European Mycological Association: Constitution

EUROPEAN MYCOLOGICAL ASSOCIATION

Constitution

Logo of the EMA
The Constitution of the European Mycological Association (EMA) is set out on this web page.

Article 1: Name, Status and Address
Article 2: Definitions, Rules and Communication
Article 3: Objectives
Article 4: Membership
Article 5: The Officers and the Governing Committee
Article 6: The Council
Article 7: The General Assembly
Article 8: Election of Officers and Delegates
Article 9: Publications
Article 10: Financial Affairs
Article 11: Congresses and Meetings
Article 12: Amendments and Dissolution

Article 1. Name, Status and Address

1.1
The European Mycological Association (referred to in the rest of this Constitution as the EMA), is a regional not-for-profit and non party political association of individuals (amateur or professional) and organizations (public or private) with an interest in European fungi, including local, national and regional mycological groups and societies.

1.2
The EMA takes up the functions of the Congress of European Mycologists, and this Constitution replaces the Congress Statutes. The EMA is recognized by the International Mycological Association (International Union of Biological Sciences, Section for General Mycology). The Governing Committee of the EMA serves as the Committee for Fungi in Europe within the International Mycological Association.

1.3
The Official Address of the EMA is that of the Secretary.

Article 2. Definitions, Rules and Communication

2.1
The following definitions apply within this Constitution:

2.1.1
Europe means countries of continental Europe and the Atlantic, Arctic and Mediterranean islands traditionally associated with continental Europe (including all of the Russian Federation as far east as the Urals, the Caucasus, Turkey, Cyprus, Malta, the Canary Islands, Madeira, the Azores, the British Isles, the Faroe Islands, Iceland, Spitzbergen and Novaya Zemlya);

2.1.2
Mycology is the study of fungi. Fungi encompass all organisms of the kingdom Fungi, plus those other fungus-like organisms (downy mildews, slime moulds etc.) traditionally studied by mycologists.

2.2
The Rules of the EMA are made or altered by the EMA General Assembly, or by the EMA Council between General Assemblies (in which case they are subject to ratification at the next General Assembly). The General Assembly, Council and Governing Committee interpret and apply the rules. The Secretary must supply copies of the Constitution and Rules to any Member or Associate who requests them.

2.3
The Language used by the EMA is English. In case of difficulties, communications may be made in any other European language, provided that an English abstract or translation is made available. E-mail and fax are recognised as valid media for communication with Members who have access to those technologies.

Article 3. Objectives

3.1
The EMA works within Europe for the following objectives:

3.1.1
to promote the study of fungi;

3.1.2
to disseminate knowledge and information about fungi;

3.1.3
to promote the conservation of fungi;

3.1.4
to promote socially responsible handling of fungi (for example in medicine, plant and animal pathology, quarantine and pharmaceutical research);

3.1.5
to establish and foster relations between those working towards such objectives, through meetings, electronic media, publications, and by promoting personal contacts, collaboration and the exchange of ideas and information;

3.1.6
to improve the infrastructure of mycology within Europe;

3.1.7
to provide European-level input to the International Mycological Association, and other international bodies and initiatives.

Article 4. Membership

4.1
Any individual or organization with a genuine interest in European mycology may apply to join the EMA as a Member or Associate. Members may vote, and are eligible to serve as Delegates and Officers: Associates do not have these rights.

4.2
With the exception of Founder Members, admission as a Member requires the applicant to be recommended by two existing Members. Honorary Membership is only by election at the EMA General Assembly. Other new Members and Associates will be subject to approval by the next meeting of the EMA Governing Committee or by the EMA General Assembly, whichever occurs first. In other respects, admission as a Member or Associate shall follow the EMA’s current Rules.

