IFSM

Constitution of the International Federation
of Societies for Microscopy

STATUTES / BY-LAWS

BY-LAWS

I. Membership
I.1 Eligibility
Any organisation actively interested in Microscopy and representing the Microscopists of a region, a Nation or a group of Nations or the Microscopy Trade shall be eligible for membership in the International Federation of Societies for Microscopy.
An organisation wishing to join shall make a written application for membership to the General Secretary. This application shall be signed by the President and the Secretary of the applying organisation. In addition to the application, the organisation shall forward a list of its officers, members, its constitution and by-laws and a list of scientific meetings organised by the said organisation.
In order to be considered by the General Assembly, an application for membership should reach the General Secretary at least three months prior to the ordinary General Assembly.

I.2 Nature of the Member Organisation
A member organisation defined in I.1 may be Academies of Science, Research Councils or similar bodies, or a scientific society or a group of such societies or a microscopy trade grouping. In any case, the responsible body shall form a separate committee which shall constitute a member organisation as defined in these By-Laws.

I.3 Changes in the Nature of Member Organisation
Any change in the nature of the member organisation shall be reported at least three months prior to the ordinary General Assembly to the General Secretary who will submit it to the members of the Executive and subsequently to the General Assembly. At its meeting, the General Assembly shall rule on the acceptability of the change in the nature of the member organisation. Should the General Assembly refuse to accept the change, the said organisation has the privilege to withdraw the proposed change and remain a member of the Federation.

I.4 Acceptance as a Member of IFSM
The Executive Committee of IFSM shall examine any membership application and changes in the nature of the member organisation. It will convey to the General Assembly its recommendations. A two-thirds majority vote of the delegates present at the General Assembly is required for admission of a new member.

I.5 Goups
According to the Constitution each organisation wishing to become a member of the Federation will be placed in a Group I-IV. The applicant shall indicate the Group in which it wishes to be placed. The Executive Committee will examine the proposal and make the appropriate recommendation to the General Assembly. The Group in which the member will be placed shall be part of the admission vote.
Should a member of the Federation wish to change Groups, it shall submit, at least three months prior to the ordinary General Assembly, a formal request to the General Secretary who will present it to the Executive Committee. A recommendation will be made by the Executive to the General Assembly. A single majority vote is required for a change in Group of a member of the Federation.

I.6 Cessation of Memberships
A two-thirds majority of the delegates present at the General Assembly is necessary to terminate the membership of an organisation. The decision will be taken by a secret ballot. A member to be considered for termination shall receive a written note from the General Secretary indicating the reason for the proposed termination. The note will be sent to the members at least six months prior to the ordinary General Assembly.
The member organisation has to be given the opportunity to furnish an explanation to the General Secretary as well as to the General Assembly. During the secret ballot the delegate(s) of the organisation concerned should leave the room. Failure to pay the annual membership fee for four consecutive years shall be a valid cause for the cancellation of membership.

I.7 Regional Organisations
Regional organisations composed of member societies of the Federation such as a Regional Committee may be admitted by the Federation. It shall submit its statutes and by-laws to the Executive Committee of the Federation at least six months prior to an ordinary General Assembly. The Secretary of the organisation or regional committee will define in writing the reason for the existence of such regional organisation or committee and indicate the scientific activity it intends to pursue. The Executive Committee of the Federation shall make its recommendation of this matter to the General Assembly which will vote on the admission of such regional organisation or committee. A two-thirds majority of the delegates present at the General Assembly is required for such an admission.
The regional organisation or committee, as a member of the Federation, shall be represented at the General Assembly by one delegate only. The regional organisation or committee will not pay any membership fee.
The regional organisation or committee will submit to the Executive of the Federation, any changes of its statutes and by-laws. The Executive of the Federation has the prerogative to submit these changes to the General Assembly for consideration if it considers that the changes are to the detriment oft he Federation. The regional organisation or committee intending to organise a scientific meeting shall ask for the approval of the Executive Committee of the Federation. In the request the location and date of the scientific meeting should be indicated.

