FENS Statutes

3rd Draft of:

STATUTES OF THE FEDERATION OF EUROPEAN NUTRITION SOCIETIES

PREAMBLE

Under the protection of the Resolution A-2-196/1986 of the European Communities, of the 13th of March 1.987, concerning nonprofit Associations of the European Community, and of that provided in the Spanish Law (Organic Law 1/2002, of the 22nd of March, regulator of the Right of Association) the FEDERATION OF EUROPEAN NUTRITION SOCIETIES, F.E.N.S. is established-

            With the intention of giving fulfillment to what has been established in the article 7 of the Organic Law 1/2002, the following statements are made, that at all effects will be considered as an integral part of the statutes of the FEDERATION OF EUROPEAN NUTRITION SOCIETIES, F.E.N.S.:

  1. Denomination: The Federation is denominated FEDERATION OF EUROPEAN NUTRITION SOCIETIES, F.E.N.S.-
  2. Address and territorial Scope of the Activity: The address, initially and without prejudice that in the future may be modified by agreement by the General Assembly, is established in Madrid General Álvarez de Castro Street, nº 20 – 1st Floor, Postal Code 28010. The territorial Scope of the Activity is international.-
  3. Duration: It is established for an indefinite period of time.-
  4. Requirements of admission: They may become part of the federation, those associations and societies that are registered in the corresponding registry of associations. Equally they may become part of the federation those associations, societies or institutions that under their national legislation are not obliged to register to any public registry.
  5. Initial Patrimony and economic resources that can be used by the Federation: The Initial Patrimony is estimated as THREE THOUSAND EUROS. The federation may make use of whatever legal economic resources at their disposition.
  6. Bodies: The General Assembly, the supreme governing body of the Federation, is integrated by all its members, makes its decisions by majority or internal democracy and should meet, at least, once a year

DISPOSITIONS

1. Name:

The name of the organization shall be “The European Federation of Nutrition Societies” (from now on, “The Federation”).

2. Objectives of the Federation:
 
The Federation is established for the public benefit of advanced research and the education in the science of nutrition. The learning among nutritionists in general and among European nutritionists in particular shall be promoted through the celebration of meetings, debates, the interchanging of information and other adequate means, and through the promotion of the importance of nutrition in European and International Health Policies and Research Programmes.

Publications and other services provided by the Federation, when possible, and subject to whatever reasonable price, shall be made available to the members, as well as to those who are not members of the constituent Societies.
The Federation is a nonprofit organization and whatever surplus generated shall be applied to the realization of the objectives afore mentioned.

3. Administration and Affiliation:

(A) The affiliation of the Federation shall be open to Nutrition Societies in Europe. In those countries where no nutrition society exists or there are not many societies interested in nutrition, a Scientific representative of the majority of qualified people of the Institute to be represented or of the societies interested in nutrition may become a member. A society or institutions of each country may affiliate themselves to the Federation. In a country where there are nutritionists that are not members of the Nutrition Society affiliated to the Federation, these should have the same rights as the members of said Nutrition Society. Dispositions at national level should be made for the accreditation of said persons and the distribution of information to these persons.
The distribution of information regarding the Federation, including the distribution of newsletters to the individual members that form it, should be carried out at a national level.

(B) The constituent Societies or institutions of each country will designate a delegate and a substitute for the General Assembly of the Federation. A delegate shall be named for a period of four years for the constituent society or institution in question.

(C) The issues of the Federation will be dealt with by the General Assembly. The General Assembly may give power to a constituent society or institution to act in its name.
 
(D) The affiliation applications of the Federation shall be decided by the General Assembly. The applying society or institution should present all details and the documentation of its activities to the Secretary at least three months before the General Assembly meeting.

(E) The Federation will organize a European Conference of Nutrition that shall be held every four years to which every member of a constituent society or institution has the right to attend. On the occasion of this Conference, a General Assembly shall be called as to invite one of the constituent societies or institutions to be the host society of the following European Conference of Nutrition, in agreement with the conditions established by the internal regulations. The delegate in the General Assembly of the host society shall act as President of the General Assembly for the following four years after the completion of the Conference in their country, unless the General Assembly elects a different candidate. 

The proposals of alternative candidates must be presented to the Secretary of the Federation at least three months before the elections (please also see paragraph 9). Other scientific reunions may be organized in the meantime.

(F) The General Assembly shall name a Secretary that will deal with those issues emerging from the meeting of the General Assembly, and shall carry out his/her functions for a period of four years, although he/she may be reelected for another period of four years.
 
(G) The General Assembly shall name a Treasurer who shall be in charge for a period of four years, and will exercise his/her functions for a period of four years, although he/she may be reelected for another period of four years.

(H) The Secretary and the Treasurer shall not be able to vote unless they are the delegates appointed by a constituent society or institution.

(I) The candidatures for Presidency, Secretary and Treasury, presented by the constituent Societies and Institutions through their delegates, will be sent to the Secretary of the Federation, at least three months before the next meeting of the General Assembly. The candidates may have manifested their will to obtain said title. The election will be based on the majority of the General Assembly’s votes.

