Edinburgh, UK, 25 June 2004

1. These Rules of Procedure complement and are to be read in conjunction with

the statutes of the ESC which consist of Articles I-XIV.

2. Member’s rights and duties

All ordinary and honorary members as defined in Articles IV, V, VI are

entitled to:

a) receive a quarterly Newsletter.

b) receive the Journal of the ESC.

c) receive information about seminars, congresses and other meetings organised

or supported by the ESC.

d) free attendance at ESC seminars.

e) preferential registration rate at ESC congresses.

f) attend and vote at the General Assembly and suggest items for the agenda (Article


g) be represented on the Board of Directors.

h) vote for the Board of Directors (Article X,7).

i) receive minutes of the General Assembly and a summarised financial statement.

All members will:

a) inform the Secretary of any change of address.

b) pay a yearly subscription (Article IV, 1).

c) not knowingly bring the ESC into disrepute (Article VI).

d) inform the Treasurer of any suggested or actual financial support, be it

monetary or in kind, which they have received in the name of the ESC.

e) not commit the ESC, either directly or via the local Congress/Seminar

organising committee to any expenditure without getting prior authorisation from

the Treasurer.

3. Payment of yearly subscriptions

The annual subscription is due on 1st January. Unless arrangements have been

made for regular payments to be made through a credit card, the Treasurer will

send out a reminder no less then a month after the due date. A second reminder

is sent when the fee is at least two months overdue and, if no response is

received within three months, membership can be deemed to be cancelled.

When a new member joins after 1st October, their subscription will, in the

first instance only, last up to 15 months rather than the usual 12.

4. Rights and duties of the Board of Directors

A Board member is entitled to:

a) be invited to a board meeting once every calendar year.

b) elect the Executive Committee.

c) serve a term of four years initially but may stand for re-election (for a

maximum of 2 terms consecutively, i.e. 8 years).

d) to receive a summary of the discussions at each Executive Committee


e) to discuss any proposed changes to the Statutes prior to ratification at

the General Assembly.

f) to vote on any proposed changes to the Rules of Procedure.

A Board member will:

a) attend at least one Board meeting every two calendar years.

b) represent all the views of those members who are entitled to vote for him/her

to the Board and Executive Committee.

c) assist the Executive Committee from time to time with translations of

short letters into their own language or similar tasks best carried out in the

individual countries.

d) render assistance with the organisation of congresses and seminars by

serving on sub-committees when requested.

e) inform all those eligible to vote when an election is due and request

nominations in time for this to be sent out with the agenda for the General


f) ensure that all those eligible to vote who are present or represented in

the General Assembly are given the opportunity to do so.

The first representative for each country can be elected onto the Board when

there are 10 paid up members and the second member can be elected if there are

50 or more paid-up members from that country. When the membership numbers from

any country drop below the set level the representation on the Board will be

adjusted acccordingly at the time of each General Assembly.

When a new Board member needs to be elected, all members of the appropriate

country will be informed by the Central Office one month prior to the General

Assembly. The number of members at the time of the Congress shall be used as a

reference to determine the level of representation.

If the Board of Directors is likely to have more than 29 members, the

Executive Committee will examine the current Rules of Procedure and suggest ways

in which they can be changed so that the Board does not become so big that it is

no longer effective or financially viable.

When the number of elected Board members according to these rules comes to

less than 29 the shortfall will be made up by representatives from countries who

have more than 5 but less than 10 members. Initially this will be by drawing

lots and later in rotation.

5. Executive Committee (EC) – rights and duties

All Executive Committee members will:

a) attend a minimum of half the EC meetings a year. In exceptional

circumstances, the EC may waive this rule.

b) assist in the overall planning of the congresses. seminars and other

meetings organised by the ESC. The detailed planning is the responsibility of

the local organizing committee who may co-opt Board members onto sub-committees

when required.

