BYLAWS
ARTICLE 10: ELECTIONS
All officers of the Association are to be elected by the General Assembly.
I. Election of the President
The President shall be elected by the General Assembly for a period of two years, or until the end of the next Congress. The President shall normally be from the country in which the next International Congress of the Association is to be held. a) On his election as President-Elect or President-Elect Designate, the President-Elect (Designate): (i) shall nominate the Junior Vice President to coordinate the Congress six years hence.
b) The Junior Vice-President will become Senior Vice-President for the two year period following that Congress to assist/advise the Organizing Committee of the next Congress.
c) In the event of the office of President becoming vacant between General Assemblies, the Junior VicePresident will become President, and nominate a new Junior Vice-President. II. Election of the President-Elect (Designate)
The President-Elect shall be elected three or four years before becoming President to enable him/her to start organizing the Congress six years hence.
III. Election of Secretary General
The office of the Secretary General shall be for a period of six years with an election to be held at the end of that time. The incumbent may be re-elected for a further term of two or three years maximum. The Immediate Past Secretary General shall remain on to the Executive Committee to be able to assist the new Secretary General for a period of two or three years. A proleptic appointment of a Secretary General Elect may be made two or three years before taking up office to aid the smooth transition of duties. This Secretary General Elect, if appointed, will serve on the Board of Directors and the Executive Committee.
IV. Election of Treasurer
a) The office of Treasurer shall be for a period of six years with an election to be held at the end of that time. The incumbent may be re-elected for a further term of two or three years maximum.
b) As the Treasurer needs to work closely with the Secretary General, he/she is normally nominated by the Secretary General and the nomination must be approved by the Nominating Committee.
c) The term of office of the Treasurer shall be the same as the Secretary General who nominated him/her.
V. Secretary to the Board of Directors
a) The Secretary to the Board of Directors shall be nominated by the Secretary General and the Nominating Committee.
b) The term of office of the Secretary to the Board of Directors shall be the same as the Secretary General who nominated him/her.
c) The Secretary to the Board of Directors shall be responsible for the accurate recording of all meetings of the Board of Directors, the General Assembly and any other meetings at the request of the Secretary General or the Executive Committee. He/she will assist the Secretary General in the preparation of the minutes of these meetings. d) On relinquishing office, the Secretary to the Board of Directors will cooperate with the new administration to ensure that the minutes of all meetings are accurately recorded.
VI. Editor of the Journal
The Editor of the Journal shall be nominated by the Nominating Committee, taking into account the views of the Publisher. At the General Assembly, he/she will be proposed for a term of office of six years. The Editor of the Journal will be eligible for re-election for a further two or three years maximum, with the approval of the Nominating Committee.
VII. Associate Editor(s) of the Journal
a) As Associate Editors need to work closely with the Editor, they are normally nominated by the Editor and nominations must be approved by the Nominating Committee.
b) The term of office of Associate Editors shall be the same as the Editor who nominated them.
VIII. Regional Directors
The maximum continuous term of office of a regional director shall be eight or nine years, provided there is a suitable replacement available. There will be 12 Regional Directors with the following distribution:
ONE REGIONAL DIRECTOR TWO REGIONAL DIRECTORS
Region 1 – Africa Region 2 – Asia Region
3 – Middle East Region 4 – Europe
Region 6 – Central America Region 5 – North America
Region 8 – Australasia Region 7 – South America
Regional Directors will be elected every two or three years, and their term of office will commence following the General Assembly after their election. The Secretary General will call for nominations in the calendar year prior to each congress of IADMFR. Nominees will need to be proposed and seconded by two members of IADMFR in their region. The Secretary will organise a ballot of members on a regional basis of there is an excess of nominations. This ballot will be conducted with a “Single Transferable Vote” system. The Constitution and Bylaws Committee shall recommend changes in the borders of Regions to the Board of Directors and the General Assembly.
IX. Term of Office
All Officers and Regional Directors shall assume office immediately following the General Assembly at which they were elected. Retiring Directors and Officers may sit on any Board of Directors meeting until the end of the current Congress of IADMFR.
