IAMS 2012 CONSTITUTION
As approved at the Extraordinary Inaugural General Meeting November 6, 2012.
Article 1. NAME
The name of the association is the International Association of Maritime Studies 2012 here in after called the Association.
Article 2. ADDRESS
The address of the Association is:
International Association of Maritime Studies 2012 (IAMS 2012)
c/o Piri Reis Maritime University
Tuzla – Istanbul
Tel: +90 216 581 00 50
Fax: +90 216 581 0051
Web site: http://iams2012.org/
Article 3. PURPOSE
The International Association of Maritime Studies 2012 is an independent association providing a global forum for exchanging information and discussing issues related to maritime studies.
The objectives of IAMS 2012 are:
• to promote contact and cooperation among researchers and all other interested parties engaged in maritime studies ( MS).
• to ensure that appropriate activities and events for the international association related to MS are arranged
• to encourage all those involved in MS to freely present their achievements, share experiences and exchange ideas
• to develop a body of professional expertise
Article 4. MEMBERSHIP
Membership of IAMS 2012 is on individual or institutional basis and is non-transferable. There are no formal qualifications required for membership of the association, which is open to all persons working on maritime studies and to others, at the discretion of the Executive Committee. Each individual member has one vote. Scholarly and non-profit public institutions engaged in MS may become member of the association with a simple majority of the votes of the members. Institutional members have only one vote at the biennial General Assembly and extraordinary general assemblies.
Article 5. HONORARY MEMBERSHIP
A member, who has made outstanding contribution to MS as well as the furtherance of cooperation between MS researchers , may be elected Honorary Member by the unanimous decision of the Executive Committee. Honorary members are exempt from conference fees at the discretion of the Local Organising Committee.
Article 6. GOVERNANCE AND ADMINISTRATION
The governing bodies of the Association shall be the General Assembly and the Executive Committee.
Article 7. GENERAL ASSEMBLY
The General Assembly shall be comprised of all the full members present or represented by proxy. It is the supreme body of the Association, having full power for the governance of the same, especially to elect, dismiss and replace members of the Executive Committee; to control the activity and management of the Executive Committee; to approve the annual report of activities; to amend or modify the Bylaw; to dissolve and liquidate the Association and establish the general procedures that may allow it to adequately pursue the objectives of the Association.
The powers listed in this Article are for the purpose of information only, and do not represent any limitation whatsoever to the broad powers of the General Assembly.
The General Assembly may be Ordinary or Extraordinary. The Ordinary General Assembly shall meet at least every alternate year, and the Extraordinary General Assembly shall be convened whenever so agreed by the Executive Committee or requested by a number of Association members representing at least 30 percent of the total membership.
The call for any such General Assembly meeting shall be made by the Executive Committee by means of written notice to the members of the Association individually, not less than three weeks in advance of the scheduled date of the General Assembly.
The Agenda for the General Assembly meetings must perforce include the issues subscribed by each workgroup, provided that they have previously been notified to the Executive Committee.
The General Assembly shall be deemed to be validly constituted at first call when the majority of the members are present or represented, and at second call irrespective of the number of members present.
All agreements must be adopted by a simple majority of the votes of the members present or represented at the General Assembly.
The positive vote of one-third of the members present or represented at an Extraordinary General Assembly shall be required for the disposal or alienation of the assets, the severance of members of the Executive Committee, of members, honorary members and delegates.
The meetings of the General Assembly shall be presided over by the President of the Association. Should the President be absent, he or she shall in such event be substituted by the Vice-President. The Secretary of the General Assembly shall be the acting Secretary of the Executive Committee.
The Secretary shall draft the Minutes of each assembly along with an excerpt of the deliberations, the text of the agreements adopted, and the numerical result of the votes.
The agreements of the Assembly, validly adopted, shall be binding for all members and shall be recorded in the Association’s Book of Minutes. The Minutes shall be signed by the President and Secretary.
The Minutes of the previous assembly shall be read at the beginning of each General Assembly and shall be submitted to the General Assembly’s approval or amendment. In any case, the Minutes and any other documentation shall be available to the members at the headquarters five days before the date of the General Assembly.
Articles 8 . EXECUTIVE COMMITTEE
The Executive Committee is the governing and executive body of the Association and shall be composed of a President, three Vice-Presidents, a Secretary and two Committee members.
