AFOMP Constitution – Asia-Oceania Federation of Organizations for Medical Physics

Section A: Name, scope and extent of activities

Article 1
The society bears the name “The Asia–Oceania Federation of Organizations for Medical Physics” (AFOMP), hereinafter called “the Federation”.

Article 2
The Federation extends its activities throughout the Asia and Oceania region. The membership adopted shall be those of the International Organization for Medical Physics(IOMP) members.

Article 3
The Federation may remain in existence for an unlimited period. The voluntary dissolution of the Federation shall be approved only in accordance with the Articles of this Constitution.

Section B: Aims and functions

Article 4
1. The aims and purposes of the Federation are:
(a) To promote the cooperation and communication between medical physics organizations in the region;
(b) To promote medical physics and related activities in the region;
(c) To promote the advancement in status and standard of practice of the medical physics profession;
(d) To organize and/or sponsor international conferences, regional and other meetings or courses;
(e) To collaborate or affiliate with other scientific organizations;
2. The activities of the Federation are not aimed at profit.

Section C: Membership

Article 5
Membership of the Federation shall consist of:
(a) Organization membership
(b) Affiliate membership (See Article 7)
(c) Individual membership (See Article 8)
(d) Honorary membership (See Article 9)
(e) Corporate membership (See Article 10)
(e) Additional categories of membership created according to Article 11(see Appendix)

Article 6
The medical physics organizations in the Asia and Oceania region may apply for Organization membership of the Federation. Only those organizations which are members of International Organization for Medical Physics will be admitted to Organization membership of the Federation.

Article 7
A medical physics nationalorganization with aims and objectives similar to those of AFOMP that wishes to become a member of AFOMP but which is not a member of the International Organization for Medical Physics (IOMP) may apply for Affiliate membership of AFOMP. It will automatically become an Organization member of AFOMP should it become a full member of IOMP.

Article 8
Medical physicists who are resident in a country in which there is no medical physics organization that is an organization or affiliate member of AFOMP may apply for Individual membership of AFOMP. Should there be more than 10 medical physicists in a country, then they should form a formal medical physics society and apply for Organization or Affiliate membership of AFOMP.

Article 9
Individuals who have made a significant special contribution to the advancement of medical physics are eligible for admission to the Federation as honorary members, subject to the approval of the Council.

Article 10
Commercial companies that manufacture, supply, develop or service medical devices relevant to medical physics in its broadest sense may apply for Corporate membership of AFOMP.

Article 11
1. Medical Physics organizations will be admitted to membership of the Federation by the Council, if approved by a majority of two-thirds of the votes of members of the Council present and expressed.
2. Medical physics organizations applying for membership of the Federation must submit copies of their rules, constitutions or statutes, and a statement giving names and work places of officers, the number of members, and the activities of the organization.
3. Members may withdraw from membership of the Federation on six month’snotice.
4. Cancellation of membership of the Federation may be decided by the Council with a majority of two-thirds of the votes of members of the Council present and expressed. Before voting, the Council must have stated the reasons for proposing cancellation in writing and must have invited the member to present a case opposing such cancellation in writing or orally.
6. Termination of an Organization or Corporate membership may be imposed by the Council when themember has remained more than two years in arrears with its subscription, despite two warnings in writing from the SecretaryGeneral.

Article 12
At its discretion, the Council may create additional categories of membership with associated conditions and may amend or dissolve the membership categories so created.

The additional membership categories for the time being in force shall be defined in an appendix of this constitution.

Article 13
Members of the Federation are not liable for its debts or liabilities. The Federation is liable only to the extent of its assets.

Section D: Administration.

Article 14
1. The Council is deemed to be the constitutional body of the Federation and directs the activities of the Federation.
2. The Council comprises council members appointed by each Organizationmember and the Officers of the Council.
3. The Officers of the Council are the President, the VicePresident, the SecretaryGeneral, and the Treasurer.
4. The Executive Officers are the President, VicePresident, SecretaryGeneral, Treasurer, the Immediate Past Presidentand chairs of the committees in Article 16 (8).
5. The President of the Council can invite individuals, in particular honorary members and representatives of co-operating organizations, to attend Council as observers.

