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Statutes

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Introduction
 
The Statutes were accepted by the General Meeting of FESPP at Edinburgh 1978; changed section 2 part f, 3rd sentence September 1, 1986 in Hamburg; changed sections 2e-k, 3a-e, 4a and 9 in Antwerpen, August 25,1992; changed section 2f in Brno, July 5, 1994; changed sections 2 a and 3 c in Budapest, August 22, 2000). The name of the Federation was changed to The Federation of European Societies of Plant Biology by decision of Council at the 13th Congress, Hersonissos, Crete, September 2002. At that time, the name of the Advanced Courses Committee was changed to The Grants and Awards Committee and other minor amendments were approved. The issue of FESPB Officers election by the FESPB General Assembly (Article 2f) was unanimously decided by the FESPB Council at the 17th FESPB Congress, Valencia, Spain, the 9th of July 2010.

 

1. Objects of the Federation

The Federation is established for the public benefit to advance research, education and exchange of information in plant biology and to publish or arrange for the publication of results of research in plant science. For those purposes the Federation will:

a) Facilitate the exchange of scientific information between Plant Biologists in general and European Plant Biologists, in particular, by the holding of meetings and discussions and by other appropriate means.

b) Arrange instructional courses on matters connected with plant biology.

c) Advance the exchange of scientists.

 

2. Administration and membership

a) The Federation shall consist of Societies of Plant Biology, or other societies with related interests, or subgroups of such societies, and normally will be drawn from within the european area. By special arrangement, societies from outside the european area may also join the Federation on terms to be negotiated on an individual basis by the Executive Committee. All members of the Constituent Societies are ipso facto members of the Federation with equal privileges. Commercial companies and individuals may also become members of FESPB on payment of dues directly to the Treasurer subject to approval of the application by the Executive Committee.

b) New admissions of Societies to membership of the Federation are to be decided by its Council, provided that the Society making the application has lodged full details and documentation of its activities with the Secretary General at least three months before the Council meeting.

c) The affairs of the Federation shall be conducted by a Council. The Council may empower a Constituent Society to act on its be-half.

d) Each Constituent Society shall nominate one delegate and a deputy to the Council of the Federation. The delegate shall be re-appointed biennially by the Constituent Society.

e) The Council shall appoint one of the Constituents to be the Host Society. The delegate to the Council of the Host Society shall, when present, act as President of the Council and is, in the Statutes, referred to as the President.

f) The Members of the Executive Committee are elected by the General Assembly: The Secretary General three months before the termination of the term of the E.C. members calls for new nominations for the positions of Secretary-General, Treasurer, Chair of the Publications Committee, Chair of the Grants and Awards Committee and Regional Representative of eastern European countries. The nominations have to be submitted to the Secretary General not later than one month before the forthcoming FESPB Congress and posted to all FESPB members electronically. During the Congress, the new E.C. officers are elected during the General Assembly by all FESPB members present. Each of these officers shall serve for a term of four years, but shall be eligible for re-appointment for a further four years. None of these officers shall be a delegate for his constituent Society. Each of these officers and also the Incoming President shall be ex officio a full member of the Council with the right to vote.

g) Except as otherwise expressly provided by these Statutes, any matter to be decided by the Council shall be decided by a simple majority vote of those present. Only accepted national delegates and officers have a voting right at the Council. One half of the accepted voting numbers constitute a quorum. The voting shall take place at a meeting of the Council, provided that invitation and an agenda for the meeting has been communicated to the Constituents at least three weeks before the meeting.

h) The Council shall meet at each Congress of the Federation. Extra-ordinary meetings of the Council can be called by the Council but only such matters can be decided which are specified on the Agenda. The members present constitute a quorum.

i) The Council shall decide:

(1) elections as specified in article 2, e and f
(2) accounts for the preceding period
(3) budget for the following period
(4) new admissions
(5) any other matter on the agenda

j) Subject to the Council the administration of the Federation shall be vested in an Executive Committee consisting of the President, the Incoming President, the Secretary General, the Treasurer, the Chair of the Grants and Awards Committee and the Chair of the Publications Committee, They shall be empowered to act on behalf of the Council and to enter into contracts in the period between meetings of the Council.

k) Any Constituent Society is free to withdraw from the Federation at a meeting of the Council, provided notice of such a withdrawal has been communicated to the President at least one month before the Council meeting.

 

3. Meetings of the Federation

a) A Congress of the Federation shall be held at least every two years at a place chosen by the Host Society and approved by the Council. A Congress shall also be open to non-members.

b) A Congress of the Federation shall provide opportunities for the presentation of original communications, discussions, demonstrations and symposia. The detailed arrangements for the Congress shall be at the entire discretion of the Host Society.

c) The financial arrangements for a Congress are the responsibility of the Host Society but FESPB may contribute to a Congress financially in amounts to be agreed by the Executive Committee. To ensure transparency concerning congress finances, the accounts of each Congress shall be available for scrutiny by the Executive Committee of FESPB within 6 months of every Congress. These accounts should itemize all sources of income for the Congress and its outgoings together with a profit and loss statement. While FESPB can have no responsibility for debts arising from a Congress, any financial profit gained from a Congress will be divided equally between FESPB and the Host Society. This payment is subject to FESPB receiving back no more than the amount it originally invested in the Congress. Registration Fees shall be the same for members of all constituent societies and be at least 15 % below those charged for non-members. To help with continuity and oversee FESPB financial input, the immediate Past-President and current Chair of the Grants and Awards Committee will join the programme committee of each Congress.

d) The Host Society of the Congress or of other meetings of the Federation is free to make its own arrangement with publishers as regards the publication of symposia or similar scientific activities.

e) During each Congress the Council will convene a General Assembly of the Federation, chaired by the President. The General Assembly will be open to all participants of the Congress. During the General Assembly the Executive Committee and the Council will give public account of the affairs of the Federation and will report on the decisions of the Council on the items mentioned in article 2i. Also, the new members of the Executive Committee will be elected.

