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Bylaws of Informatics Europe

I. General Part

Article 1: Name and domicile

The full name of the association is: "Informatics Europe". Informatics Europe is an association according to Swiss Civil Law (Article 60 ff).

Article 2: Intended purpose and activities

Intended purpose

  1. Informatics Europe is devoted to the development of research and teaching in information and computer sciences, also known as Informatics.
  2. Informatics Europe is a nonprofit membership association; members are organizations such as university departments doing both research and teaching in Informatics, as well as public or private research laboratories. Informatics Europe maintains close ties with other academic and professional organizations. The association has no commercial purposes and seeks no profit.
  3. Informatics Europe is intended to act as a representative of the European Informatics research and education community and foster high-quality research and education in the field.
  4. Informatics Europe aims to foster the cooperation between education, research and industry.
  5. Informatics Europe is intended to establish effective relations between the Informatics community and governmental authorities and provide links to other national and international organizations with complementary aims.

Activities

Informatics Europe aspires to the following activities:

  • To organize the Informatics Europe Annual Conference;
  • To organize theme-specific conferences, workshops or other meetings;
  • To produce the Informatics Europe electronic newsletter;
  • To publish information on the Informatics Europe website;
  • To produce Informatics Europe special reports on specific topics, either Informatics Europe initiated or commissioned by governments or other organizations;
  • To produce Informatics Europe originated contributions to publications by other organizations;
  • To provide services to members, such as email alerts, information on developments in Informatics education and research, career development help, etc.;
  • To define, publish and enforce standards of conduct and codes of ethics for professionals in Informatics education and research;
  • To interact with the general public, governments (local, national, international), the media, industry and other bodies, intended to raise and resolve issues related to Informatics education and research;
  • To organize the Annual General Assembly and Extraordinary General Assembly of Informatics Europe members.

Activities of Informatics Europe may be pursued in English or any other European language convenient to each activity's participants.

Article 3: Membership

  1. Informatics Europe members are organizations.
  2. There is a regular and an associate member status.
  3. Regular members include:
    • Academic members: university departments of Informatics or equivalent;
    • Public research members: publicly-funded research organizations;
    • Industry members: industrial research laboratories or other industry organizations in the Information Technology;
    • National association members;
    • Federated members: a group of up to five departments of Informatics or equivalent.
  4. Associate members are other organizations with which Informatics Europe collaborates. Associate member status is normally subject to reciprocal status for Informatics Europe.
  5. Regular and associate members must be approved yearly by the Executive Board.
  6. Regular and associate membership status is subject to the payment of an annual fee, set every year for each membership category by the Executive Board.
  7. Regular and associate members must be organizations incorporated in one of the member or candidate member countries of the Council of Europe, or Israel.

Article 4: Termination of the membership

 Membership shall be terminated in the following cases:

  1. Withdrawal by the member: withdrawal can only occur at the end of a fiscal year and requires a written 3-month notice.
  2. By expulsion for violation of bylaws and rules or for any other conduct prejudicial to the interest and correct functioning of the association.

Any proposal to expel a member must be supported by at least one-fifth of all the regular members. The proposal to expel must be on the agenda of the General Assembly at which it is to be discussed so as to give the member the opportunity to present its case. A two-thirds majority of all the regular members is necessary to expel a member. Such expulsion will become effective 15 days after notification by registered mail. A member who has been expelled can only be re-admitted by the General Assembly with a two-thirds majority of all ordinary members.

II. Organisation

Article 5: Body

The association consists of:

  • General assembly
  • Executive board

III. General Assembly

Article 6: Competence

The General Assembly shall be the highest authority of the association. Informatics Europe shall hold an Annual General Assembly, if possible in conjunction with another event such as the Informatics Europe Annual Conference. At an Annual or Extraordinary General Assembly, every regular member shall have one vote; associate members are permitted to attend but do not vote.

Except where these Bylaws explicitly require a supermajority, all votes of an Annual or Extraordinary General Assembly, and of the Executive Board, shall be taken by simple majority of the voters; in addition, any decision on a motion not circulated to potential voters at least four weeks before the vote shall require a number of voters equal to a majority of the potential voters.