The members of the Executive Committee shall be elected by the General Assembly by simple majority of the present members and delegates. No more than three persons from any country may be members of the Executive Committee.
Candidacies shall be open, i.e. any member of the Association may submit a candidacy without it being necessary to include as many names as there are positions to be assigned. The candidates receiving the largest number of votes for each post shall be elected President, Vice-Presidents, Secretary and Committee members.
Exercise of such positions shall be free.
Management positions, which number shall be equal to half plus one of the Committee members, shall have tenure of four years, and may qualify for re-election for a maximum of eight years continuously. The rest of the Committee will renew every four years.
Article 9. TERMINATION OF EXECUTIVE COMMITTEE MEMBER
Termination of Executive Committee member, before the completion of the mandatory term may arise as a result of:
a) Voluntary resignation submitted by means of a written notice providing the reasons for such resignation.
b) Illness incapacitating of the person in question for the exercise of the position.
c) Sanction or penalty imposed by reason of a violation committed in the exercise of the position, by agreement adopted with the favourable vote of two-thirds of the members present or represented at the Extraordinary General Assembly.
Openings on the Executive Committee shall be filled at the first General Assembly held thereafter. The foregoing notwithstanding, the Executive Committee may, until the holding of such a General Assembly, provisionally appoint an Association member to exercise the vacant position.
Article 10. EXECUTIVE COMMITTEE MEETINGS
The Executive Committee, previously convened by the President or by the person acting on behalf of the President in his/her replacement, shall meet in ordinary sessions as decided by its members, and in any case, at least once a year.
The quorum of the Executive Committee shall be formed by 4 of its members.
The Executive Committee shall meet in an extraordinary session when convened as such by the President or when so requested by three of its members.
The Executive Committee shall adopt all agreements by a simple majority of votes on the part of those in attendance, such attendance to meetings convened being mandatory for its members. However, any absence may be excused by justifiable causes. If such be the case the member can delegate his attendance in another person, with right to voice and vote. The member will communicate the name of the person delegated to the Secretary and President by email, one week previous to the meeting.
The agreements of the Executive Committee shall be recorded in the Book of Minutes. The Minutes of the previous session shall be read at the beginning of each meeting of the Executive Committee for approval or amendment, as the case may be.
Article 11. THE MISSION OF THE EXECUTIVE COMMITTEE
The mission of the Executive Committee shall be to:
a) Interpret and enforce this Bylaw and to create Regulations.
b) Direct, administer, and represent the Association in the broadest possible terms as recognised by Law.
c) Convene and attend the General Assemblies and oversee compliance with the adopted agreements.
d) Draft the annual report of activities and submitting it to the approval of the General Assembly.
e) Hire personnel which the Association may require.
f) Propose to the General Assembly, as the case may be, the reform of the Bylaw, change of address and territorial scope.
g) Establish workgroups to determine the most efficient and effective means to achieve the goals of the Association and to authorise the actions and activities which these groups may plan to undertake.
h) Appoint the Executive Committee members who shall head each workgroup, at the proposal of the workgroups themselves.
i) Provisionally resolve any case not provided for in these Statutes and report any such cases at the first General Assembly held following such action.
j) Propose and choose Honorary full members to the General Assembly.
The Executive Committee may delegate one or more of its faculties to one or more committees or workgroups if it has the favourable vote of two thirds of its members.
It may also appoint, with the same quorum, one or more delegates to perform the functions conferred upon them by the Executive Committee with the faculties which it may see fit to transfer to such delegates in each case.
Article 12. FUNCTIONS OF THE PRESIDENT
The President of the Executive Committee, who shall also be the President of the Association, shall have the following functions:
a) Manage and legally represent the Association, by delegation of the General Assembly and the Executive Committee.
b) Lead and conduct the debates of the General Assembly and the Executive Committee.
c) Comply with the functions assigned by the Executive Committee and the General Assembly.
d) Coordinate the implementation of the projects carried out by the Association.
e) Represent the Association before public and private entities and organisms, whenever requested.
f) Endorse the Minutes and Certificates drafted by the Secretary.
g) Cast the decisive qualifying vote in case of ties.
h) Establish the call of meetings of the Executive Committee and of the General Assembly.
i) In general, adopt the resolutions that he/she may believe being the best for an optimal governance and administration of the Association, reporting any such action to the Executive Committee at the first meeting held thereafter for ratification thereof, the resolution of which shall depend on this validation.
