STATUTES OF THE EUROPEAN ASSOCIATION FOR EARTHQUAKE ENGINEERING

Proposal opened for postal balloting

(The changes and modifications are underlined).

Art. 1. NAME

1-1 This Organisation shall be known as the “European Association for Earthquake Engineering” (hereinafter referred as “the Association”).  The initials EAEE may be used as the abbreviated name of the Association.

Art. 2. OBJECTS

2-1 The object of the Association shall be to promote regional cooperation among  scientists and engineers, to advance the research front in the field of earthquake  engineering, to contribute and to support all related research and educational activities, to play an active role in organizing the research and educational activities in Europe in the field of earthquake engineering.  To play an active role in all aspects of mitigation of the effects of earthquakes in Europe and set a model for other national, regional and international organisations to follow in earthquake risk mitigation.

2-2  The Association will accomplish its objects by:

a) holding regular conferences in Europe, regional seminars, and workshops,

b) exchanging information, data and expertise for establishing data banks,  

c) establishing and extending technical co-operation and joint projects among  Members,

d) providing and introducing new publications, research reports, and a technical journal in the field of Earthquake Engineering,  

e) cooperating with the activities of international societies with which the Association is affiliated, and working together with suitable NGOs and non- profit organisations to improve and advance the science, social and educational aspects of earthquake engineering as well as for mitigating the earthquake risk in seismically active member countries, through joint projects,

f) making all efforts to raise funds for research and for improving the capabilities of the Association, to become a non-profit and non-governmental organisation with well established financial plan and perspectives.

Art. 3. MEMBERSHIP

3-1  Members in the Association shall be by National Committees or Associations or the equivalent thereof (hereinafter referred as “National Associations ”) from any European and neighbouring country (North Africa, Middle East) interested in the subject of earthquake engineering.  These Associations will be referred as “Member Associations”. Only one Association per country shall be Member Association.  Each Member Association shall designate a Delegate and a Deputy Delegate to represent the Member Association in EAEE.

3-2 Membership shall also be open to organisations (hereinafter referred as “Organisation”) professionally engaged or otherwise actively interested in the field of earthquake engineering in Europe or neighbouring countries.  These Organisations shall be referred as “Member Organisations”.  

3-3 Any person interested in the activities related to earthquake engineering in Europe, provided he/she possesses the requisite scientific and technical knowledge may be admitted as individual member to EAEE.  These persons will be referred as “Individual Members”.

3-4 The Executive Committee of the EAEE shall be the final authority on the admission of the Member Associations, Member Organisations and Individual Members.

3-5 A member may resign from the Association by forwarding a resignation letter to the Secretary General of the Association, duly signed by the Delegate of the Member Association or by the Representative of the Member Organisation or by the Individual Member, depending on their membership status.

3-6 The Executive Committee of the Association may terminate the membership of any Member with due cause.  The vote to terminate membership must be supported at least by two-thirds of the members of the Executive Committee.  Before taking the vote on termination of a membership, the Member under consideration shall be given the opportunity to respond to the case.

Art. 4. SCIENTIFIC ACTIVITIES

4-1 In principle, a European Conference on Earthquake Engineering (ECEE) shall be organised every four years.  Each ECEE is organised by a Member Association in the related member state.

4-2  Members may organise Regional Seminars or Workshops for the education of young and local engineers and scientists and/or public officials and general public in accordance with the EAEE Guidelines for Organising the Regional Seminars.

4-3  The research activity of the Association will be carried out continuously by Working Groups and Task Groups, according to their respective fields. The organisation and activities of the Working Groups and Task Groups are set forth in the "Rules for the EAEE Working Groups" and in the "Rules for the EAEE Task Groups", respectively.  In case of different organisations, EAEE should also take a strong role in all earthquake and Earthquake Engineering related research and projects in Europe.

