Constitution Of African College Of Neuropsychopharmacology

Constitution

of

African College of Neuropsychopharmacology

(AfCNP)

 Name and objectives

  1. The name of the Association shall be the 'African College of Neuro-psychopharmacology' hereinafter referred to as ‘the AfCNP’
  2. The objectives of the AfCNP are
    1. To foster good relationships and positive interaction amongst the various members of the College
    2. To encourage and promote the scientific study, teaching and evidence-based application of neuropsychopharmacology
    3. To bring together all persons involved in or interested in the scientific study of neuropsychopharmacology on the African continent by arranging scientific meetings, seminars, study groups and publishing research
    4. To bring together all persons involved in or interested in the scientific study of neuropsychopharmacology on the African continent by arranging scientific meetings, seminars, study groups and publishing research
    5. To strive towards and to promote the de-stigmatization of neuropsychopharmacology in the African continent
    6. To provide scientifically valid and relevant information to the public and to influence policy
    7. AfCNP shall pursue neither commercial objectives nor pecuniary rewards but shall be financially sustainable

Membership 

  1. Membership of the AfCNP shall be at the discretion of the Executive Committee
  2. The membership of the AfCNP shall consist of the following categories:
    • Student members: a student member shall be a registered student at a university busy with post-graduate studies in a neuroscientific course
    • Associate members: An associate member shall be a person (registered with an appropriate regulatory body)  with a strong interest in neuropsychopharmacology but without a research background
    • Full members:  a full member shall be a person (registered with an appropriate regulatory body)  who are actively involved with research in any aspect of neuropharmacology but shall exclude members of the pharmaceutical industry
    • Fellows: Fellows shall be members of distinction and who have served the Society. Fellow membership shall be conferred at the discretion of the Executive Committee.   
    • Only full members and fellows shall have voting rights
  3. Resignation from the AfCNP shall
    • be in writing to the Secretary of the AfCNP with thirty calendar days’ notice
    • OR by the decision by the Executive Committee of the AfCNP for conduct unbecoming a member of the AfCNP
    • OR on account of failure to pay the prescribed annual membership fee as and when decided by the General Assembly
  4. Reinstatement of membership shall
    • be on written application to the Executive Committee who must consider and decide on such application within three months from application
    • be on approval of the Executive Committee which shall be in writing
    • be only after all outstanding membership fees have been paid in full
  5. Membership fees shall be determined by a vote at each general assembly meeting and shall be valid until the subsequent general assembly
    • Differential rates shall apply to the different categories and shall be determined by the general assembly
    • Fellows shall be exempted from paying membership fees
  6. The Secretariat must keep a written register of membership (on paper and/or in electronic format) which shall be available for inspection by the Executive Committee and/or General Assembly upon request
  7. Members who resign or are expelled from AfCNP continue to be liable to membership dues pro-rata according to the period of membership and outstanding dues
  8. Members who resign or are expelled from AfCNP continue to be kept on a written register of potential membership for reinstatement as per regulation
  9. The General Assembly shall from time to time determine the membership fees to be levied
  10. [Annual membership fees shall be payable by individual members of the Association to provide funds for the achievement of the aims and objectives
  11. Membership fee annually payable in full not later than 30 June 

