The European Ceramic Society was created in 1987 but it only became an official society (AISBL: International Non-Profit Organisation) in 2014.
Chapter I: Name-Office-Purpose-Duration-Properties
A European non-profit association is hereby formed with the name "European Ceramic Society", in abbreviated form "ECerS", hereafter referred to as "Society".
The head office of the association is established in Mons, judicial arrondissement of Mons, in 4, Avenue Gouverneur Cornez.
The head office will be able to be transferred anywhere in the Walloon Region or Region of Brussels (French-speaking linguistic regime) on the simple decision of its Permanent Executive Committee (the "PEC", see article 13 for a definition, which is equivalent to its Board of Directors). It will be able to create subsidiaries in any country of Europe.
The Society is established in order to co-ordinate and promote the study and development of ceramics and in particular:
The duration of the association shall be indefinite. The closure of the Society will be determined by the Council who, when this decision is made, will take care to appoint one or more liquidators and will deliberate and make appropriate arrangements about the disbursement of the society's assets in a non profit-making manner.
The assets of the association constitute:
Every year the income of the Society will consist of:
The financial year closes on the 31st December of every year. During the first PEC meeting of the next year, the final balance and an estimated budget for the following year will be provided (electronically) and will be presented to the Council for approval.
Chapter II: Membership
The membership of the Society shall consist of Full Members, Associated Members and Individual Members.
A member wishing to withdraw from the Society shall give notice of resignation in writing to the President. The resignation shall be immediate. Any member may be expelled from the Society if that member harms the Society by written material, words or actions, or violates the Statutes and responsibilities ensuing from these Statutes, or gives away confidential information without permission, or avoids payment of 3 years of membership fees or dues despite repeated warnings. The Society Council will contact this member without delay, with the possible consequence of expulsion from the Society. The right to expel is the prerogative of the Society Council, who will make the decision by at least a two thirds majority. The expelled member may, within one month after the Council has informed him about its decision to expel him/her from the Society, submit a written statement in defense of his/her position. A final decision in this matter will be taken at the next meeting of the Council. Until this final decision has been taken, the voting rights of this member will be suspended.
Every member who ceases to be part of the association (whatever is reason) is without right with respect to the social fund.
Chapter III: Structure
The Society management hierarchy is composed of:
Article 10 - The Council
The management and policy of the society is entrusted to a Council who will act as a general assembly.
The Council will consist of:
Meetings of the Council shall take place at least once a year in such places as the President reasonably appoints. The meeting that coincides with the organization of the biennial ECerS Conference is regarded as the ordinary General Assembly. Additional meetings may be called by one third of full members, upon written notice to the President who shall convene an (Extraordinary) meeting of the Council which shall take place within 90 days of receipt. The President lays down the items of business to be considered by the Council on the agenda of that meeting which shall be sent to the adhering associations at least 15 days before the meeting is held. However, in case of urgency, a question may be added to the agenda with the consent of at least three-quarters of the members present at the meeting and having the right to vote. Each member may be represented by another full member.
The quorum for the validity of any meeting of the Council will be fifty percent of actual, present or represented members, excepted in the circumstances specifically foreseen by the Act, or by these bylaws where two third of the members must be present or represented (special quorum). All matters arising at any meeting of the Council shall, except as herein deemed otherwise, be decided by a simple majority of those present or represented; the President shall exercise a casting vote. The Council may determine its own procedures for voting, meetings, recording of minutes and any other procedures which do not conflict with the provisions herein. Without prejudice to article 50 §3 of the Act of 27 June 1921, any proposal whose purpose is a modification of the Statutes or the dissolution of the Association must emanate from the Board of Directors (PEC) by at least three fifth of the eligible electorate, it also being possible to submit votes by post, on appropriate forms. The amendments to the social purpose of the Association have effect only after approval by royal order and published pursuant to article 50 of the Act of June 27, 1921. The resolutions of the Council are listed in a register signed by the President and kept at the Head Office and available to the members of the Association. In case of dissolution, the Association is deemed ready for its liquidation.
Matters requiring the approval of the Council shall include:
Article 13 - The Permanent Executive Committee
The Council chooses a Permanent Executive Committee for a period of two years ("PEC"). The PEC, chaired by the President consists of:
The PEC will be responsible to the Council for the implementation of Policy and other decisions made by the Council. Decisions shall be taken upon a simple majority of votes. Any decision taken by the PEC will have to be confirmed at the next Council meeting only if it has been passed by a majority of less than two-thirds. The President, with the approval of the PEC, may delegate authority to one or more members of the PEC to manage specific topics so as to promote good efficiency and rapidity.
Meetings of the PEC will be arranged typically twice a year; these are to be considered quorate if at least two-thirds of voting members are present. The PEC receives the decisions of the JECS Trust Council concerning the approval of bids.
