Constitution

MEFOMP Constitution

Introduction

Section A: Name, Scope and Extent of Activities.

Section B: Aims and Functions.

Section C: Membership.

Section D: Administration.

Section E: Council Business.

Section F: Financial resources.

Appendix

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Introduction:
This Constitution was reviewed and adjusted by most of the MEFOMP Members and Ex-Officers from AAPM and IOMP. It is then been approved by the majority of the MEFOMP members during the World Congress of Medical Physics and Biomedical Engineering (WC2009) that took place in Munich, Germany from 7 to 12 September 2009. This constitution was originally adopted with permission from IOMP and AFEMOP and modified according to the needs of the Middle East region.

Section A: Name, Scope and Extent of Activities.
Article 1
The regional organization shall bear the name of “Middle East Federation of Organizations of Medical Physics” (MEFOMP), hereafter called “The Federation”.

Article 2
The Federation includes official Medical Physics Societies and Associations in the Middle East region, referred to as “the region” hereafter. The membership adopted shall be those of IOMP members.

Article 3
The Federation may remain in existence for an unlimited period. The dissolution of the Federation shall be approved only in accordance with the Articles of this Constitution.

Section B: Aims and Functions.

Article 4
1. The aims and purposes of the Federation are:
a. To promote the co-operation and communication between medical physics Organizations in the region.
b. To promote medical physics and related activities in the region.
c. To promote the advancement of the status and standard of practice of the medical physics profession.
d. To Organize and/or sponsor international conferences, regional and other meetings or and courses.
e. To collaborate or affiliate with other scientific Organizations worldwide.

2. The federation is a non-profit, non-Governmental organization.

Section C: Membership.
Article 5
Membership of the Federation shall consist of :
1. Full Membership (See Article 6).
2. Honorary Membership (See Article 7).
3. Additional categories of membership created according to Article 8
(see Appendix).

Article 6
1. Medical Physics Organizations in the Middle East region may apply for Membership of the Federation. Only those Organizations which are members of International Organization for Medical Physics can apply for Membership of the Federation.

2. Medical Physics Organizations will be admitted to Membership of the Federation by the Council, if approved by a majority of the votes of members of the Council.

3. Medical Physics Organizations applying for Membership of the Federation must submit copies of their rules, constitutions or statutes, and a statement giving names and work places of officers, the number of members, and the activities of the Organization.

4. Organizations may withdraw from Membership of the Federation by six months notice.

5. Cancellation of Membership of the Federation may be decided by the Council with a majority of two-thirds of the votes of members of the Council present and expressed. Before voting, the Council must have stated the reasons for proposing cancellation in writing and must have invited the Member Organization to present a case opposing such cancellation in writing or orally.

6. Termination of Membership may be imposed by the Council, when a Member Organization has remained more than two years in arrears with its subscription, after two written notifications from the Secretary-General.

Article 7
Individuals who have made a significant special contribution to the advancement of Medical Physics are eligible for admission to the Federation as Honorary Members, subject to the approval of the Council.

Article 8
At its discretion, the Council may create additional categories of membership with associated conditions and may amend or dissolve the membership categories so created. The mechanism by which such membership categories are created will be determined and adopted by the Council.
The additional membership categories for the time being in force shall be defined in the Appendix of this constitution.

Article 9
Members of the Federation are not accountable for its debts or liabilities. The Federation is liable only to the extent of its assets.

Section D: Administration.
Article 10
1. The Council is deemed to be the Constitutional Body of the Federation and directs the activities of the Federation.
2. The Council comprises of the Council Members appointed by each Member Organization and the Officers of the Council.
3. The Officers of the Council are: The President, The Vice-President, The Secretary-General, The Treasurer and Chairpersons of the Committees.
4. The Executive Officers are the President, Vice-President, Secretary- General, Treasurer and the Immediate Past President.
5. The President of the Council can invite individuals, in particular Honorary Members and representatives of co-operating Organizations to attend Council as observers.