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II. General Assembly
II.1 Ordinary Meetings
The General Assembly shall normally hold an ordinary meeting once every four years, in conjunction with an International Congress. The date and place of the meeting, unless determined by the previous General Assembly, shall be determined by the Executive Committee. The General Secretary shall communicate the date and place of the meeting to the member organisations at least six months in advance.

II.2 Extroardinary Meetings
An extraordinary meeting of the General Assembly may be called by the President if the Executive Committee decides that the affairs of the Federation require it. An extraordinary meeting of the General Assembly can also be requested by written demand to the President of the Federation by at least one-third of the members of the Federation. An extraordinary meeting of the General Assembly shall have the same powers and be subject to the same rules as an ordinary meeting of the General Assembly. The General Secretary shall communicate the date and place of the extraordinary meeting to the member organisations at least six months in advance.

II.3 Agenda
The agenda of business to be transacted at the meeting of the General Assembly shall be determined by the Executive Committee and shall be communicated by the General Secretary to the member organisations at least six months before the meeting.
Any member organisation may propose business for discussion at the meeting of the General Assembly. Such proposals shall reach the General Secretary at least three months before the meeting.
No questions not placed on the agenda of business to be transacted at the meeting of the General Assembly shall be discussed unless a proposal to discuss the matter is approved by at least half of the delegates. The first item on the agenda should always be the admission of new member(s). The subsequent order of the items to be discussed shall be established by the Executive Committee.

II.4 Name of Delegates
Each member organisation shall make known to the General Secretary, no later than one day before the Assembly meeting, the name of its delegates.
The name of the representative of an organisation seeking admission to the Federation whose application is on the agenda of the meeting of the General Assembly, should also be made known to the General Secretary at least one day before the Assembly meeting.

II.5 Number of Delegates and Votes
Each member organisation shall be represented at the General Assembly by the number of delegates they are entitled to in accordance with the Group to which they belong. Each delegate shall have one vote. Should a member organisation not be represented by its full quota of delegates, it should notify the General Secretary in advance of the meeting. A decision of the General Assembly, by a single majority, is required to give to one single delegate, more than one vote.
The member of the Executive Committee, Chairman of Committees and Delegate of the Regional organisations or Committees has no voting power.

II.6 Invitation to Non-Member Organisations
The Executive Committee may invite, in addition to Chairmen of Committees, representatives of scientific bodies or individuals to attend a meeting of the General Assembly. Such invited guests may take part in the discussion but shall have no voting powers. At the discretion of the Chairman, these guests may be required to withdraw.

II.7 Minutes of Meetings
Minutes of meetings of the General Assembly shall be made by the General Secretary or some other person appointed by the Executive Committee. Copies of the minutes shall be sent by the Secretary to the member organisations and the Officers of the Federation, within six months of the adjournment of the meeting. After approval at the next ordinary or extraordinary meeting of the General Assembly, two copies of the definitive minutes shall be signed by the Chairman and the Secretary at the session at which they are approved and shall be kept by the President and the General Secretary.

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III. Executive Committee
III.1 Officers of the Executive Committee
The Officers of the Executive Committee are elected by the General Assembly. Those nominated for office must be in current membership of a member organisation.

III.2 Nomination for Executive Committee
At least 1 year before the meeting of the General Assembly, the General Secretary shall inform the member organisations, the Offices to be filled by election and invite nominations from them. Nominations shall be in writing and shall be accompanied by a short bibliography of each individual nominated. The nominees must be still active in the field of microscopy. These nominations must be received by the General Secretary at least three months before the meeting of the General Assembly. Should no nominations be received by the General Secretary for a given open position, the Executive Committee shall make such nominations. No member organisation shall make more than two nominations for election to the Executive Committee, including for the Trade Member position on the Executive Committee.
The Secretary General shall present to the Assembly, the list of all nominations received for each office open for election.