4.3
The following categories of Members and Associates exist:

4.3.1
Founder Members (limited to those participating in the XIV Congress of European Mycologists when the EMA was established, in all other respects the same as Ordinary Members);

4.3.2
Honorary Members (limited to ten individuals, exempt from paying membership fees, in all other respects the same as Ordinary Members);

4.3.3
Life Members (individuals who have paid the Life Members fee and are therefore exempt from paying the annual membership fee, in all other respects the same as Ordinary Members);

4.3.4
Ordinary Members (individuals who pay the annual Ordinary Members fee, with voting rights);

4.3.5
Sustaining Members (individuals or organizations who pay the annual Sustaining Members fee and are therefore listed in EMA publications, in all other respects the same as Ordinary Members);

4.3.6
Student Members (individuals who pay the annual Student Members fee, in all other respects the same as Ordinary Members);

4.3.7
Associates (individuals who pay the annual Associates fee, without voting rights).

4.4
Membership or association ceases on resignation, or after two years’ non-payment of subscriptions, or in the event of suspension following a decision by the Governing Committee. A suspended Member or Associate may appeal to the next Council or General Assembly, in which case the decision of that Council or General Assembly is final.

4.5
It is the responsibility of the Membership Secretary to maintain lists of Members and Associates.

Article 5. The Officers and the Governing Committee

5.1
The Officers of the EMA are the President, Vice-President, Secretary, Treasurer, Membership Secretary, Meetings Secretary, Executive Editor and Conservation Officer. The Conservation Officer chairs the European Council for Conservation of Fungi, which is the EMA’s Conservation body.

5.2
The President represents the EMA in legal and other matters, but may delegate this responsibility to the Vice-President, Secretary or other elected Officer when necessary or appropriate.

5.3
The EMA’s Governing Committee is composed of its Officers and two non-office-holding Council Delegates selected by the Council. The Committee may co-opt up to two additional members at its discretion.

5.4
The Committee’s meetings are called by the President or Secretary or at the request of three Committee members. The Committee meets at least once every year to manage the EMA according to the Constitution, and according to the Rules, policy and developmental strategies established by the EMA Council. Where necessary, the Committee may establish additional special purpose committees, and may enforce suspension of a Member or Associate. The Committee is furthermore empowered to make decisions in matters not covered by this Constitution.

5.5
To be quorate, a minimum of five members of the Governing Committee, including at least three Officers must be present, and one of those Officers must be the President, Vice-President, Secretary or Treasurer.

5.6
Meetings are chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. The Governing Committee may decide only by a simple majority of votes. The person chairing the meeting may only vote when there is otherwise no majority.

Article 6. The Council

6.1
The EMA Council consists of the Governing Committee and no more than one Delegate from each European country. If a country is not represented by a Delegate, the Council may co-opt a Member from that country.

6.2
The Council’s meetings are called by the President or at the request of five Council members. The Council meets at every EMA Congress and International Mycological Congress, and must meet at least once between adjacent EMA Congresses, to establish, apply and, where necessary, change the EMA’s Rules. policy and development strategies, according to the Constitution. It may also hear suspension appeals. During its meeting at an EMA Congress, the Council decides the location of the next Congress.

6.3
To be quorate, a minimum of ten members of the Council, including at least three Officers must be present, and one of those Officers must be the President, Vice-President, Secretary or Treasurer.

6.4
Meetings are chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. The Council may decide only by a simple majority of votes. The person chairing the meeting may only vote when there is otherwise no majority.

Article 7. The General Assembly

7.1
The General Assembly of the EMA consists of all Members.

7.2
The General Assembly meets at every EMA Congress. It may also meet on other occasions at the request of the President, the Council, or at least forty Members. Notice of a meeting of the General Assembly must be circulated to all Members by the Secretary at least sixty days in advance. At its meetings, the General Assembly may: elect EMA Officers, Council Delegates and Honorary Members, approve other new Members and Associates, advise the Council regarding Rules, policy and developmental strategies, make and change Rules, ratify changes of Rules made by the Council, and amend the Constitution, subject to the provisions of Article 10. It may also hear suspension appeals.

