EMCA Bylaws

The overall objective of the EMCA is to promote control of mosquitoes and related subjects in the broadest sense and to disseminate affiliated information to its members and others in Europe and neighbouring regions.

Section 2. Specific objectives.

Specific objectives are:

Improvement of the life quality of the people by reducing the mosquito nuisance level,
Promotion of European co-operation and participation in mosquito control projects in Europe and developing countries,
Promotion of the study, prevention and control of mosquito born diseases
Development and implementation of new materials, techniques and tools for mosquito control,
Enhancing control measures based on Integrated Pest Management principles by favouring methods with low toxicological profile and low environmental impact,
Preservation of wetland biodiversity by usage of selective materials and methods for mosquito control and promoting participation in management of natural areas,
Specification, development and standardisation of rules of “good laboratory and field practice” in testing and application of insecticides, sampling methods, monitoring techniques, treatment procedures and other control measures,
Organisation of educational and training courses, visits and staff exchanges between the members of the association, In order to achieve better professional skills in accordance with EMCA aims,
Promotion of general public and authorities awareness about mosquito control and related subjects,
Promotion of any activities of research, evaluation and expertise,
And in general promotion of exchange of information and knowledge in the broadest sense in accordance with the objectives of the association, therefore publishing activities, organisation of any events, exhibitions and meetings.

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ARTICLE III. MEMBERSHIP AND DUES.

Section 1. Classes of Membership.

Any agency, organisation, institution, association or individual involved in mosquito control and related subjects and interested in the goals of the association may become a member of the EMCA.
Categories of membership include regular, sustaining, and honorary membership.

Regular members:

Regular member shall pay annual dues as set forth by the Board. They shall participate regularly in the activities of the association and contribute to its life and to the realisation of its goals. Each regular member shall have one vote at the General Meetings.

Sustaining members:

Sustaining members are all people contributing financially to the objectives of the association by paying annual dues established by the Board.

They are 3 categories of sustaining members:

Individual sustaining members: Any individual or association interested in furthering the efforts of the association may become a sustaining member.

Governmental sustaining members. Any local or national governmental agency interested in furthering the efforts of the association may become a sustaining member.

Commercial sustaining members. Any commercial organisation interested in furthering the efforts of the association may become a sustaining member.

Names of sustaining members are listed annually in the publications of the association.
Sustaining members have the same rights and privileges as regular members.

Honorary Members:
Any person who has rendered exceptionally distinguished service in the various fields of mosquito control and related work may be appointed to honorary membership. Any individual who accepted this nomination proposed by the Board, becomes honorary member.
Honorary members shall enjoy the same privileges as regular members and shall pay no dues.

Section 2. Admission.

New members are admitted by the General Meeting according to the proposal of the Board.

Section 3. Termination.

Members may quit the association:

By written resignation, at least 3 month before the end of the year
By exclusion as sanction for all act constituting a material loss or a moral harm to the association, pronounced by the General Meeting according to the proposal of the Board.
By expel pronounced by the Board for non-payment of the dues.

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ARTICLE IV. FINANCES.

Section 1. Proceeds.

Proceeds of the association are composed of dues of the members, grants from governmental or private organisms, donations and legacies, income from its funds and all other resources that are not inconsistent with the laws in force.
All monies due the Society will be collected, disbursed, and accounted for by the Secretary/Treasurer.The Secretary/Treasurer will provide detailed financial reports to the Board and to the EMCA membership.

Section 2. Expenditures.

Expenditures are ordered by the Secretary/Treasurer. The Secretary/Treasurer may delegate part of his powers, by written advise and with Board approval, to any other member of the Board, or to a permanent member of the staff of the association.

Section 3. Dues.

The amount of annual dues for each category of members is set yearly by proposal of the Board and approval by General Meeting.
Membership dues are payable until January 1. New membership dues received before October 1 shall be counted as members for the current year. New membership dues received on or after October 1 shall be credited to the fiscal year beginning on the following January 1.

Section 4. Fiscal year.

The fiscal year will commence January 1 and end December 31of each calendar year.

Section 5. Liability.

No officer or member of the association will be personally liable for any debts, liabilities, and obligation of the association.

Section 6.

Officers and Board members shall receive no salary for their duties regarding EMCA.

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ARTICLE V. TERRITORIAL ORGANISATION.The structure of the association is based on territorial units.