ARTICLE 11: COMMITTEES AND SUBCOMMITTEES
Committees shall be formed by either the General Assembly, Board of Directors or the Executive Committee at such time and for such purpose as deemed necessary. Any Committee shall be in force from the time of its formation until the following session of the General Assembly. The reports of these Committees shall be included in the Agenda of the General Assembly and submitted as an Addendum. Committees can be re-appointed or disbanded at the following session of the General Assembly. Reports for the Board of Directors to consider must be circulated at least one month before the Board of Directors meeting at which they will be considered.
I. Finance Committee
A Committee of three Members (the Treasurer, the Secretary General and a Regional Director nominated by the Board of Directors), under the Chairmanship of the Treasurer, to be responsible for all matters concerning finance. This Committee can recommend or propose budgeting or economic measures to the Board of Directors who will, in due course, report to the General Assembly.
II. Nominating Committee
The Nominating Committee is to be nominated by the Board of Directors for election by the General Assembly and shall consist of three members from the Board of Directors and the Immediate Past President who will be Chairman. It will:
a) receive and process applications to host future Congresses. It will recommend to the Board of Directors, and if approved by the Board, to the General Assembly, where the Congress six years hence should be held; stating the reasons for its recommendation.
b) call for nominations from members for various elections which become due, and prepare the nomination of members to the various Offices, Boards and Committees of the Association.
c) propose individuals and companies to be considered by the General Assembly for admission or re admission to the Court of Patrons for the next period of three years.
d) publish in the Newsletter its recommendations or options for future Congresses and nominees for all offices and committees at least three months before the General Assembly.
III. Editorial Board
This Board shall consist of:
– the Editor of the Journal; the Associate Editor(s) if appointed;
– the Secretary General;
– at least twenty members nominated by the Editor in conjunction with the Publisher of the Journal and the Board of Directors. The composition of the Editorial Board should reflect the geographical distribution of the membership of the Association. In addition, in keeping with the status of the Journal, appointments may be made to the Editorial Board of non-members of the Association on the basis of their specific scientific expertise.
a) Members of the Editorial Board shall be appointed for three or four years in the first instance.
b) The Board shall meet annually, whenever possible.
c) The duties of the Editorial Board:
(1) to make recommendations to the Editor on the suitability of manuscripts for publication.
(2) to assist the Editor in the preparation of manuscripts and other material for the Journal.
(3) to assist the Editor in encouraging the submission of manuscripts.
(4) to assist the Publisher in the promotion of the Journal. (5) to assist the Editor and Publisher in such other ways as they may request from time to time.
IV. Fellowship Committee
The fellowship committee shall consist of 3 members including at least one honorary or fellow member of the Association”
V. Constitution and Bylaws
Committee The Committee on the Constitution and Bylaws shall consist of five members of the Board of Directors, nominated by the Nominating Committee and approved by the General Assembly. This Committee shall keep the Constitution and Bylaws under review and receive all suggestions for amendment of the Constitution and Bylaws. The Committee will recommend any changes in the Constitution to the Board of Directors and then to the General Assembly.
VI. Research Committee
The Research Committee shall be set up if required, and shall consist of three members selected by the Board of Directors and proposed to the General Assembly with specified guidelines.
VII. Public Health Committee
(Refer to Section “VI”).
VIII. Education Committee
(Refer to Section “VI”).
IX. Imaging Modalities and Standards Commitee
(Refer to Section “VI”). These four Committees (VI-IX) shall have the power to circulate survey questionnaires or letters requesting information necessary for the preparation of recommendations in the fields of Research, Public Health, Education and Imaging, to be submitted to the Board of Directors, who will, in turn, report the recommendations to the General Assembly.
X. Congress Organizing Committee
The Congress Organizing Committee shall consist of the person who will be President at the time of that Congress and such members considered to be necessary by him in consultation with the Secretary General. The Organizing Committee must include the Junior Vice-President. It could also include the Secretary General and President Elect if deemed practical. A report of its activities should be included in the Agenda for the General Assembly.
XI. Trust Fund Committee
(See Appendix I)
XII. Ad Hoc Sub Committees
The Executive Committee or the Board of Directors may organize Ad Hoc Subcommittees for specific purposes. These Subcommittees shall report to the Board of Directors and, with the approval of the Board of Directors, to the General Assembly. Subcommittees will disband on completion of their specific tasks.
