The European Union of Science Journalists’ Associations (EUSJA)
Constitution 27 march 2004


Article 1: Definition
1.1 The European Union of Science Journalists’ Associations founded on 8 March 1971 (hereinafter called “the Union”) is a European, non-governmental, non-profit making, unincorporated association of National Associations of science journalists.
1.2 The seat of EUSJA is in Strasbourg (France), 1 quai Lezay-Marnésia.
1.3 At the General Assembly of 24 November 1994, it was decided to apply for registration at the “Registre des Associations du Tribunal d’instance de Strasbourg”.


Article 2: Purposes and Objectives
The purposes and objectives of the Union are:
2.1 To improve communication between the scientific community and society.
2.2 To promote contacts among the various member Associations and among journalists engaged in reporting science, medicine and technology.


Article 3: Membership
3.1 The members of the Union are the National Associations making up the Union.
3.2 Only one National Association from each country can be a member of the Union.
3.3. Where there is more than one National Association in a given country, the Association should decide among themselves which should represent them.
3.4 New members have to apply to the Assembly of the Union and are accepted by two-thirds majority of the delegates present.
3.5 Associate membership may be bestowed on a National Association outside Europe. The decision to bestow a National Association with Associate membership resides with the Union as represented by the Assembly.
3.6 Members are encouraged to participate in the Union’s activities and are obliged to pay the annual fee.


Article 4: The Assembly
4.1 The supreme authority of the Union is the Assembly of the delegates of the National Associations or their representatives.
4.2 The Assembly shall meet at least once a year, and at least half of the Assembly’s membership shall constitute a quorum.
4.3 Each national delegate can be represented at Assembly Meetings by a delegate of another country, provided that a written proxy is submitted to the Assembly and that each delegate cannot have more then two proxies.
4.4 The Agenda for the meeting and the Accounts will be sent out no later than six weeks prior to the meeting, and the Minutes no later than four weeks following the meeting.
4.5 The annual meeting of the Assembly will function as the Annual Assembly, on written notice.
4.6 Decisions are limited to those items on the Agenda.
4.7 Every association has the right to one vote. The Board Officers (see Article 5) have no vote unless they represent their National Associations.
4.8 Decisions of the assembly are taken normally by the majority of those delegates who are present.
4.9 The Assembly decides about new memberships by a two-thirds majority.
4.10 Decisions by e-mail need a two-thirds majority of all delegates.
4.11 The Assembly will dismiss members, according to Article 7.3.
4.12 The Assembly will elect the Board Officers according to Article 5.1.
4.13    The General Assembly elects an election committee consisting of three delegates or former delegates according to the same rules as for the Board. The election committee suggests candidates for the election of Board members acoording to article 5.1.
4.14 The Assembly will approve the annual report, the budget and the report of accounts.
4.15 The Assembly will decide on modifications of the Constitution by a two-third majority of those delegates who are present.
4.16 The Assembly will decide on the dissolution of the Union, according to Article 10.    
4.17 Only members of the Assembly (nominated by the National Associations) and the General Secretary may attend Assembly Meetings with the following exceptions:
(a) a member of a National Association who has been delegated to replace or represent the regular dele-gate
(b) a committee member of a National Association may request to attend a Assembly Meeting, with the national Delegate, as an observer providing the Chairperson and the members of the Assembly agree to his/her presence. Such observers will not take part in the proceedings unless asked to do so by the Chair-person.
(c) a person other than a member of one of the National Associations may attend with the permission of the Chairperson and the Assembly members in order to make a presentation to the Assembly. That person may then remain in attendance to provide the Assembly members time to question him/her on his/her presenta-tion.
4.18 An Associate member may send an observer to a Assembly Meeting and may join in the discussion but shall have no voting rights.


Article 5: The Board
5.1 Every second year the Assembly elects at its Annual Meeting a Board consisting of a President, a Vice President, an Honorary Secretary and an Honorary Treasurer based on the proposals of the election committee (see article 4.13). These Officers act in the name of the Union within the constitution, the budget and the decisions taken by the Assembly. The Officers do not need to be delegates of their National Associations, but in that case must be proposed by them.
5.2 In the event of resignation there should be an election to fill the vacancy for the remainder of the term.
5.3 The election of the Board (President, Vice-President, Honorary Secretary and Honorary Treasurer) is by means of a ballot; a simple majority of the delegates present is sufficient for the election.
5.4 The President, Vice-President, Honorary Secretary and Honorary Treasurer may each be re-elected for a single subsequent term, but from time to time the Assembly may decide that an incumbent Officer or Offi-cers be re-elected for one further specified period up to twelve months, providing that there is a two-thirds majority of national delegates to the Assembly attending or represented by proxy.
5.5 National Associations which provide members “Officers” as per 5.1 may elect a separate delegate to represent their interests at the EUSJA Assembly. In this case, the “Officer” has no vote in the Assembly.
5.6 The President acts supported by the Vice-President, the Honorary Secretary and the Honorary Treasurer, and reports to the Assembly.
5.7 The Honorary Treasurer prepares annually a report of accounts, presents the report to the Assembly and supervises all expenses.
5.8 The Officers shall work on the basis of a 4-year-plan and present a budget to the Assembly annually. The Assembly takes the final decision on the budget. The Officers will have to account for additional expenses in the report of accounts.
5.9 The Assembly may each year appoint two auditors to examine the books and accounts.
5.10 The Assembly may, if it so wishes, elect Presidents Emeritus who will have the right to sit on the Board but may not vote.


Article 6: The Secretariat
6.1 The Union has its Secretariat at the European Science Foundation in Strasbourg.
6.2 The Union has a Secretary.
6.3 The Secretary is appointed by the Union in agreement with the European Science Foundation.


Article 7: Subscriptions
7.1 The Assembly is empowered to set a subscription rate for membership of the Union.
7.2 National Associations should be notified of any proposals to change the subscription rates at least twelve months before such changes are to be finalised at a Assembly Meeting.
7.3 A National Association who does not pay its subscription by the date specified will be issued with a reminder. If the subscription is still not forthcoming they will be warned that their name may be struck off the list of Members. If the subscription is not paid within two years, the National Association is struck off the list of Members.
7.4 Associate members’ subscription will be half of the full membership.


Article 8: Assets of the Union
8.1 The assets of the Union shall be employed exclusively in furthering the purposes and objectives of the Union and for no other purposes provided that nothing in this Constitution shall prevent:
(a) the payment of reasonable and proper remuneration to employees of the Union, according to special con-tract
(b) the reimbursement of reasonable out-of-pocket expenses incurred in relation to the activities of the Union by any member of the Assembly officially representing EUSJA and/or the Board as per Article 4.2.
8.2 The Union shall open and maintain a bank account or accounts in its name, and every withdrawal from any such account up to 500 ¤ shall be authorised by the signature of the Secretary and amounts above that by the signature of any two of the Board.


Article 9: Language
The operating language of the Union shall be English. The Constitution may be translated into any European language other than English but the version in English shall be the only authentic version.


Article 10: Dissolution of the Union
If at any meeting of the Board a motion for the dissolution of the Union has been duly proposed and passed by a two-thirds majority of all the delegates, the Union shall be dissolved and the signatories to any bank account maintained in the name of the Union shall forthwith transfer all assets of the Union to the treasuries of the National Associations in proportion to their subscriptions to the Union.

Strasbourg
27th March, 2004.