Section 1. Territories.

Each country or state within Europe and neighbouring regions, in which at least one regional or national wide mosquito control organisation or, failing that, 10 members who reside within the country or state are registered as EMCA members may constitute an EMCA territory.
There can be recognised regions within the EMCA. A region can be founded between EMCA territories and also a part of the members of a EMCA territory when mutual interests in special problems related to mosquito control based on biotic, climatic and geomorphologic conditions have to be considered. Regions will be founded only with the agreement and willing of at least three organisations from two different EMCA territories.

Section 2. Establishment of new territorial units.

A new region may be established by the signature of national directors of the states in question. The proposal must set forth the regional territorial limits; state the purpose for formation; offer evidence that an organised unit already exists; and that its establishment will be useful to and meet the objectives of the EMCA. The proposal shall be accompanied by written concurrence of the National Directors of any existing territories upon whose boundaries the proposed new region would encroach.
Confirmation of a newly established territory shall require a vote with simple majority at the General Meeting and the Director has to be formally approved.

Section 3. National Directors.

The National Directors shall represent the countries or states in all matters pertaining to the association. They shall serve on the Board of Directors.
The members of the EMCA within each instituted territory shall elect or appoint a National Director and a Deputy Director for a three-year term, with tenure limited to two consecutive terms.

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ARTICLE VI. ADMINISTRATION.

Section 1. Board of Directors.

The Board shall administer the affairs of the EMCA.

Composition Members of the Board shall consist of all the National Directors, plus the Officers of the association. The President shall serve as Chairperson of the Board; the President-elect shall serve as vice chairperson. The National Directors elected as Officers shall be substituted by their Deputy Directors to serve at the Board.

Election: Election of National Directors is mentioned at article V, section 3.

Meetings of the Board: Meetings of the Board of Directors shall be called at least once a year and so often as necessary by the President or by written request from three of the Directors to the President. The Secretary/Treasurer and the Executive Director shall be non-voting members.
Decisions of the Board shall be taken by a simple majority of voting members.
The presence of at least the half of the members of the Board of Directors is necessary to take valid decisions. In case the quorum will not be achieved, another meeting shall be called, which shall deliberate validly whatever the attendance may be. In case a member of the Board is unable to attend a meeting, he may give written delegation of his voting privileges to another member of the Board. No member of the Board shall receive more than two proxies.

Section 2. Officers, Executive Committee.

The Executive Committee shall have general supervision of the affairs of the association, make recommendations, and shall perform such other duties as are specified in the bylaws. The executive committee shall be subject to the policies established by the Board.

Composition: The Officers of the EMCA shall constitute the Executive Committee. The Officers shall be the President, the President-elect, the Past-president, the Executive Director and the Secretary/Treasurer. The President, the President-elect, and the Past-president shall serve for one year. The Executive Director and the Secretary/Treasurer shall serve for a period of three years.

Election of Executive committee: The President-elect shall be elected yearly by a written ballot sent to all EMCA members in good standing, as mentioned at Article VIII.Section 3.
The elected officer shall serve one year as President-elect before serving one year as President, and the following year as Past-president.
The Executive Director and the Secretary/Treasurer shall be elected by the Board of Directors.

In case of a vacancy in the office of President and/or President-elect, the next officer in line would ascent to the office so vacated. Vacancy of any other office, including National Director, Executive Director or Secretary/Treasurer, shall be filled by Board action.

Meetings: Meetings of the Executive Committee shall be called at least once a year and so often as necessary by the President or by a written request of three of its members. A quorum of the executive committee shall be a simple majority thereof.
Decisions of the Executive Committee shall be taken by a simple majority of voting members.
The presence of at least the half of the members of the Executive Committee is necessary to take valid decisions. In case the quorum will not be achieved, another meeting shall be called, which shall deliberate validly whatever the attendance may be.
In case a member of the Executive Committee is unable to attend a meeting, he may give written delegation of his voting privileges to another member of the Executive Committee. No member of the Executive Committee shall receive more than two proxies.

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ARTICLE VII. DUTIES OF OFFICERS AND BOARD MEMBERS.

Section 1. Board of Directors.