7.3
The Members attending the General Assembly constitute a quorum, providing a minimum of ten European countries are represented by those present.

7.4
The General Assembly is chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. If none of these Officers is present, the meeting will be chaired by a person selected by the General Assembly at the time. The person chairing the meeting may only vote when there is otherwise no majority.

Article 8. Election of Officers and Delegates

8.1
Only Members of the EMA are eligible to serve as Officers. EMA Officers are chosen by the General Assembly through elections held, normally at Congresses of European Mycologists, and at intervals of not more than 4 years.

8.2
A term of office begins at the end of one Congress, and terminates at the end of the next Congress. Nobody may serve more than one consecutive term as an Officer in the same capacity, except for the Secretary and Treasurer who may each be renewed once.

8.3
Only Members of the EMA are eligible to serve as Delegates. At the General Assembly, Members from each European country present elect one Delegate from their number to serve on the EMA Council. The results of those elections are announced by the person chairing that meeting.

Article 9. Publications

9.1
The EMA publishes mycological information in printed (i.e. paper) and electronic formats, as defined by EMA Rules.

9.2
The Editorial Board is composed of the President, Secretary, the Executive Editor, and Associate Editors selected by the Governing Committee to cover each of the EMA’s objectives, one of whom is the Webmaster.

9.3
The EMA distributes a printed publication at least once a year to all Members and Associates.

9.4
Content of printed and electronic publications is the responsibility of the Editorial Board. Production of printed and electronic publications is the responsibility of the Executive Editor. Maintenance of the Website is the responsibility of the Webmaster.

Article 10. Financial Affairs

10.1
The finances of the EMA are the responsibility of the Treasurer, who may open one or more bank accounts in the EMA’s name with written approval of both the President and the Secretary. It is also the responsibility of an outgoing Treasurer to ensure smooth continuity of the EMA’s financial affairs, and to transfer monies to accounts determined by the President and Secretary. The EMA may receive and hold money from a range of sources, typically (but not exclusively) including membership subscriptions, awards, grants and interest.

10.2
The Treasurer must prepare annual income and expenditure accounts and a balance sheet for each calendar year by 31 January of the following year, accounting for the finances of the EMA to the Governing Committee. These accounts are audited each year by an auditor appointed by the President. The auditor may be an EMA member or associate, but must not hold any other position within the EMA. Reports are also made to the Council and General Assembly. Summarized information about the EMA’s finances is distributed annually in the Newsletter and, on request from a Member or Associate, the Treasurer must supply a full copy of the most recent report.

10.3
The EMA levies subscription fees from Members and Associates, to support its activities. Levels are determined by its Council, are communicated to Members and Associates annually, and form part of the EMA’s Rules.

Article 11. Congresses and Meetings

11.1
A Congress of the EMA is held at least once every four years, each time in a European country different from that of the previous Congress, with a meeting of the EMA General Assembly forming part of its programme.

11.2
Invitations to host a future Congress must be submitted to the EMA Secretary at least ninety days before the currently scheduled Congress begins. The EMA Council will consider each invitation, decide which to accept, and advise the General Assembly of its choice.

11.3
Each Congress has an Organizing Committee which, in addition to the group responsible for the successful invitation, contains a maximum of three members appointed by the EMA Governing Committee. The Organizing Committee solicits from the Members and Associates proposals for sessions, symposia, workshops and other Congress elements.

11.4
Apart from Congresses, other EMA events may be organized at any time through the Meetings Secretary with the agreement of the Officers.

Article 12. Amendments and Dissolution

12.1
This Constitution can be amended only by a two-thirds majority of Members present at a General Assembly.

12.2
Amendments (including additions) to the Constitution may be proposed only by the EMA Council or by at least forty Members, and must reach the Secretary at least three months before the General Assembly at which they are to be considered.

12.3
The proposed amendments must be circulated by the Secretary to all Members, to reach them at least thirty days prior to the General Assembly at which they are to be considered.