(J) With the exception of what is clearly provided by the present Statutes, whatever issue to be determined by the General Assembly will be decided by simple majority of those present and voting in a meeting of the General Assembly. In case of draw in voting, the President shall cast the deciding vote.

(K) A meeting of the General Assembly may be called by the President in case of necessity. A meeting should be called within the time frame of three months since the reception of the Secretary of a signed application by at least 20% of the constituent societies or institutions. Consultations concerning the affiliated societies and the making of decisions may be organized by the President by means of electronic mediums.
 
(L) Any constituent society or institution is free to resign from the Federation in a meeting of the General Assembly when a notice of the resignation has been communicated to the President at least 6 months before the end of the fiscal period.

4. Minutes: 

The Secretary will write up an act of every meeting of the General Assembly.

5. Fiscal Period: 

The fiscal Period of the Federation terminates on the 31st of December of each year.

6. Accounts

The Treasurer will keep the account books, indicating the details of all the receipts, payments, income and expenditure and shall prepare and distribute the annual accounts within the 3 following months at the end of each fiscal period to all the constituent societies and institutions. The Treasurer should present all the non-approved annual accounts for their approval to the General Assembly in their next meeting.

7. Audit:
 
The General Assembly shall name an Auditor and the annual accounts of the Federation will be audited before their distribution to the constituent societies and institutions.

8. Membership Fees:

(A) An annual membership fee must be paid by each society or institution to defray the costs of printing, posting, paperwork, telephone, secretary services and other expenses and reimbursements, in the offices of the Secretary and the Treasurer, or in any other place. The membership fee for each society or institution will be determined by the General Assembly. The expenses generated by the members of the General Assembly in assisting meetings of the General Assembly will not be covered by the funds available of the Federation. The expenses of the civil servants that cannot be covered by any other means will be defrayed by the funds of the Federation.

(B) Those members who have not paid their membership fees for the last three years shall lose their right to vote, although they may be present at the General Assembly.

9. The European Conference of Nutrition:
 
(A) The European Conference of Nutrition of the Federation shall be held by the host society.
 
(B) The European Conference of Nutrition shall provide opportunities for the presentation of conferences, symposia, original communications and expositions. The detailed preparation, including the financial aspect, shall be the sole responsibility of the host society of the event. A Scientific Committee consisting of approximately half its members from foreign countries to the one organizing the conference will be formed to manage the scientific programmes.

(C) The registration fees for the members of the constituent societies and institutions that assist a European Conference of Nutrition will not be covered by the host Society.

(D) As soon as the Conference comes to an end, 10% of the income of registrations will be transferred by the host society to the account of the Secretary of FENS, to defray the expenses generated as a consequence of the running of the Federation.

10. Other meetings:
 
Other meetings may be organized by the General Assembly with the intention of carrying out special duties in accordance to the Federation’s aims.

11. Exchange of Information:

(A) Each member of the societies or institutions will send announcements to Secretary with information concerning meetings and other related activities, for its distribution amongst members of all the constituent societies or institutions of the Federation. Out of this material, the Secretary shall prepare a bulletin and/or website and/or an electronic newsletter that contains all the available information of every constituent society or institutions. This bulletin will be published at least twice a year and a copy shall be sent to each constituent society or institution.

(B) Each constituent society shall distribute copies of the bulletin to all its members. Each constituent society or institution shall distribute copies to all the specialists in nutrition in the country that has requested said information.

12. Assisting national meetings:
 
Each member of the constituent societies or institutions of the Federation may, after previous application in time and form, be admitted to an open meeting of a constituent society or institution that they do not pertain to, under the same terms that apply to a member of that constituent society or institution. The authorization to present a document shall be at the discretion of the society or institution that hosts the meeting.

He or she shall not have the right to be present at a business meeting of a society or institution different to theirs, unless they are members with full rights of the society or institution and will not have the right to vote on any matter related to the society or institution. 

13. Statutes of the Federation:
 
The Statutes of the Federation may be reformulated at any General Assembly meeting given an affirmative majority of two thirds, always in the presence of at least two thirds of the delegates. The proposals of modification shall be notified in writing to the Secretary at least six months before a meeting of the General Assembly. The Secretary, therefore, shall notify all the constituent societies and institutions of said proposals, at least four months before the meeting of the General Assembly. No change shall be made effective affecting the aims of the Federation further than the principal aims of advancing the research and education in the science of nutrition in Europe.  

14. Location of the Office:

Location of the principal office will be situated at the office of the Secretary.

15. Dissolution of the Federation:
 
The Federation may be dissolved at any moment in a General Assembly meeting in which two thirds of the delegates are present, and in which a majority of two thirds are in favor of the proposal. The proposal must be sent in writing to the Secretary, at least six months before a General Assembly meeting. In the dissolution of the Federation, the surplus of funds will be dedicated to charity ends related to the advance of research and education in the nutrition science, in the manner of which the General Assembly considers opportune.

16. Interpretation:

Any of the questions derived from the interpretation of the Statutes, in what refers to agreement, validity and the procedure to follow in the General Assembly meetings or other meetings of the Federation will be decided by the President and all the members of the General Assembly, and the constituent Societies and Institutions must adhere to it.