ARTICLE 12: FURTHERING OF OBJECTIVES
Means of furthering the objectives of the Association:
I. The Journal
a) Should contain scientific and clinical material submitted by Members or other authors subject to independent referee and the discretion of the Editorial Board.
b) May contain an international abstract section gathered by the Editor in conjunction with the Editorial Board.
c) May contain contributions of special interest to Members and acceptable to the Editorial Board.
d) Supplements to the Journal may be published at the discretion of the Editorial Board; subject to, if appropriate, independent referee. These may include:
(i) abstracts of International Congress of Dentomaxillo-facial Radiology papers.
(ii) major reports of interest to members.
II. Newsletters
The Newsletter should be published every six months. It is edited and published by the President-Elect, who shall be responsible for financing its publication and postage by finding sponsorship.
Each Newsletter should contain:
a) a message, announcement or commentary from the President and/or the Executive Committee.
b) items concerning the next congress.
c) news items of special interest.
d) announcements or commentaries of the Secretary General.
The following items are to be included in Newsletters:
a) audited Accounts of the Association.
b) administrative Announcements of the Association, for instance:
(i) agenda for the next General Assembly.
(ii) amendments to the Constitution and Bylaws.
(iii) proposals for hosting future Congresses. c) reports from Regional Directors. Regional Directors are expected to provide reports for the Newsletter every 12 to 18 months.
III. Invitations
Undergraduate and postgraduate students of Dentistry may be invited to the Congress at reduced rates or with other possible subsidies offered.
ARTICLE 12: FURTHERING OF OBJECTIVES
Means of furthering the objectives of the Association:
I. The Journal
a) Should contain scientific and clinical material submitted by Members or other authors subject to independent referee and the discretion of the Editorial Board.
b) May contain an international abstract section gathered by the Editor in conjunction with the Editorial Board.
c) May contain contributions of special interest to Members and acceptable to the Editorial Board.
d) Supplements to the Journal may be published at the discretion of the Editorial Board; subject to, if appropriate, independent referee.
These may include:
(i) abstracts of International Congress of Dentomaxillo-facial Radiology papers.
(ii) major reports of interest to members.
II. Newsletters
The Newsletter should be published every six months. It is edited and published by the President-Elect, who shall be responsible for financing its publication and postage by finding sponsorship.
Each Newsletter should contain:
a) a message, announcement or commentary from the President and/or the Executive Committee.
b) items concerning the next congress.
c) news items of special interest.
d) announcements or commentaries of the Secretary General. The following items are to be included in Newsletters: a) audited Accounts of the Association. b) administrative Announcements of the Association, for instance:
(i) agenda for the next General Assembly.
(ii) amendments to the Constitution and Bylaws.
(iii) proposals for hosting future Congresses. c) reports from Regional Directors. Regional Directors are expected to provide reports for the Newsletter every 12 to 18 months.
III. Invitations
Undergraduate and postgraduate students of Dentistry may be invited to the Congress at reduced rates or with other possible subsidies offered.
ARTICLE 13: FINANCE
I. Source of Funds
a) Membership fees.
b) Bequests, donations, gifts and levies from Members as well as associations, private institutions, companies or government agencies throughout the world.
c) Proceeds of Congresses and associated activities (e.g. Pre-Congress Courses).
d) Royalties and other proceeds from the Journal and supplements.
e) Proceeds from the sale of Association materials.
II. Financial Year
The financial year shall be the calendar year from the first day of January to the thirty-first day of December.
III. Membership Fees
a) Membership fees are to be paid by all categories of members except Honorary Members and are due in January each year.
b) With the agreement of the Board of Directors the Finance Committee shall recommend the level of membership fee to the General Assembly. This rate shall normally remain in force until the next General Assembly.
c) If the Finance Committee considers that an increase in Membership Fees is required between General Assemblies, this must be approved by a meeting or a postal ballot of the Board of Directors.
IV. The Congress
a) Financing of the Congress shall be the responsibility of the Congress Organizing Committee, chaired by the person who will be President at the time of that Congress, and in cooperation with the Secretary General. The budget had to be approved by the Executive Committee.
b) All monies collected must be placed in a separate Congress Bank Account or Accounts.
c) The profit or loss shall be dealt with by the Secretary General and accounted for in his/her next report to the General Assembly.
d) The Congress Organizing Committee must use a legal framework valid in the country hosting the Congress to minimize any possibility of the Association being responsible for any losses occurring from the Congress.
e) The financing of the Congress shall be drawn from registration fees, charges to exhibitors and donations from both private and government sources.
f) The Congress Organizing Committee may request a loan from the Association to help meet early expenditures in preparing the Congress before income is received from the Congress registration fees.
g) The person who will be President at the time of that Congress and Secretary General shall negotiate the amount of the loan. This loan will be disbursed by and accounted for by the Treasurer.
h) All profits shall go to the Association.
