rules of procedure



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 X,3).

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


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.


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.


Rights and duties of the Board of Directors

A Board member is entitled to:

  1. be invited to a board meeting once every calendar year.
  2. elect the Executive Committee.
  3. serve a term of four years initially but may stand for re-election (for

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

  4. to receive a summary of the discussions at each Executive Committee


  5. to discuss any proposed changes to the Statutes prior to

    ratification at the General Assembly.

  6. to vote on any proposed changes to the Rules of Procedure.

A Board member will:

  1. attend at least one Board meeting every two calendar years.
  2. represent all the views of those members who are entitled to vote

    for him/her to the Board and Executive Committee.

  3. 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.

  4. render assistance with the organisation of congresses and seminars

    by serving on sub-committees when requested.

  5. 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 Assembly.

  6. 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.


Executive Committee (EC) – rights and duties

All Executive Committee members will:

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

    circumstances, the EC may waive this rule.

  2. 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.

  1. the ESC meetings will meet the following guidelines:

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

    prior to the meeting

    – 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


a) President

The President will:

  • actively promote the Society and its aims.
  • build bonds with other related bodies.
  • seek sources of money for the furtherance of the Society’s aims.
  • 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:

  • assist in all presidential duties.
  • deputise for the President when requested.

c) Secretary-General

The Secretary-General will:

  • keep an updated list of all members.
  • keep accurate minutes of Executive and Board meetings as well as the

    General Assemblies and ensure their distribution.

  • write all necessary correspondence for the Society.
  • send all new members the Statutes and Rules of Procedure of the


  • organise Executive and Board meetings.
  • work closely with the President to ensure that all necessary parties

    are informed in good time of meetings and decisions.

  • supervise the ESC website on the Internet in co-operation with the


d) Assistant Secretary

The Assistant Secretary will:

  • assist in all secretarial duties.
  • deputise for the Secretary when requested.

e) Treasurer

The Treasurer will:

  • oversee written records of all financial transactions.
  • present an up-to-date financial report at each Executive Committee

    and Board meeting.

  • send out appropriate reminders for the yearly subscriptions
  • 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:

  • assist in all the Treasurer’s duties.
  • 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.


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




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.


Financial arrangements

The Treasurer is responsible for keeping accurate and up to date

financial records.

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:

  • production of the newsletter.
  • essential travel/accommodation expenses to meeting (Economy Flights


  • 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.


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.


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.


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


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.


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.


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.


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 awards.


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