Article 11
1. The President of each Member Organization shall act as a Council Member to the MEFOMP Council unless the President of that Member Organization officially appoints another delegate to the MEFOMP Council through a letter to the Secretary General. A Council Member so appointed shall be considered as a duly appointed representative of the Member Organization, until the Member Organization revokes the appointment through a letter to the Secretary-General.

2. Terms of Office:
a. The President shall hold office for one term of three years. At the end of the President’s term, the President shall succeed to the office of Immediate Past President. The President shall not be eligible for immediate re-election as an Officer.
b. The Vice-President should serve for one term of three years. At the end of the Vice-President’s term of office, the Vice- President shall succeed to the office of President.
c. The Secretary General, who shall hold office for one term of three years, shall be eligible for re-election for one further term.
d. The Treasurer, who shall hold office for one term of three years, shall be eligible for re-election for a maximum of three terms.
e. Should the office of President be vacated for any reason, the Vice-President shall become President for the remainder of term of office.
f.  Should the office of Vice-President be vacated for any reason, the vacated office shall be filled by election.
g. Should the office of Secretary-General or Treasurer be vacated for any reason, the President shall, at his/her discretion, either call an election to fill the vacant office or appoint a Council Member to fill the vacant office on an acting basis.

3. Member Organization whose delegate is elected as Officer of the Council may appoint a replacement delegate.

4. The Council normally meets once per year.

5. The President is the legal representative of the Federation and shall summon and chair the meetings of the Council. The Vice-President may act on the President‘s behalf during the latter’s absence.

6. The Council shall be summoned in extraordinary session by the President upon the written request of not less than one-fifth of the members or upon the President’s own decision.

7. If a delegate is unable to attend a meeting of the Council, the Member Organization may designate an alternate delegate and the Secretary-General must be notified of such designation before the meeting.

8. The Secretary-General shall maintain communication with Member Organizations and with appointed Council Members.

9. The Executive Officers of the Council shall prepare agendas, papers and budgets for circulation to delegates. Copies shall be sent to Member Organizations two months before the meeting.

Section E: Council Business.
Article 12
1. The Council has the power to do all of the following:
a. Adopt or modify the Constitution of the Federation.
b. Elect the President, Vice-President, the Secretary-General, and the Treasurer.
c. Decide on the admission of Medical Physics Organizations to Membership.
d. Decide on the admission of individuals to Honorary Membership.
e. Terminate Membership of Member Organizations.
f. Dissolve the Federation (The Mechanism for dissolution will be determined by the current Council).
g. Establish the annual membership subscription.
h. Set up committees for specific defined matters.
i. Set up foundations or other appropriate legal bodies to facilitate realizing the aims and purposes of the Federation.

2. The Council has the responsibilities of furthering the aims and purposes of the Federation, and managing its financial affairs.

3. Each Member Organization has one vote for electing new officers. Honorary Members have no vote. Current Officers have no votes, unless voting results in a tie, in which case the President has a casting vote.

4. A Council can make valid proceedings if a quorum exists. A quorum exists if one third of all possible votes are represented by delegates at Council. If Council cannot make valid proceedings, i.e. there is no quorum in Council, Officers have the option to defer the decision to the next meeting of Council or they can decide to have a postal or e-mail ballot. However, if in such a case, more than two thirds of the votes represented at Council request it, then a postal or e-mail ballot must be held. A quorum of one-half of all possible votes is required for postal and e-mail meeting or ballot. Prior to any e-mail or postal meeting or ballot being conducted, all relevant documents should be circulated to member organizations for consultation for a period of not less than three weeks. The Secretary-General shall on issuance of a ballot specify the date on which the postal or e-mail ballot will be counted.

5. Issues related to Council business are decided either by agreement in Council, or by a majority vote among Council members present at a valid meeting.

