C O N S T I T U T I O N
Under the name of “European Federation for Colposcopy and Pathology of the Lower Genital
Tract” (here and after called EFC) an association was founded on the 9th November 1999 in Buenos Aires, Argentina, on the occasion of the 10th World Congress of the International Federation for Cervical Pathology and Colposcopy (IFCPC.)
The EFC, to realise its stated aims, will function as a non-profit making organisation and will accept sponsorship to that end.
The Federation shall be governed by this Constitution.
The aims of the EFC are:
- To promote the best possible standards of colposcopy, cervical and lower genital tract pathology, in Europe.
- To contribute to the standardization and evaluation of diagnostic and therapeutic procedures in the fields of colposcopy, cervical and lower genital tract pathology among European clinicians and pathologists.
- To stimulate the diffusion of basic and applied research and matters concerning colposcopy and cervical and lower genital tract pathology in Europe.
- To hold European Congresses at regular intervals.
- To establish and maintain relations with other international organisations, particularly in relation to the prevention of cervical cancer in Europe.
The duration of EFC shall be unlimited. Its legal address will be that of the Treasurer.
Membership of EFC shall include the National Society or National Representative Body for colposcopy in any country in Europe and the Mediterranean area. They must be non-profit making bodies.
A Society or Representative Body which was not a member at the time of the creation of EFC may become a member provided it fulfils the following conditions:
- Send an application in writing to the President of EFC.
- Declare its intention to abide by the Constitution of EFC.
- The decision regarding membership shall be taken by the Executive Committee.
- Countries without National Societies in Colposcopy shall be deemed to be Affiliated Members. Since Affiliated Member Countries will not be in a position to pay any annual dues they will not have a vote at the General Assembly.
Membership of EFC shall be lost in the event of a decision taken by the General Assembly by two-thirds of the delegates present at the meeting and entitled to vote.
- Each National Society shall pay to EFC a yearly contribution, the amount of which shall be determined by the General Assembly. Dues shall be paid by December 31st each year.
- Only Member Countries who have paid dues for the previous 3 years (or as long as the Society has been in existence if it is newly formed) will have the right to vote at the General Assembly.
Sub-committees of EFC can be convened at the discretion of the Executive Committee.
The General Assembly is the supreme authority of EFC. It shall be composed of the delegates of each National Society or country, or their representative, and of members of the Executive Committee. A quorum will require the presence of at least two-thirds of EFC member countries entitled to vote. Each National Society/Country represented at the General Assembly shall dispose of the number of votes proportional to the number of its members.
- From 05 to 50 members 1 vote
- From 51 to 100 members 2 votes
- From 101 to 200 members 3 votes
- From 201 to 500 members 4 votes
- Over 501 members 5 votes
Each proportional vote shall give the right to the appointment of one delegate to attend the General Assembly who is entitled to speak. Votes shall be cast in accordance with the above scale, even if the number of delegates present is less than the number of votes allotted to the Member Society. Members of the Executive Committee shall sit in a consultative capacity and can vote in the General Assembly, except the President who only votes when there is a split vote.
However, when a vote is taken by the General Assembly on the approval of the management report, no member of the Executive Committee shall be entitled to vote.
For Extraordinary General Assemblies, a country which is unable to be represented, may submit its vote by correspondence on items appearing on the agenda; in order to be valid such a vote must reach the President of the Executive Committee at least 8 days prior to the opening of the General Assembly. This provision does not apply to Ordinary General Assemblies.
The Assembly shall meet:
In regular session: on the occasion of each international Congress organised by the Federation. In extraordinary session: whenever it is convened by the Executive Committee or at the request of one-fifth at least of its members.
The agenda of the General Assembly shall be arranged by the Executive Committee, but provisions shall be made for adequate time for the introduction of other topics for discussion by members of the General Assembly.
The President of EFC shall act as President of the General Assembly and the Officers of the Committee shall be Officers of the General Assembly.
The Assembly shall hear reports on the work of the Executive Committee and the general activities of the Federation.
It shall, after it has audited and approved the accounts for the preceding financial period, discuss the items appearing on the agenda.
The debates in the General Assembly shall be valid irrespective of the number of members present except when amendments to the Constitution or the dissolution of the Federation are under consideration. The points on which the General Assembly may take decisions are those appearing on the agenda. However, Ordinary General Assemblies may take valid decisions on points not included in the agenda if four-fifths of the members present so decide.