Art. 5. ADMINISTRATION

5-1 The administrative authority of the EAEE shall be exercised by:

a) the General Assembly of Delegates,

b) the Executive Committee,

c) the Officers.

Art. 6. GENERAL ASSEMBLY OF DELEGATES

6-1  The General Assembly of Delegates shall be composed of all Delegates representing Member Associations, the elected representatives of the Member Organisations and Individual Members affiliated with the EAEE.  The Deputy Delegate shall represent the Member Association in the absence of the Delegate from sessions of the General Assembly.

6-2 There shall be at least one Delegate and with the maximum number of ten Delegates that will participate to the EAEE General Assembly representing the Individual Members.  The Executive Committee will fix the voting procedure and determine the exact number of Delegates prior to voting (approximately 1 delegate for 50 individual members).

6-3 There shall be at least one Delegate and with the maximum number of ten Delegates that will participate to the EAEE General Assembly representing the Member Organisations.  The Executive Committee will fix the voting procedure and determine the exact number of Delegates prior to voting (approximately 1 delegate for 10 member organisations).

 6-4 The sessions of the General Assembly of Delegates shall be presided over by the  President of the EAEE.

6-5 The functions of the General Assembly of Delegates shall be :

a) to elect the members of the Executive Committee and its officers,

b) to revise the Statutes, as may be needed,

c) to approve the financial report of the previous four years term,

d) to approve the proposed budget for the coming four years,

e) to consider any matters concerning the EAEE,

f) to settle any disputes that could not be settled by the Executive Committee, brought to General Assembly by any Member concerning EAEE matters.

6-6 A session of the General Assembly of Delegates shall be held during each ECEE, every four years.  If for any reason ECEE cannot be organised, the General Assembly will be held at the end of the four years period, unless other decision has been taken by the previous General Assembly.  If for any reason General Assembly cannot have a meeting, resolutions shall be voted by postal balloting.

6-7  At the sessions of the General Assembly of Delegates, a majority vote of the Delegates present shall be required on all matters put to vote, except as required by 12-1.  The decision shall be valid provided the number of Delegates present at the session of the General Assembly shall not be less than half of the eligible votes.  If the number of Delegates present is smaller than half of the eligible votes, the decision must be ratified by postal ballot.

6-8 For matters requiring interim action by the General Assembly of Delegates, decision shall  be taken by postal ballot.  This will require a majority vote for adoption (except as required by 12-1) provided the postal votes cast shall not be less than the half of the eligible votes.

Art. 7. EXECUTIVE COMMITTEE

7-1       The Executive Committee shall consist of :

-  five members elected among  EAEE Members on the occasion of each ECEE by the General Assembly of the EAEE,

-  one additional member of the EAEE in whose country the next conference is to be held,

-  one additional member of the EAEE in whose country the ECEE is being held,

-  one additional member of the EAEE in whose country the last ECEE was held,

-  one representative appointed by ESC.

7-2 The officers shall be the President, two Vice-Presidents, the Secretary General, the Treasurer,  and the Secretary.

7-3 The President, the First Vice-President and the Secretary General shall be elected by the General Assembly.  The President and the First Vice-President shall not be eligible for re-election to the same post.  The Secretary General shall be eligible for re-election without any limit.  They are Members of the Executive Committee.

7-4  The member or representative of the country in which the next conference will be held shall automatically become the Second Vice-President, unless he/she is already holding one of the following posts: President or Secretary General.

7-5  The Secretary and the Treasurer shall be elected from the members of the Executive Committee by the Executive Committee in its first meeting.

7-6  The Executive Committee shall assume office at the closing of the ECEE at which they have been elected and remain in office until the closing of the next ECEE.

7-7  The President of the EAEE shall be the Chairman of the Executive Committee.