6. The Secretary-General shall call an Extraordinary General Meeting upon the request by 20% of the delegate votes.

7. Excluding matters relating to the dissolution of the Federation, changes in its Constitution or Membership, the Executive Officers have the power to act where prompt action is deemed necessary in their judgment. This shall include the power to establish ad hoc committees for specified purposes. The Chairpersons of such Committees shall be appointed by the President. Such actions shall be reported by mail or e-mail to Council members and placed on the agenda for formal approval at the next Council meeting.

8. Committees.
a. Nominating Committee:
i. The Nominating Committee shall consist of the President, Vice-President, the Immediate Past President, and three Council Members to be elected by the Council. The President shall serve as Chairman of the committee.
ii. The purpose of the Nominating Committee is not to inhibit the Delegates’ choice of Officers but to ensure that suitable nominations are made by individuals or national bodies that those nominated are willing to stand and, if too many nominations should be made, to act as a preliminary filter. The Committee shall put forward (with the consent of the nominees) not more than four nominations for each of the three offices of Vice-President, Secretary-General, and Treasurer.
iii. All nominees should be known internationally for their distinction in the field and for their ability to serve as Officers for their respective terms of office.
iv. The Secretary-General should invite individuals and adhering bodies to submit names to the President at least three months prior to the date of the next Council Meeting at which the election will take place. The names and biographical details of selected nominees are to be circulated by the Secretary-General to Delegates at least one month prior to the election.

b. Education and Training Committee (ETC):
i. The mission of ETC is to promote activities related to education and training of MEFOMP medical physicists for the purpose of improving the quality of medical services for patients in the region through dvancement in the practice of physics in medicine.
ii. Members of ETC are appointed by its Chairman, the latter is appointed by the President.

c. Professional Development Committee (PDC):
i. The mission of the PDC is to promote the professional development, status and recognition of the medical physics profession in MEFOMP countries.
ii. Members of the PDC are appointed by its Chairman, the latter is appointed by the President.

d. Science Committee (SC):
i. The mission of the SC is to promote collaboration in scientific research and exchange of scientific information and materials between MEFOMP medical physicists through communications, publication, workshop, symposia, or conference meetings.
ii. Members of SC are appointed by its Chairman, the latter is appointed by the President.

Section F: Financial resources.
Article 13
The financial resources of the Federation consist of:
1. Subscriptions paid by Members.
2. Gifts, bequests and legacies.
3. Subsidies and grants.
4. Any other resources or revenues which may result from the Federation’s activities or investments. The investments should be managed and approved by the council and the treasurer.

Article 14
Subscriptions shall be fixed by the Council. Subscriptions for Member Organizations shall normally be directly proportional to the number of their ordinary members. However, Member Organizations that suffer from lack of assets may apply for relief from all or part of the subscription. Honorary Members are not required to pay any subscription.

Article 15
The accounting period shall be the calendar year. The Treasurer shall report annually to Council on financial matters.
The membership of Organizations who have not paid the proper dues for two consecutive years can be terminated according to Article 6 section 5.
Member Organizations who have not paid their dues for two years or more have no right to vote in Council.
Officers, who belong to an Organization which has not paid its subscription for two consecutive years, shall be excluded from office and replaced by Council.

Article 16
In the event of the Federation being dissolved, assets remaining after discharge of all debts shall be transferred to IOMP.

Appendix:
Additional Categories of Membership
This appendix lists additional categories of MEFOMP membership, created under Article 5 section 3 of the constitution. These will be in force with effect from the date approved by the Council. Until such time as the Council agrees a further revision.

Eligibility for Category Privileges in Council Privileges in Committees Subscription
Affiliate Membership Organizations seeking closer link to MEFOMP which do not meet all conditions of Article 5 section 1 Attend and speak but not vote or hold office. Rate set by Council.
Industrial Membership Companies active in the field of medical devices. Attend and speak but not vote or hold office. Rate set by Council. Not eligible for subscription relief.

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