Constitution

Constitution

Last change:IAPLE / 2014-04-07

 International Academy of Photonics and Laser Engineering (IAPLE)

 Constitution

 1) Name

 The name of the organization shall be International Academy of Photonics and Laser Engineering (IAPLE), here after is referred to as “the Academy”.

 IAPLE shall be a non-commercial, non-profit, non-religious, and non-political academic organization. 

 2) Aim

 The aim of the Academy shall be to promote and advance photonics & laser sciences and engineering.

 3) Powers 

 In order to achieve its aim the Academy may:

 a) Raise funding from members, donations and professional events such as conferences, exhibitions, publications, and other appropriate activities;

 b) Open bank accounts;

 c) Take out insurance;

 d) Employ staff;

 e)  Elect Fellows and recruit corporate members;

 f) Organise and sponsor conferences, workshops, courses and professional events;

 g)  Publish books, scientific journals, articles, presentations and newsletters;

 h) Work with professional institutions, government departments and companies and exchange information in order to achieve the aim;

 i) Award prizes to persons and organisations with significant and distinguished contributions to the advancement of science and engineering of photonics and lasers;

 j) Undertake other lawful activities which will help fulfill the Aim.

 4) Fellowship and Corporate Membership

 a) Fellowship of the Academy shall be open to selected individuals with outstanding achievements and established reputation in photonics & laser sciences and engineering without regards to disability, political or religious affiliation, age, race, gender, sexual orientation or country of origin who are:

 •interested in helping the Academy to achieve the Aim,

 •meeting criteria and standards set by the Academy,

 •willing to abide by the rules of the Academy and

 •willing to pay annual fellowship fee agreed by the Council of the Academy,

 •approved by the membership committee and the Council following the election procedures.

 b) The corporate membership is open to appropriate companies and professional institutes to join the Academy, who are interested in supporting the Academy and contributing to the field of photonics & laser sciences and engineering, subject to approval by the Council. 

 c) The membership of any Fellow or corporate member may be terminated for good reasons by the membership committee: provided that the member/fellow concerned shall have the right to be heard by the Council.

 d) Each existing Fellow can be involved in nominating up to 2 new Fellows each year to the membership committee. 

 e) The nominations for the fellowships must be supported by at least two additional Fellows to be submitted to the membership committee. 

 f) Fellows and corporate members that are not active in two consecutive years (e.g. not attending the AGM or other IAPLE meetings) without good reasons will be withdrawn from the Academy, based on the recommendation of the Council.

 g)  Fellows (except retired or unemployed or honorary Fellows) and corporate members that do not financially contribute to the due membership fee for any year without a good reason will be withdrawn from the Academy. 

 h) The Academy shall limit its number of new Fellows to a maximum of 10 per year worldwide. This will help maintain the high quality, reputation, and the esteem of the Fellows and the academy.

 5) The Council

 a) The Academy shall be administered by the Council of not less than three and not more than eight individuals elected at the Academy’s Annual General Meeting (AGM).

 b) The Officers of the Council shall be: President, Vice President, the Treasurer, the Secretary and additional members that may include Fellows and representatives from corporate members.

 c) The Council shall meet at least once a year. 

 d) At least 60% (minimum 3) Council members must be present for a Council meeting to be quorate. 

 e) Voting at Council meetings can be in the form of show of hands or by the ballot as appropriate. If there is a tied vote then the Chairperson (President or his/her nominee) shall have a casting vote.

 f) The Council shall have the power to remove any member of the Council for proper reasons approved at the AGM.

 g)The Council may appoint any other Fellow of the Academy or a representative from a corporate member as a Council member to fill a vacancy, provided that the maximum prescribed is not exceeded.

 h)The election to the Council members shall involve the nomination and election by all the Academy members.

 i)There should not be more than 2 council members from a single country.

 6) The Duties and Terms of the Officers

 a) The duties of the President shall be to:

 •chair meetings of the Council and the AGM,

 •represent the Academy at functions/meetings that the Academy has been invited to or organise and

 •act as the spokesperson of the Academy when necessary.

 The President shall be elected by the Fellows/members at the AGM and the term of the Presidency is normally one year, and not more than two consecutive years.

 b) The duties of the Vice President(s) shall be to:

 ·Assist the President in carrying out the academy duties;

 ·Deputise the President for external relationships and meetings in the absence of the President;

 ·Chair the Council meetings in the absence of the President;

 ·Oversee a particular area of the activities of the Academy such as marketing, membership, conferences, and publications etc.

 ·The Vice President(s) shall be appointed by the Council with the term of one year, and not more than two consecutive years.

 c) The duties of the Treasurer shall be to:

 ·Supervise and authorise the financial affairs of the Academy;

 ·Keep proper accounts that show all monies received and paid out by the Academy and 

 ·Report the accounts of the Academy at the AGMs.

 ·The Treasurer shall be appointed by the President from the Council members.

 d) The duties of the Secretary shall be to:

 ·Keep the membership records;

 ·Prepare in consultation with the President and the Vice President the agenda for meetings and conferences of the Council and the Academy;

 ·Take and keep minutes of all Council meetings;

 ·Collect and circulate any relevant information within the Academy;

 ·Communicate with members/Fellows and external bodies in a secretarial capacity and pass on the information to appropriate groups, committees and persons within the Academy for taking actions.

 In addition, the Secretary will be responsible for the supervision of:

 •the maintenance and timely updates of the Academy website; 

 •assistance in expenses claims by the Council members and Fellows/members on the businesses on behalf of the Academy, with prior consent by the Council;

 The Academy may sub-contract the secretary work to a legal external body.

 7) Finance

 a) All monies received by or on behalf of the Academy shall be applied to further the Aim of the Academy and for no other purpose.

 b) Any bank accounts opened for the Academy shall be in the name of the Academy.

 c) Any cheques issued shall be signed by the Treasurer and one other nominated member of the Council, usually the President.

 d) The Academy shall ensure that its accounts are audited or independently examined every year.

 e) The Academy may pay reasonable out of pocket expenses including travel, accommodation and meal costs to members/Fellows for the activities approved by the Council.

 8) Annual General Meeting

 a) The Academy shall hold an Annual General Meeting (AGM) each year.

 b) All Fellows and corporate members shall be given at least ninety days notice of the AGM and shall be entitled to attend and vote.

 c) The business of the AGM shall include:

 •receiving a report from the President on the Academy’s activities over the year;

 •receiving a report from the Treasurer on the finances of the Academy;

 •Announcing of new Fellows and corporate members approved by the Council and

 •considering any other matters as may be necessary. 

 9) Alterations to the Constitution

 Any changes to this Constitution can be proposed by any member/Fellow to the Council who will select and present at the AGMs and approved by at least two-thirds of those members/Fellows present and voting at the AGM.

 10) Dissolution

 The Academy may be dissolved at any time if agreed by two-thirds of all the members/Fellows. In the event of winding up any assets remaining after all debts have been paid shall be given to another academic or a professional group with a similar aim.

 11) Adoption of the Constitution

 This constitution is effective from 12 August 2013, having been agreed at the first AGM held in Manchester, UK on 12 August 2013.