Statutes

Effective as of June 26, 2013

1       Objectives of the Federation

The European Federation for Pharmaceutical Sciences (hereinafter referred to as the Federation) is a voluntary association of pharmaceutical scientists, established to advance research in the pharmaceutical sciences in Europe. This can be achieved by promoting cooperation between national, regional and European societies or associations which aim at the advancement of pharmaceutical sciences, and by promoting cooperation between and with other pharmaceutical organisations and between individual pharmaceutical scientists.

The Federation seeks to achieve its objectives by the following means:

A        To facilitate the exchange of scientific information between European pharmaceutical scientists by

·         organising a European Pharmaceutical (Pharm) Sciences (Sci) Congress or Fair, at regular intervals and in different European countries;

·         organising specialised meetings on relevant topics of multidisciplinary aspects of drug research;

·         encouraging the organisation of joint meetings between member societies; publication of a European Journal of Pharmaceutical Sciences.

B        To collect and disseminate information on the activities of the member societies, including the production of a calendar of events.

C        To enhance the recognition of the pharmaceutical sciences and to contribute to public policies relevant to the pharmaceutical sciences and drug-related issues at the European level.

D        To encourage high standards of undergraduate, graduate and postgraduate education and training in the pharmaceutical sciences and to encourage exchange of relevant scientific information as well as exchange of staff and students of teaching and research institutions between the different European countries.

 

2      Membership and Administration

      1. Categories of Membership:
          • Member Societies; these are societies, which aim at the advancement of pharmaceutical sciences and are established in one (or more) of the European countries;
          • Member Institutions; these are universities and research institutions, which engage in pharmaceutical sciences and are established in one (or more) of the European countries;
          • Individual Members; these are individuals who support the objectives of the Federation.

 2. The membership terminates:

        • if a Member Society or Member Institution is dissolved;
        • by notification of withdrawal in writing to the secretariat of the Federation at least 3 months before the end of a year;
        • if the Member does not pay the annual dues.

3. The affairs of the Federation shall be conducted by a Council through an Executive Committee.

 

D.   The Council comprises representatives from each Member Society of the Federation, together with the delegate/s of Member Institutions, the delegate/s of Individual Members and the members of the Executive Committee.

Member Societies shall nominate before the 1st of January of each year who will be their representatives for the coming year.

Member Societies with up to 250 members will have one vote at Council, those with 251-1000 members two votes, those with 1001-3000 members three votes, and those with above 3000 members four votes. The number of delegates representing a Member Society at Council will depend on how many votes that are given to a single delegate. As applicable, this is left to each of the Member Societies to decide upon.

The body of Member Institutions shall agree among themselves on delegate/s to the Council. The contingent of Members Institutions will have one vote for one of ten fee-paying Member Institutions, and one additional representative for each additional one to ten fee-paying Member Institutions. All appointed delegates may attend the Council. Names of delegate/s should be provided 4 months prior to Council.

The Fédération Internationale Pharmaceutique (F.I.P.) shall have observer status in the Council. At the discretion of the President, other organisations may be invited to send an observer.

 

E.    Among the specific duties of the Council shall be:

·         to accept Member Societies of the Federation on the basis of the bylaws presented;

·         to propose names for candidates of the Executive Committee, to be received at least 3 months before a Council meeting;

·         to elect the members of the Executive Committee;

·         to ratify changes in the Statutes and other regulations of the Federation as proposed by the Executive Committee or Council itself;

·         to establish committees for specific policy purposes;

·         to propose items to be discussed in Council to the Executive Committee. Such proposals from individual Council members should reach the Executive Director no later than three months prior to the Council meeting

 

F. There shall be one regular meeting of the Council each year. Additional meetings may be held at the recommendation of the majority of the Executive Committee or at least 30% of the Council members. The Federation shall not be held responsible for the costs involved for
    Council members to attend any Council meeting.

G. Except when explicitly stated otherwise in these Statutes, any matter to be decided by the Council shall be on the basis of a simple majority vote of those present and voting at a meeting of the Council.

 

H.   The Executive Committee is composed of eight members, plus the immediate Past President. The Executive Committee consists of: the Past-President, the President, the President-Elect, the Treasurer and five Ordinary Members.
Each member of the Executive Committee shall be nominated by the Council and elected by secret ballot at a meeting of the Council. Each member is elected for a term of two years and may be re-elected for a maximum of two successive terms. No more than two members of the Executive Committee may originate from the same country.

The Past-President shall serve as a co-opted member with full voting rights for a period of up to two years.

The Executive Director (see Section K, below) is an ex officio member of this Committee, without voting rights. 

 

I.    The Executive Committee meets as often as it deems necessary for the interest of the Federation. The Federation will to the extent possible assist in bearing the costs involved to attend meetings of the Executive Committee. The Executive Committee shall make decisions on the basis of majority vote of those members present (not less than three) at a meeting. In case of a draw, the President casts the deciding vote.

