You can find a proposal for the EvoKE statutes bellow. The final version will be adopted in our constitutive assembly in Split at the EvoKE 2019 meeting. Please email any suggestions to improve them to firstname.lastname@example.org by September 24th.
Draft for the EvoKE Constitution
Article 1 : Constitution and name of the association
An association named EvoKE Project and governed by the French Law of July 1st,1901 and the Decree of August 16th, 1901 is founded between the members adherent to the present statutes.
Article 2 : Goal
The goal of this Association is to contribute to a world where people understand evolution and can use scientific knowledge and skills to make informed decisions that address societal problems thereby contributing to an inclusive, sustainable and resilient future.
Article 3 : Headquarters
The headquarters are located in Paris. They can be transferred by decision of the Board.
Article 4 : Duration
The duration of the Association is indefinite.
Article 5 : Resources
The resources of the Association include :
– Subscriptions, if the General Assembly decides to apply a subscription modell
– Subsidies from governments and public authorities
– All resources authorized by the law and compatible with the statutes.
Article 6 : Composition
6.1 The association is composed of :
– Active Members
– Honorary Members
6.2 Active Members are individuals or corporate bodies that registered via the EvoKE Project registration form and are listed in the EvoKE membership database. If the General Assembly decides to apply a subscription fee, Active Members would be the individuals or corporate bodies that pay an annual subscription, the amount of which would be fixed by the General Assembly.
6.3 Honorary members are individual or corporates bodies who have contributed significantly to the Association or to scientific literacy on evolution. They are exempted from any subscription and are appointed by the Board and ratified by the General Assembly. Honorary members are entitled to attend the General Assembly with voting rights.
6.4 Membership requests from active members and honorary members are sent to the Board via the registration form or by written request. The Board has the sole power to accept new members.
6.5 Joining the Association implies acceptance of these statutes and any further decision taken by the General Assembly or by the Board and an obligation to comply with them.
Article 7 : Loss of membership
The following situations lead to loss of membership without dissolving the Association:
– Resignation in writing addressed to the Board (either regular mail or electronic mail)
– Failure to pay the annual subscription if the General Assembly has decided to apply one
– Exclusion by the Board decided unanimously (in that case, the Board has to report the exclusion to the General Assembly);
No exclusion decision shall be taken without the person concerned being allowed to put forward their case. Resigning or excluded members cannot reclaim the sums already paid for subscription. These sums remain the property of the Association. Membership is not transferable between individuals.
Article 8 : General Assemblies
8.1 All members of the Association as described in Article 6.1 have the right to attend the General Assemblies. Consultants can be invited by the Board, but they do not have any voting rights.
8.2 All members of the Association will be informed of a General Assembly by electronic mail at least fifteen days before the date fixed for the meeting.
8.3 The General Assemblies can be ordinary or extraordinary. They can sit electronically or physically. They are chaired by the President and assisted by members of the Board. The Ordinary General Assemblies are convened at least once a year. They are convened by the Board or at the request of ten percent of the members or a minimum of one hundred members (whichever of the last two is the lowest). The Extraordinary General Assemblies are convened by the Board in case of exceptional circumstances, or at the request of ten percent of the members or a minimum of one hundred members (whichever of the last two is the lowest).
8.4 All decisions are binding for all members, whether absent, in agreement or not.
8.5 Each member has one vote. Each member can only vote for one other member by proxy. Voting by electronic means is allowed. The decisions are taken by a simple majority vote of the members present or represented at the Ordinary General Assembly, by a 2/3 majority vote of the members present or represented at the Extraordinary General Assembly. In the event of a tie, the President casts the deciding vote.
8.6 The agenda is set by the Board with inputs from members requested one month before the Assembly. Only questions on the agenda will be treated at the General Assemblies. The agenda of the Ordinary General Assembly includes at least voting on the annual activity report, financial reports of the previous year, the financial status for the current year at the time of the Assembly and the budget for the following fiscal year.
8.7 The Ordinary General Assembly decides on the general strategic orientations of the Association.
8.8 The Extraordinary General Assembly is qualified to amend the Constitution, to decide on the dissolution or the fusion of the Association, like for any important modification of its goals and activities.
Article 9 : Board
9.1 The Association is directed by a Board that ensures the application of decisions made by the General Assemblies, and administers the day-to-day affairs of the Association.
9.2 The constitutive board is made of the seven constituents.
9.3 The Board is comprised of two cohorts of four and three people each that are elected in odd- and even-numbered years, respectively. The Board members are elected for a two-year term by members (defined in 6.1) through electronic vote. The board members will be the four (odd years) or three (even years) people most voted in each election (i.e. ranked 1 – 4 or 1 – 3 in the voting system).
9.4 Additionally, there will be a group of seven people that constitutes the replacers. For each election, 4 (odd years) or 3 (even years) people who received the next highest votes will be elected as substitutes to replace any individual Board member elected in that year that resigns over the course of their term. Substitutes will be chosen in the order of their ranking in the voting system. Substitutes, upon request, can also replace individual board members at Board meetings.
9.5 The members of the Board are eligible to carry a maximum of three consecutive Board members mandates.
9.6 Members are elected individually to the Board. Each year, the Board elects amongst its members a President and a Treasurer through a simple majority. If a President and a Treasurer can not be elected amongst the 7 members, new Board elections are launched.
9.7 The President represents the Association in all the acts of the civil life. S/he has, in particular, quality for be party to any legal proceedings in the name of Association. S/he is not eligible to re-serve consecutively as President. In case of a vacancy, a new President is elected by the Board to finish the mandate.
9.8 The Treasurer is charged to hold or make hold under his/her control the accountancy of Association. S/he carries out all payments and receives, under the monitoring of the President, all sums due to the Association. S/he can alienate the reserve funds of the Association only with the authorization of the Board. S/he holds a regular accountancy of all the operations that are carried out in the Association. S/he is eligible to re-serve consecutively a maximum of two times. In the case of vacancy, a new Treasurer is elected by the Board to finish the mandate.
9.9 The board meets at least twice a month. It can sit by means of electronic communication. The decisions are made in the majority of the voices of those present or represented. Minutes of the meetings are established.
Article 10 – Remuneration
The members of the Board are acting as such on a voluntary basis. If the Association has the resources, they can be refunded for previously approved expenses, upon receipts, incurred on Association business according to scales of the European Commission.
Article 11 – Rules of procedure
The Constitution will be completed by rules of procedures than can be changed by decisions made by the Board. The rules of procedures are submitted for approval each year to the General Assembly. They are binding to all the members of Association.
Article 12 – Dissolution
Dissolution is pronounced by an Extraordinary General Assembly which names a liquidator. Any credit will be reserved in accordance with Article 9 of the law from July 1, 1901 for an Association working towards a similar end.