The President may be replaced in the event of absence or illness by one of the Vice-Presidents or a Executive Committee members, as determined by the President.
Article 13. VICE PRESIDENTS
The Vice-Presidents shall have the following functions:
a) Replace the President by delegation.
b) Work together with the President, the Secretary and the other members of the Executive Committee to coordinate the projects of the Association.
c) Comply with the functions that may be assigned by the Executive Committee and the General Assembly.
Article 14. FUNCTIONS OF THE SECRETARY
The Secretary shall have the following functions:
a) Make the follow up of the work programmed by the Association in order to: make sure the tasks assigned to members during the General Assembly are fulfilled; and to make sure that members are integrated within a team, with the will of maintaining the spirit of cooperation and collaboration.
b) Keep communication with members and local associations of museums, national or out of the Mediterranean area, with the intention of fostering exchange of services and information.
c) Implement actions assigned by the Executive Committee.
d) Draft the Agenda of the General Assembly and Executive Committee meetings and coordinate the processes of the calls.
e) Write the Minutes of the General Assembly and the Executive Committee meetings, and sign them together with the President.
f) Update the Membership Registry, recording the registrations and discontinuations of memberships as they occur.
g) Keep and safeguard the books, documents, files, archive and seal of the Association.
h) Handle the correspondence of the Association.
i) Issue certifications of competency with the approval of the President.
The Secretary will be a representative of the Piri Reis University or of any other institution in which the entity mentioned may delegate.
Article 15. WORKGROUPS.
The creation or constitution of any committee or workgroup shall be proposed by the members of the Association who may wish to form any such committee or workgroup, reporting such wish to the Executive Committee and explaining the activities which they propose to carry out. Members who form a committee or workgroup will be chosen for a period of two years and may be re-elected.
The Executive Committee shall approve the constitution of such committees or workgroups, save in the event that four-fifths of the Executive Committee vote against any such proposal. The Executive Committee may directly form committees or workgroups whenever it has the minimum support of two members.
The Executive Committee shall analyse the different committees and/or workgroups, and the person in charge of performing such analyses shall report the detailed findings thereof every year to the Executive Committee.
Article 16. ACTIVITIES AND EVENTS.
The Executive Committee shall ensure that appropriate activities and events for an international professional and academic Association related to Maritime Studies are arranged as opportunity offers.
IAMS and its special interest conferences are expected to hold regular international events to expedite the fulfilment of the Association’s aims. The Executive Committee is also empowered to issue publications it considers desirable in the general interest of the membership and the MS community at large. If priced, a special privilege price may be offered to members of the Association.
Article 17. INFORMATION/ COMMUNICATION
The Executive Committee is responsible for circulating information and ensuring effective and frequent communication among the membership through its dedicated website and Newsletter. The Piri Reis University or of any other institution in which the entity mentioned shall appoint a Technical Backup Officer to develop and maintain the IAMS 2012 website
Article 18. NON-GOVERNMENTAL ORGANIZATION (NGO) at the IMO.
The Committee shall ensure that IAMS 2012 fulfils its consultative responsibilities with regard to its position as a Non-Governmental Organization at the International Maritime Organization (IMO). All official representative activities in this respect must be authorised by the Executive Committee and with the outcomes reported orally and in writing at the General Assembly and recorded on the IAMS 2012 Website. The Executive Committee shall appoint one committee member to be the Focal Point for IAMS 2012 at IMO
Article 19. FINANCIAL ISSUES AND MEMBERSHIP FEES
All the expenses regarding the executive committee meetings, publications, website etc. which are necessary to carry out the daily business of the Association will be covered by the Piri Reis University or of any other institution in which the entity mentioned.
There is no membership fees for the IAMS 2012.
Article 20. DISSOLUTION
If the Committee deems necessary or appropriate the dissolution of the Association, it shall convene a Biennial or Extraordinary General Assembly of the membership, stating the terms of the proposed resolution. If a proposal by the Executive Committee to dissolve the Association is approved by a two-thirds majority of those present, the Committee shall have the power, after debts and liabilities have been satisfactorily settled, to dispose of the remaining assets to one or several charitable bodies working within the maritime sphere; the identity of the body and bodies to which such assets are transferred shall be determined by the members of the Association at, or prior to, the time of dissolution.