Article 15 - The President
The President of the Society shall be appointed by the Council in accordance with its rules for voting. The President shall serve for a period of two years beginning at the end of each ECerS Conference. The President is the administrative head of the society; he/she shall chair the meetings of the Council and the PEC, for which meetings he/she will formalize the agenda; he/she shall be an ex-officio member of all bodies of the Society. The President of the Society may delegate another representative among the Societies Members or a Member of the PEC to chair Council or PEC meetings, or to represent him/herself in specific circumstances. The President shall promote and supervise the work of the Permanent Secretariat. The President takes the decisions about the Endorsement or not of International Conferences organized by non-European and European societies, answering a written request of their organizers.
All acts binding upon the Society shall be signed by the President or by his/her delegate and by a representative of the Council, who will not need to prove the powers upon which they are acting to third parties.
The Society shall be represented in litigations and legal acts by the President or by a member of the PEC appointed by him/her, either as plaintiff or as defendant.
Article 18 - The President Elect
Every two years, at the Conference meeting, the Council will select the name of the preferred candidate to act as "President Elect" to follow, after two years, the President at the end of his/her term of duty.
The Treasurer will (i) manage the financial affairs of the Society (ii) ensure that all appropriate legal and procedural guidelines are adhered to and (iii) apply the financial directives of the Permanent Executive Committee, (iv) submit reports to the PEC and Council at regular intervals. The Treasurer will also oversee the handling of the Society's capital. He/she will prepare an annual balance sheet for the previous year and budget for the next year; both documents will be subject to the PEC for first approval before being presented to the Council for final approval. The Treasurer can be re-appointed.
Article 20 - Auditor
An auditor is appointed by the National Ceramic Society who hosts the secretariat. Every year, the Auditor checks the final balance of the previous year and writes a report. This auditor's report will be presented to the PEC and Council meetings for approval of the previous year accounts.
Article 22 - Role of the Permanent Secretariat
The Permanent Secretariat will receive financial support from the Society and the amount of this will be decided by the PEC every two years. A member country, appointed by the Council shall be responsible for maintaining the Permanent Secretariat and for appointing the Secretary of the Society. This arrangement shall normally remain in force for a period of two years, but may be extended by agreement between that Society and the Council. The Secretary shall be responsible for all the needs regarding the organization and management of the Societies' activities. The country hosting the Permanent Secretariat can cooperate with other countries sharing with them the activities to be carried out. Every year the PEC will decide the activities of the Permanent Secretariat and will promote the cooperation sharing the activities among the Full Members and the country hosting the Permanent Secretariat.
The President will organize his/her own secretary to promote cooperation with the permanent secretariat and provide effective management of the Society's affairs.
The minutes summarizing the proceedings of each meeting of the Council and of the PEC shall be kept in the English language and shall be distributed to all members by the President as soon as possible after every meeting.
Article 24 - Working Groups
The Council organises working groups such as:
Article 25 - Topical Networks
PEC promotes and takes care of the creation of Topical Networks constituted of Individuals interested in specific topics. The scope of a Topical Network is to determine the state of the art and see what the developments and trends are related to a specific subject. Each country that coordinates a Topical Network should then support the maintenance of relations between ECerS and the individuals who operate in the Topical Network.
Article 26 - The Conference and the Topical Meetings
The Society will promote or assist in the promotion of the European Ceramic Society Conference, which shall be held at least once every two years in a European country in which the host member is resident or has his registered office. Admission to European Ceramic Society Conferences shall be open to all interested individuals. Under the supervision of the PEC, the host member will organize the Conference taking into account the recommendations of the Council and the promotion of the activities of the Working Groups and Topical Networks. It also shall be responsible for all matters relating to the organisation and conduct of such conferences and shall bear all risks and pay all expenses in connection with such conferences.
The Council shall promote the organisation of other scientific meetings in order to develop a policy of "topical meetings" under the auspices of the Society. The Council may offer collaboration of the Society in the planning and arrangement of scientific or technical meetings initiated by other organisations or by one or more of its adhering Members. The cooperation of the Society in the organisation of a conference shall imply no financial responsibility. The organizer of the Conference or of the Topical Meetings may be required to give to ECerS a percentage of the meeting registration fee. This will be fixed by the PEC.
Article 27 - Awards
During the European Ceramic Society Conference, awards will be given such as:
Granting the Award will be the responsibility of the PEC.
The names of candidates must be received by the PEC through written papers containing the merits of the candidate including his/her short curriculum vitae. The candidates must not be a native of the host country. The Awards will be completed by a lecture.
In all cases where the constitution is not clear or does not give a decision, the President's ruling shall be decisive. The English language shall be used for any official matters or for communications between members, with the exception of administrative relations with the authorities of the countries where the association is registered.
Everything which is not provided for in these statutes, and in particular the formalities of publicity, shall be settled pursuant to the provisions of the Act.