The Board shall administer the affairs of the EMCA and carry out list program and policies and shall act for the EMCA between Annual Meetings.
It shall have the following specific power, responsibilities, and duties:

Opt rules to govern its own proceedings,
Supervise the financial administration,
Establish the annual budget,
Confirm and approve establishment or abolition of standing or special committees and appointments of individuals as members or chairpersons of committees,
Prescribe policies governing the activities and functions of the EMCA,
Determine the place and date of annual and special meetings and notify the membership thereof,
Report its actions and decisions to the membership at each General Meeting for ratification or approval and publish these reports annually in the Bulletin,
Elect the Executive Director and the Secretary/Treasurer,
Propose the amount of annual dues for each category of members,
Propose nomination of honorary members, admission of new members and exclusions.

Section 2. President.

The President of the EMCA shall be chairperson of the Board, and shall have the usual responsibilities of supervision and management, such as pertain to the office, and such other powers as are specified in the bylaws or properly assigned from time to time by the Board, and shall have the following specific duties:

Preside at all meetings,
Ex-office member of all committees except Nominating Committee,
Present questions of policy for consideration by the Board,
Execute, along with the Executive Director, all legal documents,
Establish or abolish committees in accordance with Article IX, and appoint members of all committees with Board approval,
Call special meetings,
Initiate special action by correspondence or other means,
Appoint representatives to act in the name of the EMCA with instructions when needed,
And perform other duties normally expected of the office.

Section 3. President-elect and Past President.

The President-elect shall act in the absence of the President and shall assist the President whenever requested and shall announce committees upon taking office as President.
The Past President shall assist the President and the President-elect with the duties of their offices as directed.

Section 4. Executive Director.

The Executive Director shall have the following duties:

To perform or organise any action called for by the Board such as: current activities, to further the development of the EMCA, and to coordinate the objectives, policies, responsibilities and services of the EMCA,
To record and keep all EMCA and Board Meeting minutes and keep the membership informed through the official publications or correspondence,
To administer the daily EMCA affairs by providing the necessary leadership and guidance to hired personnel and volunteer help,
To have custody of the EMCA seal and execute with the President of the Board all EMCA legal documents and affix the seal thereto,
To prepare and submit all reports as required by the EMCA,
To oversee all the financial transactions for the EMCA as authorised by Board, in cooperation with the Secretary/Treasurer,
To be legally bonded by a reputable organisation, institution or company in a state where EMCA is active.

Section 5. Secretary/Treasurer.

The Secretary/Treasurer shall have the following duties:

To inform regularly the Executive Director about all funds paid to or disbursed by the EMCA,
To serve as custodian of funds, title deeds, business papers, bonds and other securities belonging to the EMCA,
To manage, in consultation with the Board, the reserve funds of the EMCA in such a manner as to insure their safe and steady growth,
With Board approval, to engage a certified public accountant to audit the books annually,
To prepare an annual financial report for the current year - and submit it to the General Meeting for approval,
To prepare, with the Executive Director, the proposed budget for the next fiscal year and submit it to the General Meeting for approval,
To perform other duties relating to the office of Secretary/Treasurer as may be prescribed by the Board,
To be legally bonded by a reputable organisation, institution or company in a state where EMCA is active.

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ARTICLE VIII. MEETINGS AND ELECTIONS.

Section 1. General Meeting.

The EMCA shall hold Annual General Meetings open to all EMCA members in good standing.
General Meeting shall have the following responsibilities and duties:

Approve admission or exclusion of new members,
Approve the amount of annual dues for each category of members,
Confirm the establishment of new territories and formally approve the Directors.
Hear the annual report of the Board of Directors and approve its proposals,
Approve the annual financial report and the proposed budget for the next year,

And shall have all other duties that are not devoted to another organ.
The place and date of General Meetings shall be determined by the Board and announced through the Bulletin, or such media the Board may decide, not less than one month before the date set for said meeting.

Each EMCA member shall have one vote at the General Meetings. The presence of at least 20 percent of the members of the EMCA is necessary to take valid decisions. In case the quorum will not be achieved, another meeting shall be called, which shall deliberate validly whatever the attendance may be.

Decisions of the General Meetings shall be taken by a simple majority of voting members.

In case a member of the EMCA is unable to attend a meeting, he may give written delegation of his voting privileges to another member of the EMCA. No member shall receive more than two proxies.

Section 2. Special Meetings.