Management structure – Executive Committee

  1. The Executive Committee of the AfCNP shall be responsible for the general direction and day-to-day management of the College and shall consist of: 
  • The President
  • The President-Elect who shall also be the Vice President of the College
  • Immediate Past President
  • Secretary
  • Treasurer 
  1. The office-bearers of the Executive Committee shall be elected at a biennial General Assembly
  2. The President’s term shall be two years
  3. The President-Elect shall become President at the conclusion of the business meeting at biennial General Assembly subsequent to his/her election, which sitting President's term expires
  4. The President-Elect’s term shall commence two years prior to the start of the term of president
  5. If the President of the College is unavailable for any reason, President-Elect shall fulfil his/her duties, on approval of Executive Committee
  6. The Immediate Past President shall remain on Executive Committee for two years after a term as his/her term as President ends
  7. The Secretary’s term shall be two years
  8. The Treasurer’s term shall be two years
  9. No member shall serve as either Secretary or Treasurer for more than two consecutive terms
  10. The presence of fifty per cent or more of the Executive Committee members shall constitute a quorum at Executive Committee meetings
  11. An Executive Committee office bearer shall vacate his or her post if:
    1. s/he is prohibited from being a director in terms of legislation
    2. s/he resigns by written notice to the secretary
    3. s/he is absent from more than three consecutive board meetings without apology accepted by the President
    4. s/he omits to declare conflicts of interest
    5. s/he ceases to be a full member
    6. s/he is unable for any reason to continue to fulfil the requirements of the office
  12. The Executive Committee may appoint a Task Team with terms of reference for a specific task
  13. The powers of the Executive Committee shall be:
    1. to safeguard the interests of AfCNP in general
    2. to manage all the affairs of AfCNP not specifically assigned to the General Assembly
    3. to execute resolutions passed by General Assembly or tasks assigned to it by the General Assembly
    4. to represent AfCNP in public
    5. to organise the activities of AfCNP within the scope set forth in Constitution or resolution of the General Assembly
    6. to draw up rules and regulations necessary for conducting the affairs
    7. Each office-bearer of the Executive Committee is entitled to sign jointly with the President or Vice-President for financial oversight
    8. The Executive Committee may grant a proxy to any office bearer of the Executive Committee to represent AfCNP for special purposes 

Management structure – Council

  1. The Council of the AfCNP shall consist of six elected members, of whom two each shall be elected from three WPA African zones being Zone 11 - Northern Africa; Zone 13- Central and Western Africa; Zone 14 - Southern and Eastern Africa
  2. The Council shall advise the Executive Committee on
    1. the overall program and budget of the AfCNP
    2. the selection of times and sites for biennial General Assembly
    3. any other matter submitted to it by the Executive Committee for advice
  3. The Council’s term shall be two years and shall be elected at each biennial General Assembly
  4. No member shall not serve more than two consecutive terms on the Council 

Management structure – General Assembly

  1. The General Assembly shall be held biennially, where elections of the office bearers as applicable will take place
  2. At the General Assembly, the President shall be the chairperson
  3. In absence of President, the President-Elect shall be the chairperson
  4. In absence of President or President-Elect, the General Assembly shall elect one of the members in attendance to act as chairperson
  5. Notice in writing of AGM or special meeting for special resolution must be twenty-one (21) intervening days prior to the date of the meeting
  6. Notice of the meeting must contain an agenda with sufficient particulars to enable members to judge whether or not to attend
  7. Special general meeting may be held, called for by Executive Committee on the written request of six members
  8. The quorum at a General Assembly is twenty percent (20%) of current total paid-up membership
  9. No business other than that for which the original meeting was called shall be conducted at the meeting
  10. Written notice for other business given to Secretary at least seven days prior to the proposed meeting
  11. Any other matters for discussion shall only be considered if sanctioned by two-thirds of members present at the meeting
  12. The President (or his/her proxy) may table any matter of urgency for consideration by the General Assembly
  13. Majority of members present and eligible to vote shall decide all matters presented at the meeting
  14. The President (or his/her proxy) may exercise deliberative vote/casting vote in all equality of voting
  15. The President shall submit a report on activities of Executive Committee and Council

Proxies

  1. All members shall be entitled to appoint a proxy to be present, debate and vote at the General Assembly
  2. Each member may appoint up to five proxies, of which only the first-available is valid
  3. The proxy him/herself shall be a voting member of College
  4. Any proxy appointment expires upon termination of the General Assembly
  5. On any voting, the delegate will have his/her own vote and one vote for each of the voting members who appointed him/her as proxy
  6. In absence of any instruction, a proxy may vote as s/he deems fit
  7. Any reasonable instruction may be given verbally or in writing to proxy unless
  8. it affects the exercise of the vote to which s/he is authorized or
  9. it affects the validity of any resolution taken at such a meeting
  10. No delegate shall hold more than five proxies on whose behalf s/he shall act

