BYE-LAWS OF THE INTERNATIONAL COMPUMAG SOCIETY
14 April, 1996 modified 22 December 2003
Note: Unless otherwise indicated, references to Articles within the Bye-laws refer to Articles of the Constitution.
ARTICLE I--THE ICS BOARD
Board members are elected only by the Society members of their Region. Officers, including Regional Vice-Presidents and Regional Secretaries, are elected by all Board members. (Article VI-4)
Members are assigned to their country of residence. Countries are assigned to three Regions, (a) Asia and Oceania; (b) Europe and Africa; and (c) North, Central, and South America; on the basis of the text and maps of The World Almanac and Book of Facts.
A member's interests or traditions may make another Region more appropriate than the one he or she would be assigned geographically. Such a member may petition the Secretary for a change to a different Region. The change must then be confirmed by the board by a simple majority.
2. Meetings of the Board.
If a quorum, as defined in the Constitution, is not present for a decision at a Board meeting, the Board members present may vote on proposed actions, but their decisions are not valid unless they are confirmed within thirty days by a majority of all Board members via mail, fax, or email. (Article IV-4)
A duly called Board meeting may be recessed and continued within one week at the same or nearby venue. For example, multiple meetings can be held during a COMPUMAG conference even though only one meeting was announced in advance. (Article IV-4)
3. Actions Requiring Two-thirds Approval.
According to the Constitution, changing the Society dues (Article VIII) or adding or amending a Bye-law (Article X-2) requires approval by two-thirds of the entire Board membership. This approval may be given by voice vote or written vote at a Board meeting, or by mail, fax, or email.
The tenure of office for Officers shall consist of one term of three years. An Officer other than the Secretary/Treasurer may be elected to a second term, but afterwards is not eligible for the same office. A previous officer is eligible to serve in a different office. Article VI-3)
The Secretary/Treasurer may be re-elected to any number of terms. (Article VI-3)
The tenure of office for Board members shall consist of one term of six years. Terms should be staggered so that half the Board is to be elected at each election. Board members may be nominated for a second term, but after two terms, they may not serve another until at least two terms have passed. (Article VI-3)
As stated in the Constitution, prior to the first election, the twelve members of the Board who are to retire are chosen by agreement or by lot. Some members from each Region may choose to retire at that time. Also, the members from a Region may choose up to four to serve a further two years. The remainder who are to continue, if any, will be chosen by lot in a method decided by the Board members of the region. These procedures will be implemented by the Secretary of each Region after due consultation with the Board members of that Region. (Article VI-3)
The tenure of office for Executive Committee members shall be an unlimited number of terms of three years, consistent with their tenure as Officers or Board Members. (Article VI-3)
ARTICLE III--NOMINATIONS AND ELECTIONS
1. Nomination and Election of the Board.
The Board shall select a Nominating Committee as specified in Article VI.4. Every Nominating Committee shall consist of nine members, with equal number of members from each Region. All members of a Nominating Committee shall be Members of the Society and at least one-third shall be members of the Board. The chairman of the Nominating Committee shall be chosen from the Nominating committee by the members of the Nominating committee. Members of the Nominating committee are not eligible for nomination. An additional member could be appointed in each region as an alternate to cover the case if the Nominating Committee decides at the beginning of the process that one of their number should be candidate. The term of a Nominating Committee shall expire at the completion of the elections for which it provided nominations.Board members shall be elected by mail ballot, as defined by ART XII of the Constitution. The persons with the most votes will be declared the winners, up to the number of vacancies on the Board from that region. In the event of a tie, the Board shall decide the election. (Article XII)
2. Nomination and Election of Officers.
At the Board meeting in which the election is to be held, Officers shall be nominated by the Board members, with the election of each officer completed before the nominations for the next office. The President shall be elected first. The Secretary/Treasurer shall be elected next. Then the Regional Vice-Presidents and Regional Secretaries shall be elected from the nominated candidates. (See also Bye-law Article I-1.)In each case, the nominee receiving the majority of the votes cast will be declared the winner. If no one receives a majority, a run-off election will be held immediately between the two nominees receiving the most votes.