12.4
After any amendment, the new Constitution must be sent by the Secretary to all Members, to reach them less than thirty days after the General Assembly making the decision.

12.5
The EMA may be dissolved if more than two-thirds of Members present at a quorate General Assembly so resolve. On dissolution, any remaining EMA assets are to be transferred to the International Mycological Association for furtherance of the purposes for which the EMA was established.

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1.1	The European Mycological Association (referred to in the rest of this Constitution as the EMA), is a regional not-for-profit and non party political association of individuals (amateur or professional) and organizations (public or private) with an interest in European fungi, including local, national and regional mycological groups and societies.
1.2	The EMA takes up the functions of the Congress of European Mycologists, and this Constitution replaces the Congress Statutes. The EMA is recognized by the International Mycological Association (International Union of Biological Sciences, Section for General Mycology). The Governing Committee of the EMA serves as the Committee for Fungi in Europe within the International Mycological Association.
1.3	The Official Address of the EMA is that of the Secretary.

5.1	The Officers of the EMA are the President, Vice-President, Secretary, Treasurer, Membership Secretary, Meetings Secretary, Executive Editor and Conservation Officer. The Conservation Officer chairs the European Council for Conservation of Fungi, which is the EMA’s Conservation body.
5.2	The President represents the EMA in legal and other matters, but may delegate this responsibility to the Vice-President, Secretary or other elected Officer when necessary or appropriate.
5.3	The EMA’s Governing Committee is composed of its Officers and two non-office-holding Council Delegates selected by the Council. The Committee may co-opt up to two additional members at its discretion.
5.4	The Committee’s meetings are called by the President or Secretary or at the request of three Committee members. The Committee meets at least once every year to manage the EMA according to the Constitution, and according to the Rules, policy and developmental strategies established by the EMA Council. Where necessary, the Committee may establish additional special purpose committees, and may enforce suspension of a Member or Associate. The Committee is furthermore empowered to make decisions in matters not covered by this Constitution.
5.5	To be quorate, a minimum of five members of the Governing Committee, including at least three Officers must be present, and one of those Officers must be the President, Vice-President, Secretary or Treasurer.
5.6	Meetings are chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. The Governing Committee may decide only by a simple majority of votes. The person chairing the meeting may only vote when there is otherwise no majority.

6.1	The EMA Council consists of the Governing Committee and no more than one Delegate from each European country. If a country is not represented by a Delegate, the Council may co-opt a Member from that country.
6.2	The Council’s meetings are called by the President or at the request of five Council members. The Council meets at every EMA Congress and International Mycological Congress, and must meet at least once between adjacent EMA Congresses, to establish, apply and, where necessary, change the EMA’s Rules. policy and development strategies, according to the Constitution. It may also hear suspension appeals. During its meeting at an EMA Congress, the Council decides the location of the next Congress.
6.3	To be quorate, a minimum of ten members of the Council, including at least three Officers must be present, and one of those Officers must be the President, Vice-President, Secretary or Treasurer.
6.4	Meetings are chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. The Council may decide only by a simple majority of votes. The person chairing the meeting may only vote when there is otherwise no majority.

7.1	The General Assembly of the EMA consists of all Members.
7.2	The General Assembly meets at every EMA Congress. It may also meet on other occasions at the request of the President, the Council, or at least forty Members. Notice of a meeting of the General Assembly must be circulated to all Members by the Secretary at least sixty days in advance. At its meetings, the General Assembly may: elect EMA Officers, Council Delegates and Honorary Members, approve other new Members and Associates, advise the Council regarding Rules, policy and developmental strategies, make and change Rules, ratify changes of Rules made by the Council, and amend the Constitution, subject to the provisions of Article 10. It may also hear suspension appeals.
7.3	The Members attending the General Assembly constitute a quorum, providing a minimum of ten European countries are represented by those present.
7.4	The General Assembly is chaired by the President or, if absent, the Vice-President, Secretary or Treasurer. If none of these Officers is present, the meeting will be chaired by a person selected by the General Assembly at the time. The person chairing the meeting may only vote when there is otherwise no majority.