Article 15
1. Each Organizationmember shall officially appoint one or more delegates subject to a maximum of 3 as Council members (Article 16 (3)) to the Council through a letteror emailto the Secretary General. A Council member so appointed shall be considered as a duly appointed representative of the Organizationmember, until the Organizationmember revokes the appointment through a letteror emailto the SecretaryGeneral.
2. Terms of office
2.1 The President shall hold office for one term of three years. At the end of the President’s term, the President shall succeed to the office of Immediate Past President. The President shall not be eligible for immediate re-election as an Officer.
2.2 The Vice-President should serve for one term of three years. At the end of the Vice-President’s term of office, the Vice-President shall succeed to the office of President.
2.3 The Secretary General, who shall hold office for one term of three years, shall be eligible for re-election for one further term.
2.4 The Treasurer, who shall hold office for one term of three years, shall be eligible for re-election for a maximum of three terms.
2.5 Should the office of President be vacated for any reason, the VicePresident shall become President for the remainder of term of office.
2.6 Should the office of Vice President be vacated for any reason, the vacated office shall be filled by election.
2.7 Should the office of SecretaryGeneral or Treasurer be vacated for any reason, the President shall, at his/her discretion, either callan election to fill the vacant office or appoint a Council member to fill the vacant office on an acting basis.
3. An Organizationmember whose delegate is elected as officer of the Council may appoint a replacement delegate.
4. The Council normally meets once per year.
5. The President is the legal representative of the Federation and shall summon and chair the meetings of the Council. The VicePresident may act on the President‘s behalf during the latter’s absence.
6. The Council shall be summoned in extraordinary session by the President upon the written request of not less than one-fifth of the Organizationmembers or upon the President’s own decision.
7. If a delegate is unable to attend a meeting of the Council, the Organizationmember may designate an alternate delegate and the SecretaryGeneral must be notified of such designation before the meeting.
8. The SecretaryGeneral shall maintain communication with members and with appointed Council members.
9. The executive officers of the Council shall prepare agendas, papers and budgets for circulation to delegates. Copies shall be sent to member two months before the meeting.