If these duties cannot be complied with, the functions of the EC member will

be delegated to a co-opted Board member.

c) the ESC meetings will meet the following guidelines:

– invitations and the agenda need to be sent out at least one month prior to the


– all items should be listed on the agenda in detail

– accepted minutes of previous meetings should be signed by the President and

Secretary General

– all members should report on the incoming and outgoing correspondence

a) President

The President will:

o actively promote the Society and its aims.

o build bonds with other related bodies.

o seek sources of money for the furtherance of the Society’s aims.

o convene and chair at least two yearly Executive Committee meetings as well as

yearly Board meetings.

b) Vice President

The Vice President in collaboration with the Central Office will:

o assist in all presidential duties.

o deputise for the President when requested.

c) Secretary-General

The Secretary-General will:

o keep an updated list of all members.

o keep accurate minutes of Executive and Board meetings as well as the General

Assemblies and ensure their distribution.

o write all necessary correspondence for the Society.

o send all new members the Statutes and Rules of Procedure of the Society.

o organise Executive and Board meetings.

o work closely with the President to ensure that all necessary parties are

informed in good time of meetings and decisions.

o supervise the ESC website on the Internet in co-operation with the webmaster

d) Assistant Secretary

The Assistant Secretary will:

o assist in all secretarial duties.

o deputise for the Secretary when requested.

e) Treasurer

The Treasurer will:

o oversee written records of all financial transactions.

o present an up-to-date financial report at each Executive Committee and

Board meeting .

o send out appropriate reminders for the yearly subscriptions

o prepare a financial report for inspection by the nominated members of the

Society (Article X.6) at least 2 months prior to the General Assembly. A written

summary of this report, once countersigned, must be presented to all members of

the Society at the General Assembly and be distributed with the minutes of the

meeting to all members.

f) Assistant Treasurer

The Assistant Treasurer will:

o assist in all the Treasurer’s duties.

o deputise for the Treasurer when requested.

Each EC meeting has to be attended by either the President or the Vice

President and either the Secretary or the Assistant Secretary and either the

Treasurer or the Assistant Treasurer. If any of the three roles is not

represented, the meeting will be invalid.

6. Affiliation to other organisations

International or national organisations with similar or related aims may

apply for affiliation to the ESC. Members of affiliated societies shall pay a 50

percent reduced yearly fee (suggested by the EC, approved by the Board). Those

seeking affiliation must submit an application in writing to the Secretary

General. The Board shall ratify the final affiliation. This decision shall be

followed by a signed contract including rights and duties of members of

affiliated societies. The Central Office of the ESCshall receive a complete list

of members including email and postal adresses from the affililated Society.

Members of affiliated societies have no voting rights during GA of the ESC by

virtue of their affiliation.

Members of affiliated societies are entitled to:

a) receive an electronic form of the Journal of the ESC

b) receive an electronic form of the Newsletter

c) receive information about seminars, congresses and other meetings organised

or supported by the ESC

d) free attendance at ESC seminars

e) preferential registration rate at ESC congresses

Affiliated societies will:

a) inform the Secretary of the Central Office of any change of address

b) pay a yearly subscription

7. Publications

The ESC may have publications, the details of which will be proposed by the

EC and approved by the Board. The Editor will be a member of the Society and may

be a member of the Board if appropriately elected. The appointment will be made

by the EC with ratification by the Board. It will be for a period of two years

initially and further terms will be at the discretion of the EC. The Editor of

the publication will be invited to all Board meetings as an ex officio

non-voting member. The Editor can also be invited to EC meetings when the

discussion is relevant as a non-voting member.

8. Financial arrangements

The Treasurer is responsible for keeping accurate and up to date financial


The publishing costs of the proceedings of a congress/seminar should be part

of the costs of the meeting.

The EC is empowered to allow expenditure for:

o production of the newsletter.

o essential travel/accommodation expenses to meeting (Economy Flights only).

o employment of occasional secretarial assistance by the President/Secretary


Any expenditure of over 10.000 Euro on any one meeting/item (other than

congress/ seminar) should be ratified by the Board. Any expenditure of over

20.000 Euro on any one meeting/item (other than Congress/seminar) should be

ratified by the General Assembly.