 

4. Exchange of information

a) The Federation publishes a web site and an electronic newsletter 'FESPBNewsletter'. The Publications Committee is responsible for content of the web site and newsletter and for their editing, production and distribution. Each Constituent Society has the duty to inform the FESPB membership of its activities by supplying the Publications Committee with details of its activities on a monthly basis. Each Constituent Society also has the duty to supply the Secretary General or other designated person with changes to the membership of their society and changes to the contact details of existing members, on an annual basis and in the required format.

b) Each Constituent Society shall send a nominated officer of all the other Constituent Societies the same relevant circulars that it sends to its own members.

 

5. Attendance at Domestic Meetings

Any member or representative of the Federation may, on making proper application, be admitted to an open meeting of a Constituent Society other than its own, on the financial terms as a member of that Society, although permission to present a paper shall be at the discretion of the Society holding the meeting.

 

6. Central fund

a) There shall be formed a central fund, composed of membership fees, royalties and other income. The membership fee for each Society shall be determined from time to time by the Council. The fund shall be applied only to further the objects of the Federation.

b) Members who are in arrears with more than two years fees can be excluded by a two third's majority vote of the Council.

 

7. Dissolution of the Federation

The Federation and its Statutes may be dissolved at any time at a meeting of the Council at which two thirds of the delegates are present and at which there is two thirds affirmative majority vote in favour of the proposal. The proposal must be notified in writing to the Secretary General at least three months before a Council Meeting. The Secretary General shall in turn notify all Constituent Societies of such proposals, at least two months before the Council Meeting. On the dissolution of the Federation any surplus assets of the Federation shall, in such manner as the Council may decide, be applied for charitable purposes in connection with the advancement of research and education in plant biology.

 

8. Statutes of the Federation

The Statutes of the Federation may be amended, deleted, or augmented at any Council Meeting by a two-thirds affirmative majority vote, provided that at least two thirds of the delegates are present. Proposed changes must be notified in writing to the Secretary General, at least three months before a Council Meeting. The Secretary General shall, in turn, notify all Constituent Societies of such proposals at least two months before the Council Meeting.

 

9. Location of office

The principal office of the Federation shall be situated at the office of the Secretary General.

 

FESPB-AWARD - STATUTES

1) FESPB tries to promote modern experimental research in plant biology and related topics within the membership countries. For this purpose, an "FESPB-Award" is established for young plant physiologists of Europe. The evaluation is exclusively based on recent outstanding scientific achievements, not on nationality. The awardee is expected to still be scientifically active in the field he is selected for.

2) Young scientists below the age of 35 on the first day of the Congress in the year of the award and who are eligible, after having been proposed for an award to FESPB by their National Delegate. In addition, individuals may be self-proposed once their application is accompanied by a Recommendation letter form a senior member of FESPB. Each National Delegate has the right to propose one young scientist every two years.

3) It is the responsibility of the Awards and Grants Committee to prepare and circulate details of the application requirements to National Delegates at least 9 months before the relevant Congress. These details will include a deadline for applications and require the proposing National Representative to prepare a short recommendation in English (two pages maximum) and a list of publications.

4) Awardees will be given an opportunity for an oral presentation of their work at a plenary session of the relevant FESPB Congress and to receive their Award at the General Assembly. This talk should be given in English. Each awardee will each receive a diploma. In addition, FESPB will take care of accommodation and cost of living during the Congress at which the award is made and pays for round-trip air-travel. A cheque may also be presented to the awardees, depending on the financial situation of the Federation. The local Organizing Committee of the FESPB Congress will organize the ceremony of the award in consultation with the Chair of the Grants and Awards Committee and with the Secretary General. The names of the awardees will be announced in the FESPB Newsletter.

5) (a) Two awardees will be selected every two years (concurrently with the FESPB General Meeting) by the Grants and Awards Committee of FESPB. However, the one or both awards may be skipped for one two-year period if no outstanding nominees have been proposed. Within the Grants and Awards Committee, a simple majority will decide. A special gathering of the Committee is not obligatory; the vote of the Committee members can be obtained by written consent. No quality gradation shall be made between the two awardees proposed.
(b) The scientific standard of the awardees as seen by the majority of the Committee shall be outlined by the Chair of the Grants and Awards Committee by letter to the Secretary-General.
(c) The Chair of the Grants and Awards Committee is responsible for a correct evaluation process within the Committee. The evaluation process itself shall be kept strictly confidential.
(d) After the Secretary General has been notified of the final selection decision of the Committee, this decision cannot be dismissed on any grounds.

6) Any future changes of the statutes relating to FESPB Awards will be decided by simple majority. However, changes can be proposed by National Representatives or members of the Executive Committee who must inform the Secretary General two months before the next Council Meeting.


Revised by the Secretary General on 7th September 2000 following ratification of changes to Sections 2a and 3 c by FESPP Council on 22 August at the 12th Congress, Budapest. Further changes made by the Secretary General on 24th September 2002 following changes approved by FESPP (B) Council at the 13th FESPP Congress, Hersonissos, Crete, September 2002. Also, to Article 2f approved by the FESPB Council at the FESPB Congress, Valencia, July 2010.