III.3 Duration of Mandates
Each mandate shall start on the first of January following the meeting of the General Assembly. Each mandate shall cease on the last day of the year in which the meeting of the General Assembly was held. The President of the Federation shall be elected for a period of four years. At the end of his mandate he/she shall continue as a member of the Executive Committee as Vice-President for a term of four years. The President is not eligible for immediate re-election for the office of President or to any other office in the Executive Committee.
The General Secretary who is at the same time the Treasurer of the Federation shall be elected for a period of two consecutive four year terms. After the first period of 4 years the Executive Committee shall have the power to confirm the election of the General Secretary or ask the General Assembly for his/her replacement. At the end of the 8 year period he/she is eligible for re-election for another term of four years. The duration of the mandate of the General Secretary should not exceed twelve years.
Four ordinary members of the Executive Committee are elected at each ordinary General Assembly for an eight year mandate. They are not eligible for immediate re-election to the same office.

III.4 Replacement of Executive Members
In the event of the resignation, death or disability of the President, the Vice-President shall assume the office of President for the remainder of the term of office involved. In the event of the resignation, death or disability of the General Secretary, the Executive Committee shall appoint a new General Secretary to serve for the remainder of the term of office involved. In the event of the resignation, death or disability of the Vice-President or an ordinary member of the Executive Committee these members may be replaced by the Executive Committee before the next ordinary or extraordinary meeting of the General Assembly.
Should more than four members of the Executive Committee resign at the same time, an extraordinary meeting of the General Assembly should be called for the election of a new Executive Committee.

III.5 Procedure for the Election of the Members of the Executive Committee
The election of the Executive Committee shall be made in the following order:

1. President
2. General Secretary
3. Ordinary Members
4. Trade Members

Should there be more than two nominations for the post of President and/or General Secretary and should one candidate not receive a single majority of votes in the first ballot, a second ballot shall be held. In the second ballot, only the two candidates who obtained the highest number of votes in the first ballot will be placed for election. A third ballot shall be held if the two candidates obtained an equal number of votes in the second ballot.
Only one ballot will be held for the nomination of ordinary members of the Executive Committee. The nominees who receive the highest number of votes will be elected. Voting shall be done by secret ballot and two tellers shall be appointed by the General Assembly to conduct the ballot.

III.6 Meetings of the Executive Committee
The Executive Committee shall normally meet in conjunction with each meeting of the General Assembly and at least once between General Assembly meetings. The meeting of the Executive Committee, when in conjunction with meetings of the General Assembly, should meet at least twenty-four hours prior to the meeting of the General Assembly.
The President may call an extraordinary meeting of the Executive Committee at such other time as may be required for the conduction of the affairs of the Federation.
At the meeting of the Executive Committee a single majority of the Officers shall constitute a quorum. Decisions shall be made by a simple majority of the officers present and voting.
During the periods between meetings of the Executive Committee, voting may take place by mail. Decisions shall also be made by a simple majority.
The President or the General Secretary may invite an individual to be present at the meeting of the Executive Committee. Such an invited guest may take part in the discussion but shall have no voting power.

III.7 Minutes of the Meetings of the Executive Committee
Minutes of the meeting of the Executive Committee shall be made by the General Secretary or another person appointed by the Executive Committee. Two copies of the minutes of the meeting shall be signed by the President and the General Secretary at the meeting at which they are approved and shall be kept respectively by the President and the General Secretary. At the end of the mandate, the President and the General Secretary shall hand the minutes to their successors in those offices.

III.8 Obligations of the Executive Committee
In addition to the obligations described in the Constitution and the By-Laws of the Federation, the Executive Committee shall:

1. Present an Annual Report, including a statement of receipts and expenditures to the member organisations. This report will be prepared and sent by the General Secretary
2. Have the power to appoint an Assistant Secretary and/or a Treasurer from amongst the Officers
3. Have the power to set up such other Committees as it may deem necessary for the conduct of special affairs of the Federation
4. Have the power to appoint representatives on, or to set up joint committees with other scientific bodies.

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IV. Functions of Officers
IV.1 President
The President of the Federation is the Chairman of the General Assembly and of the Executive Committee. He/she is an ex-officio member, with voting power on all Committees of the Federation. If unable to attend a particular meeting, he/she may appoint a deputy from amongst the members of the Executive Committee.