The annual membership fee shall be reviewed regularly by the EC, discussed by

the Board and voted on at the General Assembly.

9. Congress Sitting

Congresses are held every two years. To enable enough time for organisation

the site for the congress four years later will be voted on at the General

Assembly. The organiser of the next congress will make a short presentation at

the General Assembly including dates and venue and confirming their willingness

and ability to proceed with the organisation.

A short proposal and presentation shall be made at the General Assembly in

support of the bid for the next Congress prior to a vote. A short recommendation

from the Board may follow a presentation.

10. Seminar Sitting

The ESC seminars are usually held in the year when there is no congress. Any

member wishing to organise a seminar shall submit a bid in writing to the

Central office. A short presentation should be made at the Board meeting in

support of the bid prior to a vote.

11. Guidelines for applicants wishing to organise an ESC Congress/Seminar

1) At the time of submitting a bid to organize a Congress or Seminar a

country must have at least 10 paid up members of the ESC

2) Proposals for holding congresses are presented 4 years ahead at the General

Assembly. The venue is decided upon by a vote of the ESC members during the

General Assembly.

3) Proposals for holding seminars are presented 4 years ahead at the Meeting of

the Board of Directors. The venue is decided upon by a vote of the Board members.

4) An official bid for the congress /seminar must be delivered to the Central

Office not later than three months before the day of the appropriate General

Assembly or Meeting of the Board of Directors. Four copies of the bid are

required. The Central Office is obliged to confirm receipt of the document and

to send copies to the EC members (president, treasurer, secretary general), one

copy shall remain on file at the Central Office. Bids for congresses are

presented by the EC at the Board meeting before the appropriate GA.

5) An official bid to hold a congress/seminar must include:

a) A preliminary budget, containing calculations of expenditures (congress venue,)

and an estimate of contributions by local sponsors (acquiring local sponsors is

not a condition of organizing a seminar).

b) A letter of acceptance from the organizers stating that they are prepared to

follow the principles of the Society for the organizing congresses or seminars

(as specified in sample contract sent on request by the Central Office).

c) Specifications of the congress/seminar venue, sufficient capacity of

accommodations, and accessibility of the city and a congress venue where the

congress is to be held.

d) Proposal of scientific topic(s) of the congress/seminar. A definite topic is

decided by the Board in accordance with the proposal of the organizers.

6) The Board of Directors reserves the right to determine the date of holding

the congress/seminar, changing the date if necessary, possibly changing the

location in the case of apparent inability of the organizers to guarantee the

event or in the case of an unstable situation in the country where the congress/seminar

is to be held.

12. ESC associated meetings or events

Each request to organize an activity under the auspices of the ESC, should

meet the following criteria:

– the ESC must be involved in the programme,

– the theme and programme must concur with the aims of the Society,

– the request must be discussed and approved by the EC.

13. Simultaneous translation

English is the official language of the ESC.

Simultaneous translation can be available in 2 languages other than English, and

or the language of the host country, for ESC Congresses, seminars and general

assemblies. These languages shall be decided on by the EC and the Board.

14. ESC granted projects

Individuals or organisations may apply for financial support from the ESC for

activities that are in accordance with the aims of the Society as described in

the Statutes. Application forms are available at the Central Office. Up to a

maximum of 5% of the balance in the ESC accounts can be awarded in any one

financial year.

The application must contain

· The aims and projected outcomes of the project

· Details of any other source of funding sought or obtained

· Details of the person or organisation making the application

· Commitment to present the results to the Board of Directors and acknowledge

the ESC funding appropriately

· A detailed budget proposal

All proposals will initially be scrutinized by a small scientific committee

which will have at least two members of the Executive Committee on it of the

Board. They will then be presented to the full Board for the final decision on

whether to make the award.

The Treasurer will be responsible for initial and ongoing monitoring of the



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