The EMCA shall hold in a two years-term a special meeting or workshop for the purpose of exchanging information which shall be open to the public. The place and date of these meeting shall be determined by the Board and announced through the Bulletin, or such media the Board may decide, not less than six months before the date set for said meeting.

Section 3. Election by written ballot.

The Executive Director shall prepare a ballot containing the names of the referred nominees for the offices to be filled by election, with a space for a write-in candidate for each office: which ballot shall be mailed during November to all members. Ballots shall be also sent to any new members joining through December 31.

The ballot, in order to qualify for counting, shall be returned to the Executive Director in an unmarked envelope within a sealed envelope bearing the member’s signature on or before March 1. And the dues shall be paid by that date or the ballot will not be counted.

The unmarked envelopes containing the ballots will be opened beginning at 1:00 p.m. on the first Monday after March 1 by the Executive Director in company of at least two officers or directors of the EMCA or their designee(s). Any member wanting to witness the count may do so by previous notice.

The successful candidates will be notified of their election within seven days after the count and least two weeks prior to the annual General Meeting. In case of a tie vote for any elective office, the election will be decided by a majority vote of the members voting at the annual General Meeting.

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ARTICLE IX. EMCA COMMITTEES.

Section 1.

There shall be two types of committees in EMCA: standing and short-term. Except for those committees established by the bylaws, Committees shall be established or abolished by the President with Board approval.

Section 2. Terms

Standing committees shall serve for three years. Members may be re-appointed. The chairperson shall be appointed by the President and/or President-elect with Board approval.
Short-term committees' members shall serve one-year terms. Members may be re-appointed. The chairperson shall be appointed by the President and/or in President-elect with Board approval.

Section 3.

Membership of committees shall be appointed by the President and/or the President-elect. Only EMCA members in good standing may serve on standing committees. Size of the committees shall be determined by the President who may, with Board approval, increase or decrease the number of appointees to fill the expired terms of committee members.

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ARTICLE X. PUBLICATIONS.

Section 1. Bulletin.

The EMCA shall publish the Bulletin as its official publication. The Bulletin shall be published once a year or more often as the Board of Directors may authorise. The EMCA may occasionally publish, as public interest and needs warrant special bulletins and other publications.

All EMCA members shall receive the Bulletin. New membership dues received before October 1 shall receive all current year back issues. New membership dues received on or after October 1 shall receive the December issue.

Section 2. Editorial Boards.

An Editorial Board consisting of up to three members shall be appointed by the President for each regularly publication. Each member shall serve a three-year term. The President shall appoint a retiring member of the Editorial Board to serve as chairperson during the last year of his/her term. The chairperson of each of these boards shall serve as a member of the Publications Committee.

Section 3. Publications Committee.

This committee shall consist of at least three members: Editorial Board chairpersons of the regular publications and two members appointed by the President for a three-year term. The President shall appoint a member-at-large to serve as chairperson during the last year of his/her term. The Publications Committee shall establish policies concerning all publications of the EMCA and follow closely the development of bulletins and other special publications.

Section 4. Editors.

The Board shall appoint the editors of the Bulletin and other regular publications after receiving recommendations from the Publications Committee. The editors shall also be members of the Editorial Boards.

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ARTICLE XI. AMENDMENTS TO THE BYLAWS

Section 1.

These bylaws may be amended at the Annual General Meeting of the EMCA by a two-thirds vote of members present or, if the Board decide, by special written ballot as mentioned at article VIII section 3, with a two-thirds majority.

Section 2.

All proposals to amend the bylaws shall be submitted to the Executive Director or to the chairperson of the Bylaws Committee at least four months prior to the date of the annual General Meeting. The report and recommendations of the Bylaws Committee shall be sent to the Board members at least sixty days prior to the annual General Meeting, and the Executive Director shall mail copies of the report to each EMCA member at least thirty days prior to the annual General Meeting.

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ARTICLE XII. TERMINATION.

An Extraordinary General Meeting shall be called by the President to pronounce the dissolution of the association, with the same rules as for the annual General Meeting.

On proposal of the Board, assets shall be distributed to one or more other associations with similar purposes than the EMCA. All grants received for a specific purpose that was not spent shall be returned. No member of the association may pretend to a part of the assets.

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ARTICLE XIII. ADOPTION OF THE BYLAWS.

EMCA bylaws were adopted by the Constituting General Meeting held on 28 March, 2000 at Speyer, Germany.

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