EFC will be under the authority of the Executive Committee. The Executive Committee shall be elected by the General Assembly and shall consist of 15 members. It shall include the officers of the Federation who are the President, Immediate Past President, President Elect, Secretary General and Treasurer. In addition to these 5 Officers the Executive Committee should include 10 members-at-large who should represent 10 countries selected on a rotation basis from other National Societies or National Representative Bodies not represented by the 5 Officers. On the occasion of each European Congress (every 3rd year) 5 of the members at-large will end their term of office and 5 new members-at-large will be elected. The Officers of the Federation shall be elected by the General Assembly for a term of 3 years (election of Officers shall be at each European Congress.) The President cannot be elected for another term. The Secretary and Treasurer may be re-elected without limitation.
The Officers of the Executive Committee may co-opt other individuals for a fixed term. Co-opted members will not have a vote.
The President and Past Presidents are not eligible to stand for the post of Secretary or the post of Treasurer.
The Executive Committee shall meet annually on occasions which will normally coincide respectively with the EFC European Congress, the IFCPC World Congress, and at a third venue determined by the Executive Committee. In addition to these annual meetings, extraordinary meetings may be requested by the President, and the President and the Executive Officers may then convene an additional meeting if necessary, but must report to the Executive Committee. The Secretary, with the agreement of the President of EFC shall arrange the Agenda of the Executive Committee, but all members of the Executive Committee will be able to propose topics for discussion. The EFC Executive will report to the General Assembly at each European Congress.
The Executive Committee shall hear reports on the work of EFC by the President and Chairs of sub-committees. It shall, after they have been audited approve the accounts and discuss the items appearing on the Agenda.
The General Assembly shall determine the venue for the forthcoming Congresses, the final decision being made by a secret ballot using the single transferable vote. A simple majority shall be binding but in the case of a tied vote the vote of the President will count as a double vote. Changes in the Constitution will require a two-thirds majority of the General Assembly.
The Language of EFC will be English.
The Congress Committee responsible for the organisation of each Congress will be composed of a Chairman, normally from the host country, one or more members nominated by the Executive Committee, and members of the Organising Committee of the host country. The role of the Congress Committee is to plan the programme for the Congress, to select free communications and poster presentations and to nominate prize winners.
EFC may organise educational courses at meetings relevant to the aims of individual countries.
EFC may organise Satellite Meetings
- EFC Satellite Meetings aim to develop consensus for training and standards of practice in colposcopy across Europe.
- A meeting shall be hosted by the Executive every year (except for the year of the triennial EFC Congress) and invite national presidents (or their nominated deputies) of all members state colposcopy societies.
- The core PCO will provide the secretarial support for the meeting and arrange industrial sponsorship in order to cover costs.
- The General Assembly authorizes the satellite delegate group together with the Executive to prepare guidelines and publications in the name of the EFC.
- The date(s) of the meeting will be circulated at least 3 months before the meeting.
- The programme for the meeting will be circulated by the Executive to the attendees at least 1 month before the meeting.
The findings shall be published on the EFC website and in suitable peer reviewed journals.
A decision to dissolve EFC shall be taken by a General Assembly specially convened for the purpose and would require the presence of at least two-thirds of EFC member countries entitled to vote.
- Should this quorum not be reached the General Assembly shall be convened at a time to be decided by the Executive Committee. The second General Assembly meeting may take a valid decision irrespective of the number of members present. In all cases a two-thirds majority of the members present at the General Assembly and entitled to vote should be required to decide on the dissolution of EFC. Vote by correspondence will not be permissible.
- In the event that the liquidation of EFCs affairs and property has been voted upon by the General Assembly of EFC at a special meeting called for that purpose, then the liquidators shall be appointed by the Executive Committee and after payment of all debts, if any, the property shall be distributed proportionately among the Federated Societies.
- The liquidation shall be final only after approval of the liquidation accounts by the members of EFC who shall be consulted in writing.
The Executive Committee is responsible for the financial interests of EFC.
The financial arrangements of each Congress will be the responsibility of the Congress Organizing Committee. EFC may make a reasonable refundable loan available to the Core PCO but will not be responsible for financial losses. These will be borne by the host society The Core PCO in the event of low income foreseen will propose adjustments to Congress Budget and/or suggest to delete services. Any profit from each Congress will be shared between the host country, EFC and the Core PCO. A set of final accounts should be made available within 3 months after the meeting.