3. Nomination and Election of the Executive Committee.
Following the election of Officers, the new President shall propose the membership of the Executive Committee, in accord with Article VI-6. Members of the Board may then suggest additional names; the Board will vote on each such suggestion. The final list must then be approved by majority vote of the Board members voting. Additional members may be co-opted to executive committee at any board meeting subject to approval of the Board.
In the event of the resignation of an officer or committee member the board shall elect a replacement at the first available board meeting.
In the event of resignation of a board member ART VI.4 applies.
ARTICLE IV--DUES AND FINANCES
Dues are to be paid on a yearly basis, at a date to be set by the Board. (Article VIII)
Individual dues shall be £22 per year
(2) Corporate Members
Corporate dues shall be £350 for up to 20 members and £700 for up to 50 members.
1. Membership List.
The names and addresses of all members shall be available to any member who requests it. At the discretion of the Board, the Secretary/Treasurer may distribute a list of names and addresses to all members by mail or through protected electronic means.
2. Delinquent Members.
Only a Member whose dues are current may take part in elections or serve as an Officer or on the Board. Delinquency in dues for more than a full year will result in loss of membership in the Society. Membership can be reinstated by payment of dues.
3. Other Classes of Membership.
The Board may define a Corporate Membership, and establish the dues, privileges and voting rights associated with Corporate Membership. The Board may also decide to honour the contribution made by an individual member of electromagnetic community. For this purpose the following special classes of membership are established: Honorary Member, Honorary Life Member, Honorary President.
ARTICLE VI--MEETINGS AND SPONSORED CONFERENCES
The Board of the International Compumag Society shall award and oversee the organisation of the Compumag Conference as explained in Article VII of the Bye-Laws. It may also serve as sponsor or co-sponsor of other conferences relevant to the aims and objectives of the Society. Sponsorship does not imply nor exclude financial support.
ARTICLE VII--THE ORGANISATION OF THE COMPUMAG CONFERENCE
The Compumag conference shall take place every two years in odd numbered years. It is the intention that the conference will rotate around the three main regions defined by Article III of the Constitution. No region should hold the conference on two successive occasions.
Bids will be invited in March four years in advance of the conference for which the bid is being made. An invitation to bid will be published in the Newsletter and on the Website. Bids shall be submitted to the Secretary one month before the meeting of the ICS Board at the conference taking place in the year in which the bids are invited. Prior to the submission of the bid, prepared in accordance with the guidelines, an intention to submit should be communicated to the Secretary about three months before the Board meeting.
The bid shall be made by an individual on behalf of a research group active in an area of interest to the Compumag Community. The chairman of the conference must be a member of the Society. The venue will be suggested by the applicants and will not necessarily be their home city. Applicants will be invited to make a presentation of their bid at the meeting of the Board at the conference taking place in the year in which the bids are invited. The bids and presentations shall follow the process defined in separate guidelines which will be published in the Newsletter and on the Website.
The final decision about the award of the organisation of the Compumag conference will be made, if possible, at the meeting of the Board and announced to the community at the earliest opportunity following the meeting.
The financial responsibility for the conference shall reside solely with the local organising committee. All decisions of the local organising committee relating to the organisation and financing of the conference shall be agreed by the ICS Board.
An Editorial Board shall be created for each conference and will be independent of the local organising committee. After consultation with the conference chairman, the ICS Board will appoint the Chairman of the Editorial Board who will have the responsibility for implementing the ICS Board’s policy on reviewing and accepting the papers and publication of the extended versions of the papers. The structure and operation of the Editorial Board is described in a separate set of guidelines.
ARTICLE VIII - THE NEWSLETTER
Each member of the Society who has paid dues in full shall receive the Newsletter free of charge. The editor of the Newsletter shall be appointed by the Board.
ARTICLE VIII--RELATIONS WITH COMMERCIAL COMPANIES
The Society may accept donations of effort, money, or other gifts from commercial companies, providing accepting such donations may not be seen as endorsing one company or product over another. The Society shall not engage in activities sponsored by on commercial company that exclude the participation of other commercial companies.
The Officers and Board of the Society, when acting as such, shall do nothing that may be interpreted as the endorsement of one commercial company over another, or the endorsement of the products of one commercial company over those of another.
An Officer or Board Member may not use for commercial gain any information about the Society that is not available to all Society members. [Names and addresses are available to all members. See Byelaw Article V1.