7-8  The functions of the Executive Committee shall be:

a) to implement the decisions and policies established by the General Assembly of Delegates,

b) to decide on admissions, terminations and withdrawals from the EAEE membership,

c) to assist the Member Associations in the host country in the planning of the next conference in accordance with the Guidelines for Organising ECEE,

d) to make recommendations to the General Assembly of Delegates for its action either in sessions or by postal ballot,

e) to fill any vacancy in the officers that may occur between conferences,

f)  to establish and to guide the Working Groups and Task Groups,

g) to nominate the Coordinator or Co-Coordinator from EAEE and Co-Convenors of each Working or Task Group,

h) to decide the membership dues for each category of members,

i)  to implement and manage the EAEE budget,

j) to decide the financial matters within the framework of the budget approved by the General Assembly.

7-9  The Executive Committee shall meet during each ECEE before and after the General Assembly.

7-10 During the interval between the ECEE, the Executive Committee shall function  through  meetings or through correspondence.

7-11 The provisions of 6-7 and 6-8 shall apply mutatis mutandis to the voting of the Executive Committee.

7-12 UNESCO, EU, IAEE and any earthquake engineering related NGO’s may appoint observers to the Executive Committee.

Art.8. OFFICERS

8-1  The Officers of the Committee shall be :

-  The President,

-  Two Vice-Presidents,

-  The Secretary General,

-  The Secretary,

-  The Treasurer.

8-2   The functions of the President shall be :

a) to preside at meetings of the Executive Committee and at sessions of the General Assembly of Delegates,

b) to act on behalf of the EAEE in accordance with policies and procedures adopted by the General Assembly of Delegates and the Executive Committee,

c) to appoint Task and Working Group Coordinator or Co-Coordinator and Co-Convenors after the nomination by the Executive Committee.

8-3 The functions of the First Vice-Presidents shall be to assume the duties of the President when the President is unavailable.  The function of the Second Vice-President shall be to report to the Executive Committee about the organisation of the upcoming ECEE.

8-4  The functions of the Secretary General shall be as follows:

a) to maintain the records of the EAEE during the period of his office,

b) to act as Secretary to the President and Vice-Presidents during the period of his office,

c) to coordinate and monitor the activities of EAEE,

d) to keep in trust the money contributed to the EAEE and provide an annual accounting of EAEE’s funds.

8-5 The functions of the Secretary shall be :

a) to act as assistant to the Secretary General during the period of his office,

b) to conduct the correspondence necessary to the affairs of the EAEE.

8-6   The functions of the Treasurer shall be:

a)to assist the Executive Committee and the Secretary General in the financial matters,

b) to propose and organise the budget of the EAEE,

c) to manage the financial and accounting of the Association.

Art. 9. HONORARY MEMBERS

9-1  Honorary Members shall be selected on the basis of their distinguished service to earthquake engineering.

9-2  The Executive Committee shall nominate Honorary Members, to be confirmed by the General Assembly of Delegates.

9-3 Honorary members shall be consultative members of the Executive Committee without vote.

Art.10. GENERAL FINANCES

10-1 All members of EAEE are obliged to pay the annual membership dues approved by the General Assembly.

10-2 Operating expenses of the central office of the EAEE shall be met by the Member Association in the country in which the central office is located and shall be supplemented from EAEE budget as decided by the Executive Committee.

10-3 Each Member Association, Member Organisation and Individual Member shall be responsible for meeting its, his or her own expenses.

10-4  Expenses of a conference shall be met by the host country.

10-5 The foregoing shall not preclude any Member from voluntarily contributing to the funds of the EAEE or to the organising expenses of a conference.

Art. 11. GENERAL

11-1 The Central Office of the EAEE shall be located in the country determined by the General Assembly of Delegates.

11-2  The working language of EAEE shall be English.

Art.12. AMENDMENTS

12-1 Adoption of any amendment to the present Statutes shall require a two-third affirmative vote of the Delegates present at the session of the General Assembly (or two-thirds affirmative vote of the Delegates by postal ballot) provided the number of the Delegates present at the session of the General Assembly (or the postal votes cast) shall not be less than half of the eligible votes.