8.1	Only Members of the EMA are eligible to serve as Officers. EMA Officers are chosen by the General Assembly through elections held, normally at Congresses of European Mycologists, and at intervals of not more than 4 years.
8.2	A term of office begins at the end of one Congress, and terminates at the end of the next Congress. Nobody may serve more than one consecutive term as an Officer in the same capacity, except for the Secretary and Treasurer who may each be renewed once.
8.3	Only Members of the EMA are eligible to serve as Delegates. At the General Assembly, Members from each European country present elect one Delegate from their number to serve on the EMA Council. The results of those elections are announced by the person chairing that meeting.

9.1	The EMA publishes mycological information in printed (i.e. paper) and electronic formats, as defined by EMA Rules.
9.2	The Editorial Board is composed of the President, Secretary, the Executive Editor, and Associate Editors selected by the Governing Committee to cover each of the EMA’s objectives, one of whom is the Webmaster.
9.3	The EMA distributes a printed publication at least once a year to all Members and Associates.
9.4	Content of printed and electronic publications is the responsibility of the Editorial Board. Production of printed and electronic publications is the responsibility of the Executive Editor. Maintenance of the Website is the responsibility of the Webmaster.

10.1	The finances of the EMA are the responsibility of the Treasurer, who may open one or more bank accounts in the EMA’s name with written approval of both the President and the Secretary. It is also the responsibility of an outgoing Treasurer to ensure smooth continuity of the EMA’s financial affairs, and to transfer monies to accounts determined by the President and Secretary. The EMA may receive and hold money from a range of sources, typically (but not exclusively) including membership subscriptions, awards, grants and interest.
10.2	The Treasurer must prepare annual income and expenditure accounts and a balance sheet for each calendar year by 31 January of the following year, accounting for the finances of the EMA to the Governing Committee. These accounts are audited each year by an auditor appointed by the President. The auditor may be an EMA member or associate, but must not hold any other position within the EMA. Reports are also made to the Council and General Assembly. Summarized information about the EMA’s finances is distributed annually in the Newsletter and, on request from a Member or Associate, the Treasurer must supply a full copy of the most recent report.
10.3	The EMA levies subscription fees from Members and Associates, to support its activities. Levels are determined by its Council, are communicated to Members and Associates annually, and form part of the EMA’s Rules.

11.1	A Congress of the EMA is held at least once every four years, each time in a European country different from that of the previous Congress, with a meeting of the EMA General Assembly forming part of its programme.
11.2	Invitations to host a future Congress must be submitted to the EMA Secretary at least ninety days before the currently scheduled Congress begins. The EMA Council will consider each invitation, decide which to accept, and advise the General Assembly of its choice.
11.3	Each Congress has an Organizing Committee which, in addition to the group responsible for the successful invitation, contains a maximum of three members appointed by the EMA Governing Committee. The Organizing Committee solicits from the Members and Associates proposals for sessions, symposia, workshops and other Congress elements.
11.4	Apart from Congresses, other EMA events may be organized at any time through the Meetings Secretary with the agreement of the Officers.

12.1	This Constitution can be amended only by a two-thirds majority of Members present at a General Assembly.
12.2	Amendments (including additions) to the Constitution may be proposed only by the EMA Council or by at least forty Members, and must reach the Secretary at least three months before the General Assembly at which they are to be considered.
12.3	The proposed amendments must be circulated by the Secretary to all Members, to reach them at least thirty days prior to the General Assembly at which they are to be considered.
12.4	After any amendment, the new Constitution must be sent by the Secretary to all Members, to reach them less than thirty days after the General Assembly making the decision.
12.5	The EMA may be dissolved if more than two-thirds of Members present at a quorate General Assembly so resolve. On dissolution, any remaining EMA assets are to be transferred to the International Mycological Association for furtherance of the purposes for which the EMA was established.