Voting

  1. All members of the Executive Committee and Council shall be elected at a general meeting at the appropriate time
  2. Secretary must inform all members timeously of impending elections
  3. Nomination must carry the signature of candidate and two voting members
  4. Each candidate must submit a manifesto and curriculum vitae
  5. Credentials of all candidates shall be presented to members at the meeting
  6. Votes cast either in person or by proxy
    1. Proxy forms submitted to Secretary forty-eight (48) hours before commencement of the meeting
    2. No candidate shall hold more than five proxies
  7. Voting at a general meeting shall be show of hands or, if requested by the majority of members present, by secret ballot
  8. As an alternative to voting at the biennial meeting resolutions and elections may be submitted for a mail or electronic ballot vote
    1. If mail or electronic ballot vote is used, responses must be received by the Counsel within sixty days of the date of the ballot is mail to the paid-up members
    2. The votes necessary to approve an amendment or necessary to make the election valid are the same as if the vote occurred at the biennial meeting
    3. Vote is null and void if less than 20% of members eligible to vote participate in the electronic ballot vote
  9. The President shall hold office from completion of business of general meeting to the completion of business of the next general meeting

Finances:

  1. The AfCNP’s financial year-end shall be December 31 of each year
  2. The Executive Committee shall ensure that Treasurer keeps and maintain proper and adequate books of account and records
  3. The Executive Committee shall ensure that the Treasurer budget adequately for the affairs of the AfCNP
  4. The Executive Committee shall ensure that the Treasurer keeps an adequate record of assets and liabilities of the AfCNP
  5. The Executive Committee shall ensure that the Treasurer keeps an adequate record of all sums of money received and expended by College
  6. The Executive Committee shall ensure that the Treasurer keeps a register of all members of the College and payment of membership fees
  7. The opening and domicile of bank account shall be decided at the biennial General Assembly
  8. The General Assembly shall at its biennial meeting appoint an auditor for purpose of auditing the financial statements

Financial reports

  1. The auditor shall annually within two months from the end of financial year submit an audit report to the Executive Committee with a copy of annual financial statements
  2. The Executive Committee shall present the annual financial statements for approval at next subsequent General Assembly
  3. The Treasurer shall submit quarterly reports on the financial position of the AfCNP to the Executive Committee and Council
  4. Accounting records shall be kept as Executive Committee deems fit and always available for inspection by Executive Committee members and upon request, to Council members
  5. All members shall be entitled to access to annual financial statements in line with prevailing relevant legislation
  6. The Executive Committee shall from time to time determine whether and to what extent and at which time and place and under which conditions, the accounting records (whole or in part) shall be available for inspection by members of the AfCNP in line with prevailing relevant legislation
  7. Annual financial statements shall be included in the notice of the annual general meeting 

The Functions of the Auditors

  1. The financial statements of the AfCNP shall be subject to annual inspection in accordance with laws and regulations of the country in which the books and records are maintained
  2. Such inspection shall be carried out by an organisation competent in law to conduct such investigation in accordance with prevailing legislation
  3. The auditors shall prepare a summary report in writing to the Executive Committee, which shall present it at the next subsequent General Assembly
  4. The auditors' report shall be published and distributed to all members at the end of the financial year
  5. At the General Assembly the paid-up members shall elect the auditors by open vote (show of hands) or by mail or by electronic ballot vote
  6. At the General Assembly a secret ballot to elect the auditors may be held if so approved by the majority of the members attending the General Assembly
  7. The term of the auditors shall be two years and shall be renewable
  8. The business period of the AfCNP comprises a period of one calendar year 

Dissolution of College

  1. Should the College be dissolved, all assets shall be dealt with in accordance with a resolution adopted at a General Assembly specially convened for this purpose
  2. Such disposal shall be in the best interest of the members and may include the transfer of assets to tax-exempt non-profit organization with similar public interest mission
  3. The resolution shall be in accordance with the prevailing relevant legislation 

Distinguished award for meritorious service

  1. The Executive Committee shall advise the General Assembly on the creation of a distinguished award for meritorious service