IV.2 General Secretary
The General Secretary is Secretary of the General Assembly and of the Executive Committee. He/she is an ex-officio member with voting power on all Committees of the Federation. He/she is responsible for conducting the ordinary business of the Federation, including the financial administration and for keeping its records. He/she shall also keep records of meetings of all the Committees and other bodies of the Federation.

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V. Finances
V.1 Fiscal Year
The fiscal year of the Federation and all its Committees shall be the calendar year.

V.2 Dues
All membership dues shall be paid prior to the first day of March of each year - late payment shall be penalised by a 10% surcharge.

V.3 Treasurer
The General Secretary shall act as the Treasurer of the Federation. He/she is responsible for the financial transactions of the Federation. He/she will warn any member organisation which is in arrears with its fees for two years that it shall be deprived of its voting power and may be excluded from membership in the Federation. The General Secretary shall present an audited financial report to the ordinary meeting of the General Assembly.

V.4 Audits
The accounts of the Federation shall be audited at the end of each four years before being presented to the General Assembly. For this purpose two auditors shall be elected by the General Assembly.

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VI. Amendment and Interpretation of By-Laws
VI.1 Amendments
The By-Laws may be amended or suspended at any General Assembly by at least two-thirds of the votes. A motion to amend or suspend, if not already included in the agenda of business of the General Assembly, may be made during the Assembly by the Executive Committee or by any delegates. The motion to amend or suspend shall be accepted by at least a single majority.

VI.2 Interpretation
The present English text shall be considered the authoritative text in the interpretation of these By-Laws. In the case of dispute, they are subject to Section IX.2 of the Statutes.

Amendments
Section III.2 of the By-Laws and the Timetable (Appendix I) were amended by the General Assembly on 4 September 1998.
The entire document was amended by the General Assembly on 4 September 2002 to excise the word Electron from the name of the Federation, and to allow for a Trade Member of IFSM.

Appendix I
Timetable
General Secretary
Annual mailing to the membership shall be sent in January of each year.

Notice of date and place of ordinary and extraordinary meetings of General Assembly:	6 months prior meeting
Agenda of meetings to be sent:	6 months prior meeting
Report of executive committee to members:	6 months prior meeting
Minutes of General Assembly:	within 6 months of adjournment
Notification of executive positions to be filled and ask for nominations:	12 months prior meeting

Members

Application for new membership:	3 months prior meeting
Proposal for agenda:	3 months prior meeting
Change of group:	3 months prior meeting
Name of delegates to be posted by the General Secretary:	1 day prior to the General Assembly
Nomination of officers:	3 months prior meeting
Candidacy for organising an International Congress:	3 months prior meeting

Appendix II
Quorum and Majority Requested
Quorum - Two-thirds General Assembly and Single Majority for the Executive Committee
Changes of statutes and/or by laws:- two thirds majority
Admission of new member(s) and cessation of membership:- two thirds majority
Dissolution of the Federation :- three fourths majority
A single majority vote is required in all other decisions of the General Assembly or Executive Committee.

Appendix III
Candidacy for Hosting the International Congress on Electron Microscopy
A member organization intending to organise an International Congress on Electron Microscopy shall present a written proposal to the General Secretary at least 3 months before the General Assembly.
The proposal shall indicate:

1. The name of the city hosting the congress.
2. The exact date of the congress which should not conflict with other microscopy conferences or related subjects.
3. The exact description of the meeting facilities including number of auditoria, audiovisual facilities, space for poster sessions, location and space reserved for commercial exhibits
   (space in m² or square yards and distance in m or yards).
4. Distance from commercial exhibits to lecture rooms and auditoria.
5. Facilities including inexpensive accommodations.
6. The policy for sponsoring students and young scientists to attend the congress. The number of young electron microscopists who will be invited to attend free of charges.
7. Composition of the organising committees.
8. Organisation of the scientific programme.

To each application, an official invitation from the appropriate authorities of the hosting city and the local scientific body shall be appended.

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