Section E: Council business

Article 16
1. The Council has power to:
(a) adopt or modify the Constitution of the Federation;
(b) elect the President, VicePresident, the SecretaryGeneral, the Treasurer;
(c) decide on the admission of medical physics organizations to Organizationmembershipand Affiliate membership;
(d) decide on the admission of individuals to Honorary membership;
(e) decide on the admission of companies to Corporate membership
(f) terminate membership of members;
(g) dissolve the Federation;
(h) establish the annual membership subscription;
(i) set up committees for specific defined matters;
(j) set up foundations or other appropriate legal bodies to facilitate realizing the aims and purposes of the Federation.
2. The Council has the responsibilities of furthering the aims and purposes of the Federationand managing its financial affairs.
3. EachOrganizationmember has a number of votes according to the size of its membership: a membership of less than 10 entitles to no vote, a membership from 10-99 entitles to 1 vote, a membership from 100-399 entitles to 2 votes and a membership of 400 or more entitles to 3 votes.Affiliate members, Individual members,Honorary membersand Corporate membershave no votebut may attend and speak at Council meetings as observers. Officers have no vote, unless voting results in a tie, in which case the President has a casting vote.
4. The Council can make valid proceedings if a quorum exists. A quorum exists if one third of all possible votes are represented by delegates at Council. If Council cannot make valid proceedings, i.e. there is no quorum in Council, Officers have the option to defer the decision to the next meeting of Council or they can decide to have a postal or e-mail ballot. However, if in such a case, more than two thirds of the votes represented at Council request it, then a postal or e-mail ballot must be held.A quorum of one-half of all possible votes is required for postal and e-mail meeting or ballot. Prior to any e-mail or postal meeting or ballot being conducted, all relevant documents should be circulated toOrganizationmembers for consultation for a period of not less than two weeks.The SecretaryGeneral shall on issuance of a ballot specify the date on which the postal or e-mail ballot will be counted.
5. Issues related to Council business are decided either by agreement in Council, or by a majority vote among Council members present at a valid meeting or as prescribed elsewhere in the constitution.
6. The SecretaryGeneral shall call an Extraordinary General Meeting upon the request by 20% of the delegate votes.
7. Excluding matters relating to the dissolution of the Federation, changes in its constitution or membership, the Executive Officers have the power to act where prompt action is deemed necessary in their judgement. This shall include the power to establish ad hoc committees for specified purposes. The chairs of such committees shall be appointed by the President.Such actions shall be reported by mail or e-mail to Council members and placed on the agenda for formal approval at the next Council meeting.
8. Committees
8.1 Nominating Committee
The Nominating Committee shall consist of the President, Vice-President, the Immediate Past President, and three Council members to be elected by the Council. The President shall serve as chair of the committee.
8.1.1 The purpose of the Nominating Committee is not to inhibit the delegates’ choice of Officers but to ensure that suitable nominations are made by individuals or Organizationmembersthat those nominated are willing to stand and, if too many nominations should be made, to act as a preliminary filter. The Committee shall put forward (with the consent of the nominees) not more than four nominations for each of the three offices of VicePresident, SecretaryGeneral, and Treasurer.
8.1.2 All nominees should be known internationally for their distinction in the field and for their ability to serve as Officers for theirrespective terms of office.
8.1.3 The SecretaryGeneral should invite individuals and Organization members to submit names to the President at least three months prior to the date of the next Council meeting at which the election will take place. The names and biographical details of selected nominees are to be circulated by the SecretaryGeneral to delegates at least one month prior to the election.
8.2 Education and Training Committee (ETC)
8.2.1 The mission of ETC is to promote activities related to education and training of AFOMP medical physicists for the purpose of improving the quality of medical services for patients in the region through advancement in the practice of physics in medicine.
8.2.2 Members of ETC are appointed by its chair, the latter is appointed by the President.
8.3 Professional Development Committee (PDC)
8.3.1 The mission of the PDC is to promote the professional development, status and recognition of the medical physics profession in AFOMP countries.
8.3.2 Members of the PDC are appointed by its chair, the latter is appointed by the President.
8.4 Science Committee (SC)
8.4.1 The mission of the SC is to promote collaboration in scientific research and exchange of scientific information and materials between AFOMP medical physicists through communications, publication, and workshop, symposium, or conference meetings.
8.4.2 Members of SC are appointed by its chair, the latter is appointed by the President.
8.5 Awards and Honors Committee (AHC)
8.5.1 The mission of the AHCis to call for, receive and consider applications for awards and honors of AFOMP and recommend to the Executive who should receive such awards and honors.
8.5.2 Members of AHC are appointed by its chair, the latter is appointed by the President.

Section F: Financial resources

Article 17
The financial resources of the Federation consist of:
(a) Subscriptions paid by members;
(b) Gifts, bequests and legacies;
(c) Subsidies and grants;
(d) Any other resources or revenues which may result from the Federation’s activities or investments.

Article 18
Subscriptions shall be fixed by the Council. Subscriptions forOrganizationmembers shall normally be directly proportional to the number of their ordinary members.However, in case of difficulty,Organization members may apply to the Executive Officers for relief from all or part of the subscription.Honorary members, Affiliate members and Individual members are not required to pay any subscription.Subscription rates for Corporate members will be set by the Council.

Article 19
The accounting period shall be the calendar year.
The Treasurer shall report annually to Council on financial matters.
The membership of members who have not paid the proper dues for two consecutive years can be terminated according to Article 11(6). Organization members who have not paid their dues for two years or more have no right to vote in Council.
Officers, who belong to an Organization memberwhich has not paid its subscription for two consecutive years, shall be excluded from office and replaced by Council.

Article 20
In the event of the Federation being dissolved, assets remaining after discharge of all debts shall be transferred to IOMP.

Appendix:
Additional Categories of Membership
This appendix lists additional categories of AFOMP membership, created under Article 12 of the constitution. These will be in force with effect from the date stated above until such time as the Council agrees a further revision.

Eligibility for Category	Privileges in Council	Privileges in Committees	Subscription