V. Annual Audit
An annual audit of all financial statements of the Association is required. This report shall be published in the Newsletter or Journal.
VI. Annual Financial Statement
An annual financial statement, in writing, shall be prepared by the Auditors and submitted to the Executive Committee for approval.
VII. Biennial Financial Statement to the General Assembly
This financial statement, in writing, shall be submitted by the Treasurer to the Board of Directors at least one month prior to the General Assembly. It is then submitted to the General Assembly for approval.
a) The Board of Directors shall acknowledge receipt of the report.
b) The decision for approval or rejection, by ballot, shall be handed down to the Treasurer by the Board of Directors. c) The approved statement shall be published in the Newsletter. VIII. Treasurer’s Report to the General Assembly
One item on the Agenda of the General Assembly shall be devoted to the report of the Treasurer.
IX. Budgets
a) The Treasurer shall prepare the budget for the administration of the Association in cooperation with the Secretary General and the Board of Directors.
b) The budget for the cost of the Journal to the Association shall be negotiated by the Editor, Publisher and Secretary General (see also Article 14,X,b).
X. Changes/Amendments
Changes or amendments of this article shall be published three months prior to the Congress. (See Amendments – Article 8 of the Constitution).
ARTICLE 14: RIGHTS AND OBLIGATIONS
I. General Assembly
a) Shall elect all Officers of the Association.
b) Shall hold elections with the aid of the Nominating Committee for the incumbencies of the Executive Committee, Board of Directors, Regional Directors and Special Committees.
c) Can propose, issue, modify or reject new regulations, provided these have been submitted to the Executive Committee at least six months before the Congress. The Executive Committee has the duty to publish these proposals or amendments in a Newsletter or the Journal three months before the General Assembly and is bound to include these on the Agenda of the General Assembly.
d) Shall determine the policy of the Association as proposed by the Board of Directors, groups of Members or individual Members and discuss, amend, approve or reject any measure by a majority vote.
e) Shall have the power to dissolve the Association by majority vote. In the event that the required number of at least 2/3 (two-thirds) of the voting Members of the Association not be present at the General Assembly, a mail ballot shall take its place.
f) Has the right to appoint or suspend Members by a majority vote.
g) Shall set the annual fees or levies.
h) Can approve or reject the reports of the Secretary General and the Treasurer. In the event of a rejection, it shall form a Committee to adjudicate or to take over the management of finances.
i) Can approve or reject the reports of the President and of any Committee.
j) Shall determine the country and location in which the subsequent Congresses are to be held.
k) Shall elect a President-Elect (Designate) to start organizing the Congress six years hence.
l) Shall ratify or defer awards or special honors as proposed by its Members or Committees.
m) Can accept or reject proposals made by groups of Members or individual members.
n) The President shall be Chairman until the end of the General Assembly when he will introduce the new President, Secretary General and Treasurer. All terms of office shall commence the day following the termination of the Congress to afford the opportunity of consultations with the past officers.
II. Board of Directors
a) The Board of Directors:
i) shall be required to approve or reject any budget matters at their meetings or by mail ballot.
ii) can be required to approve or reject any matters of organization or directives at their meetings or by mail ballot.
iii) can be required to act in the capacity of consultants for the Executive Committee.
iv) shall receive, comment upon, accept or reject decisions and reports of all Committees of the Association.
v) have the duty to preside at or be a member of such Committees formed by the General Assembly for general or specific purposes.
vi) shall advise or assist the President, Vice-Presidents, Secretary General, Treasurer and Executive Committee in the operation of the Association.
b) The new Administration shall take over the responsibilities of the Association the day following the termination of the current Congress.
c) Any transfer of finances will take place as soon as possible after the termination of the current Congress, allowing for legal and fiscal restraints in the countries concerned and the best interest of the Association.