Other voting modalities, such as authorizing proxies or email votes, are established by the Executive Board and published on the Informatics Europe website or other appropriate venues; any change to previously existing modalities requires approval by two-thirds of the Executive Board members.
In addition, Informatics Europe shall, at six weeks' notice, hold an Extraordinary General Assembly under either of:

  • A decision of the Executive Board.
  • A request from a majority of the regular members.

IV. Executive Board

Article 7: Formation

  1. The Executive Board consists of:
    • At most eleven Members-at-Large, elected by the Annual General Assembly, for a period of two years;
    • A President, two Vice Presidents and a Treasurer, elected under the same modalities;
    • Ex officio: the previous President, if any, for a period of two years after expiration of his or her President's term;
    • Ex officio: the head of the professional staff of Informatics Europe, if any.
  2. Renewal of the two-year term is possible, but subject to the following restrictions:
    • It is not possible to be on the Board for more than three consecutive terms as an elected member;
    • It is not possible to be reelected for the same role more than two consecutive terms;
    • A third consecutive term is only possible if a Member-at-Large is elected Vice President, Treasurer or President or if a Vice President or Treasurer is elected President.
  3. The Executive Board sets election procedures. Any change to the previously existing procedures is subject to a vote of the Annual General Assembly, by at least two-thirds of the voters representing a majority of the regular members.
  4. All non-ex-officio members must be affiliated at the time of their election or reelection with a regular member of Informatics Europe. Executive Board members then serve on their own name and may remain in the Executive Board even if they leave their organization.
  5. If an Executive Board member becomes unavailable before the expiration of his or her term, the seat remains unfilled until the next Annual General Assembly.
  6. The Executive Board members are volunteers and have only rights of reimbursement of their actual expenses and cash expenditures.

Article 8: Governance

  1. The Executive Board is responsible for the operation of Informatics Europe. In particular, the Executive Board:
    • Represents Informatics Europe in relations with other organizations;
    • Sets membership dues, and manages the membership and finances of Informatics Europe;
    • Admits or denies requests for regular and associate membership based on the following key assessments: for regular members the quality of research and teaching; for federated members, additionally, the rationale for the grouping;
    • Requests and approves membership of other organizations;
    • Decides on the location of the Informatics Europe offices;
    • Decides whether to hire paid professional staff and what tasks they should perform;
    • Fulfills the legal duties of Informatics Europe;
    • Creates and dissolves organizational units of Informatics Europe, such as working groups;
    • Sets general rules on the mode of operation of these units, such as admittance and privileges of observers;
    • Convenes, announces to members and organizes the Annual General Assembly once a year, and any Extraordinary General Assembly;
    • Brings any appropriate matter to the attention and vote of an Annual or Extraordinary General Assembly;
    • Takes any Informatics Europe governance and management decision not otherwise assigned by these Bylaws.
  2. The President directs the meetings and other operations of the Executive Board. The Vice Presidents replace the President in case of unavailability. The Executive Board may appoint other officers at its discretion. In all decisions and votes, every Executive Board member shall have one vote.
  3. The Executive Board presents in advance of the Annual General Assembly, and submits to its approval, a report on its activities during the past year. If the vote is negative, the Executive Board shall organize, within six weeks, a new election of all the non-ex-officio members.

V. Finance

Article 9: Finance

  1. Informatics Europe shall be financed by its members. The fees for each membership class are set in advance by the Executive Board and approved during an ordinary General Assembly.
  2. The finances of Informatics Europe shall be submitted annually to a revision by external accredited financial auditors.
  3. The auditor's report as well as the annual financial report and the annual budget of Informatics Europe shall be approved by at least two thirds of the regular members represented at an ordinary General Assembly.
  4. In case Informatics Europe is dissolved the remaining funds shall be transferred to a tax-exempt institution, domiciled in Switzerland, with the same or similar purposes. A distribution of the remaining funds among the members is excluded.

VI. Final Provisions

Article 10: Change to these bylaws

Any change to these Bylaws must be:

    • Approved by at least two-thirds of the Executive Board members;
    • Submitted to the Annual General Assembly, or an Extraordinary General Assembly, at least four weeks in advance;
    • Approved by the Annual or Extraordinary General Assembly by at least two thirds of the voters, representing a majority of the Regular Members.