues to scientists in the South Pacific region;
(d) report to members on all activities of the Association.
Any person professionally involved in scientific studies related to any aspect of environmental radioactivity is entitled to become a member of SPERA. All members are entitled to voting privileges and are bound by the Constitution of SPERA.
(a) To apply to become a member of the Association, a person must submit an application to a Committee member stating that the person—
- wishes to become a member of the Association;
- and supports the purposes of the Association;
- and agrees to comply with these Rules.
(b) As soon as practicable after an application for membership is received, the Committee must decide by resolution whether to accept or reject the application.
(c) The Committee must notify the applicant of its decision as soon as practicable after the decision is made.
(d) If the Committee rejects the application, it must return any money accompanying the application to the applicant
(e) No reason need be given for the rejection of an application.
Any company, corporation or other organisation may, with the approval of the Committee and subject to the criterion described in Article 4, become a Corporate Member. Each Corporate Member may empower one person to vote on its behalf in any deliberations of SPERA or to take part in the activities of the Association.
(a) All members shall pay an annual subscription to the Treasurer of SPERA, the amount of which shall be determined from time to time in the general meeting.
(b) Annual membership subscriptions shall be payable on January 1 or on another date as determined by the Committee.
(c) Any member whose subscription is overdue may seek financial relief from the Executive Committee.
(d) Any member whose subscription is outstanding for more than twelve months after the due date shall cease to be a member. The Committee may reinstate membership on such terms as it thinks fit.
RESIGNATION AND TERMINATION
(a) Any member desiring to terminate their membership in good standing shall give written notice to the Committee. Any member so resigning shall be liable for any outstanding subscriptions.
(b) A former member who resigned in good standing may be reinstated following a request to the committee in writing together with payment of the subscription for the year in which the request was made.
(c) A former member whose membership was terminated not in good standing may be reinstated upon written request to the committee together with payment of the subscriptions for the year in arrears and for the year in which the request was made;
(d) The Executive Committee (article 9) may terminate the membership of any person or corporation whose actions have brought the Association into disrepute.
The Executive Committee of SPERA shall be elected by the members of the Association at the general meeting and shall serve for one term. A term shall be not less than ten months and not more than three years, and will normally be the period between successive general meetings. Committee members shall be eligible for re-election.
The committee shall be responsible for administering the general affairs of SPERA in accordance with this constitution and do all such things as are appropriate to achieve the objectives of SPERA and are not bound by the Act or by this constitution.
The Committee of SPERA shall be comprised of four or more members and should include at members from three countries in, or bordering on, the South Pacific Ocean.
The Committee shall have the power to appoint such officers as required to achieve the objectives of SPERA, including a Public Officer required by the Act and Newsletter Editor and may delegate any of its powers to such officers.
The first Committee shall be comprised of those persons appointed at the inaugural meeting of SPERA held in Tahiti, French Polynesia, in September 1991.
Committee office-bearers shall be a President, Vice President, Secretary and Treasurer, and shall be appointed for the duration of one term by a consensus of the Committee members. The position of president shall not be held by the same person for more than two consecutive terms.
If a vacancy occurs on the Committee the remaining members of the Committee shall appoint a member of the Association to fill that position for the duration of the unexpired term. In the event of the office of President becoming vacant a member of the committee shall carry out the duties of that position for the remainder of the term.
ELECTION OF COMMITTEE
A member shall be eligible to stand for election for the committee by being proposed and seconded either by the retiring committee or by two members of SPERA.
The Secretary shall call for nominations for all positions on the Executive Committee prior to a general meeting. Nominations shall be accepted until the beginning of the general meeting. The Chair of the Organising Committee for the next conference will normally nominate for the position of Vice President.
(a) Election of the committee shall take place by closed ballot at a general meeting. If not more than the required number of persons is nominated for election to the committee, this shall be reported to the general meeting and these persons shall be declared to be duly elected to the committee.
(b) In the event that insufficient members be present to form a quorum (refer Article 19b) the extant committee will remain in office until an Email election is completed by the following process:
1) One of the members present shall be nominated as returning officer. If no one present is willing to accept this role, the extant President will assume this responsibility.
2) The returning officer shall, by Email at the earliest convenient opportunity, contact the financial membership of the need for an electronic election process.
3) The returning officer will advise the membership of the current positions, nominations for those positions, and request new nominations for those same positions with a return date no more than 1 month after the Email notification.
4) Any new nominee must be seconded by at least one of the extant committee or two other members (refer Article 16).
5) Except in the case of self-nomination, any individual nominated in response to the returning officer, by a member or members, will be contacted by the returning officer to determine if the individual concerned is willing to accept the nomination.
6) If not more than the required number of persons is nominated for election to the committee, this shall be reported to the membership by Email and these persons shall be declared to be duly elected to the committee.
7) If more than the required number of persons is nominated for election to the committee, the membership shall be so advised by Email and asked to respond with their ranked preference(s) for the specified positions within 2 weeks.
8) The returning officer will tabulate the results and advice the outcome by Email within 1 week of the return date. The successful nominee(s) shall be declared to be duly elected to the committee.
(a) A general meeting shall be called at a time and place by the Committee within the period of the term specified by Article 9. At least four weeks notice of a meeting shall be given to members.
(b) At all meetings for the transaction of business, a quorum shall consist of 20 members.
(c) The President of SPERA, or if absent then the Vice-President, shall preside as chairperson at the general meeting. If both are unavailable, then one of the Committee members present shall be chosen by the meeting to take the chair.
A special general meeting may be convened by the Committee if so requested by five members. The requisition must be writing and shall state the purpose of the special general meeting. Due notice shall be given to members of a special general meeting.
With the exception of the ballot for the Committee, voting at meetings shall be by show of hands, unless at least one member requests a poll, and the chair shall declare any resolution carried, or lost.
A member shall be entitled to appoint in writing a member to be his/her proxy, to attend and vote at any general meeting of SPERA.
Proper minutes of any meeting of SPERA shall be kept and signed by the chairperson of the meeting as evidence that the meeting was convened and duly held.
INCOME AND PROPERTY
The assets and income of SPERA shall be applied solely in furtherance of its above-mentioned objects and in no portion shall be distributed directly or indirectly to the members of SPERA except as bona fide compensation for services rendered or expenses incurred on behalf of the association.
In the event of dissolution of SPERA, the amount that remains after such dissolution and the satisfaction of all debts and liabilities shall be transferred to an association, selected by the Executive committee, with similar purposes which are not carried on for the profit or gain of it’s individual members.
(a)Subject to the approval and authorisation of the committee, the Treasurer shall be responsible for managing the financial affairs of SPERA, for maintaining all financial records of SPERA, for maintaining a bank account, to collect subscriptions to SPERA, and to make payments for bills incurred on behalf of SPERA.
(b) The Treasurer shall present a financial statement to the membership each financial year.
(c) Any expenditure from the SPERA bank account shall have prior approval of at least one member of the SPERA Executive Committee, other than the Treasurer.
AMENDMENTS TO THE CONSTITUTION
(a) An amendment to this Constitution may be proposed by the Committee or by any two members of SPERA.
(b) The Constitution may be amended or suspended by an affirmative vote of two-thirds of the members present at any duly announced general meeting of SPERA.