III. Executive Committee
a) Shall have the task to govern the day-to-day business of the Association in accordance with the policy decided upon by the General Assembly.
b) Shall oversee the finances of the Association.
c) Shall ensure that the Secretary General keeps the files of all correspondence and minutes of its meetings. These shall be maintained in an orderly fashion to serve as records for the following Executive Committee.
d) Shall have the authority to appoint personnel and to decide their status and salary. Payroll records are to be maintained.
e) Shall have, together with the Editor of the Journal and in conjunction with the Publisher, responsibility for the business development of the Journal.
f) Shall have the power to decide the necessity of submitting matters of importance to the complete Board of Directors by mail consultation. Replies shall be returned within five weeks by 2/3 of the members of the Board of Directors. In case of default, the Executive Committee shall have the right to make a majority decision.
g) Shall submit a report to the General Assembly in the form of an Addendum to the Agenda.
IV. President
a) Will be Chairman of:
(i) the General Assembly.
(ii) the Executive Committee.
(iii) the Organizing Committee of the next Congress.
b) Will be responsible for the organization of the next Congress.
V. President-Elect
Will be responsible for publishing the Newsletter.
VI. Secretary General
a) Will have the task of governing the business of the Association in accordance with the policy decided upon by the General Assembly and in conjunction with the Executive Committee and the Board of Directors.
b) Will be the Chairman of the meetings of the Board of Directors.
c) Will cooperate in matters of recruitment of Members in conjunction with the Regional Directors and National Associations.
d) Will process the applications submitted for admission to Membership of the Association and determine the category of membership.
e) Will be in contact with the various Dental and Medical Associations, as appropriate.
f) Will submit a report to the General Assembly in the form of an Addendum to the Agenda for the General Assembly meeting.
g) Shall keep the files of all correspondence and minutes of meetings. These shall be maintained in an orderly fashion to serve as records for the following Secretary General.
h) Will submit an annual report for publication in the Newsletter.
VII. Treasurer
a) Will manage and control the finances in accordance with the statutes of the Association and according to the directives of the Executive Committee.
b) Will ensure that all monies belonging to the Association are in named accounts of the association.
c) Will submit audited accounts to the General Assembly in the form of an Addendum to the Agenda for the General Assembly meeting.
d) Will submit annually an audited financial statement which will be published in the Newsletter.
e) Will be Chairman of the Finance Committee.
VIII. Secretary to the Board of Directors
a) Will take contemporaneous notes of the General Assembly, all meetings of the Board of Directors, and any other committees on request.
b) Will make up draft minutes of all meetings and submit these to the Secretary General and President for approval.
IX. Regional Directors
a) Shall be chosen according to the Regions described in Article 10, Section VIII of the Bylaws.
b) Will, at all times, keep in close contact with the Secretary General.
c) Regional Directors shall consult the membership in each country within their region requesting the members in each country to appoint or elect a National Representative for that country.
d) Shall Endeavour to recruit new Members and assist the Editor and Publisher in the promotion of the journal.
X. Editor of the Journal
a) Will be responsible for editing a minimum of four issues of the Journal annually in accordance with it’s status as an international scientific publication.
b) May negotiate with a publisher to undertake publication of the Journal. He will, together with the Secretary General and Treasurer, negotiate the format and content of the contract with the Publisher. The signatories to the contract will be the Editor and Secretary General. Any change in the publisher must be approved by the Executive Committee (see also Article 13,IX,b).
c) Will decide, in cooperation with the Board of Directors, the appointment of the International Editorial Board who will determine the Editorial policy of the Journal.
d) Shall submit a report to the General Assembly in the form of an Addendum to the Agenda of the General Assembly Meeting.
e) Shall in conjunction with the Publishers, make an annual return to the Executive Committee.
f) Shall be responsible for the business development of the Journal of the Association, together with the Executive Committee and in conjunction with the Publisher.
XI. Auditors
a) Shall inspect the financial statements and accounts of the Association annually and prior to the submission of these accounts to the General Assembly.
b) Shall inspect the accounts of the IADMFR Trust Fund.
c) Shall inform the General Assembly of the results of their audit. XII. National Representatives a) Shall promote IADMFR in their own country. b) Shall seek to increase the membership of IADMFR in their own country.
c) Shall base with their Regional Director and the Secretary General.
d) Shall give a verbal or written report to the Board of Directors at each congress of IADMFR