Interim vacancies on the Executive Committee may be filled by the President after consultation with the other members of the Executive Committee. The appointment is subject to approval at the next meeting of the Council. The individual so appointed shall serve for the unexpired term(s).

The Executive Committee may establish committees for specific activity purposes.

 

J.    The President shall be responsible for coordinating the activities and affairs of the Federation and shall normally represent the Federation. The President shall call and chair the meetings of the Executive Committee and of the Council. The Vice-President assists the President in his or her activities and may deputise for the President whenever necessary.

K.      The Executive Director shall

·         be appointed by the Executive Committee;

·         keep a record of all members of the Federation;

·         keep a minute book of the transactions of the Federation;

·         keep the records of all meetings of the Council and the Executive Committee;

·         distribute the agenda for the meetings of the Council and the Executive Committee at least one month prior to such meetings and shall distribute the minutes of the meetings not later than three months after the meetings;

·         collect and distribute information relevant for the objectives of the Federation from and to the members of the Federation.

·         keep a record of all financial transactions of the Federation;

·         be responsible for the collection of all dues and other financial income;

·         pay all obligations and debts.

A major deviation from the budget will require the guaranteed approval of the Executive Committee before the expenditure is made.

The Financial Account of the Secretary-General/Treasurer shall be audited annually by a legally authorised auditor. The approval of the Financial Account by the Council will relieve the Executive Committee and auditor from all subsequent financial responsibility.

L.    The Treasurer, together with the Executive Director, shall:

·         undertake efforts to increase the financial resources of the Federation;

·         render annually a complete Financial Account and submit a proposed budget to the Executive Committee for approval by Council.

A major deviation from the budget will require the approval of the Executive Committee before the expenditure is made.

The Financial Account of the Treasurer shall be audited annually by a legally authorised auditor. The approval of the Financial Account by the Council will relieve the Executive Committee and auditor from all subsequent financial responsibility.

M.     EUFEPS operating procedures will be defined by a set of Internal Operating Procedures, produced by the Executive Committee.

 

N.   The EUFEPS Senate, hereafter the Senate, is an independent sounding and advisory board to the EUFEPS Executive Committee, established to support the mission of EUFEPS. The President of EUFEPS, who is the link between the EUFEPS Executive Committee and the Senate, is an ex officio member of the Senate, invited to all meetings but without voting rights. The Senate normally meets a minimum of once a year. Meetings are closed, for members only, or set up as e.g. open workshops.

Senate members are recognised scientists and individuals with merits and leadership in the pharmaceutical sciences, including a proven track record, strongly supporting the mission of EUFEPS. New members are nominated and elected by the existing Members of the Senate, each having one vote. Members of the Senate are elected for five (5) years and can be re-elected. Members of the EUFEPS Executive Committee can be considered for the Senate only after they have completed all their terms on the Committee.

The Chair and the Secretary of the Senate are elected among its members for a period of three (3) years and can be re-elected for one more term, which brings it to a total of six years. If needed, an Assistant Secretary could be appointed.
EUFEPS is the home of the Senate, meaning it does not have its own official address, office, or domain on the internet and the like.

 

3      Duties of the Member Societies

The Member Societies shall:

  A.      Support the objectives of the Federation

  B.      Pay their annual dues; such payment shall be made before the 1st of February each year. The annual dues will be set by the Council each year.

  C.      Submit on a regular basis relevant information concerning their own activities to the Executive Director.

  D.      Publicise on a regular basis the activities of the Federation as received from the Executive Director, including distribution of the News-letter to individual members of the Member Society.

 

4      Meetings

A.      The Federation shall organise a European Congress of Pharmaceutical Sciences normally every two years. The venues of these congresses will be selected by the Executive Committee and require approval by the Council.

B.      The Federation may organise meetings on relevant topics of multidisciplinary aspects of drug research.

C.      Joint meetings between member societies, as well as other relevant meetings, may be organised under the auspices of the Federation. This requires the approval of the Executive Committee.

 

5      Finances

Finances of the Federation shall be obtained from membership dues and donations, as well as from other sources approved by the Executive Committee. The Treasurer, together with the Executive Director, shall prepare an annual budget in Euro to be approved by the Council in the year prior to the budget year. The fiscal year of the Federation shall coincide with the calendar year.

 

6      Amendments to the Statutes

Amendments to the Statutes shall only be made by the Council. Prepared amendments must be sent to the Executive Director at least three months before the Council meeting at which they are to be considered and must be endorsed by at least five members of the Council. The Executive Director shall transmit the proposed amendments to Council members at least one month before the Council meeting. A proposed amendment shall be considered adopted upon receiving a three-fifth (3/5) majority of votes cast.

In any case of conflict between these Statutes and other rules or regulations adopted by the Federation, these Statutes shall prevail. All such apparent conflicts shall be resolved by the Council whose decisions shall be binding on all interested parties.

 

7      Legal Representations

The President is the legal representative of the Federation in its dealings with other organisations. The President may authorise the President-Elect or Executive Director to represent him or her in such dealings.