ESVV Statutes

The following text summarises the main points of the Society's statutes, the official version of which is published in French in Le Moniteur Belge

    I.   Name, location and objectives
  1. The European Society for Veterinary Virology (ESVV) is an international association with scientific and pedagogic objectives.
  2. The registered office is at the Veterinary and Agrochemical Research centre, located at 99, groeselenberg in Uccle, Brussels, Belgium
  3. The society is non-profit making and has the following objectives:
    1. To further scientific progress in veterinary virology.
    2. To provide an organisation for those who are professionally involved in research, teaching or the practical applications of veterinary virology.
    3. To promote improved methods of diagnosis, treatment and prevention of animal viral diseases.
    4. To promote veterinary virological education.
    5. To encourage the exchange of information in the field of veterinary virology.
    In support of these objectives, the Society may take all related initiatives and collect funds which will be placed in a special account opened in the name of the Society. The activities of the Society will comprise the organisation of meetings, the formation of specialist working groups and the publication of scientific documents.
  4. The Society is constituted for an undetermined period of time.
    5. II.  Membership
  5. The number of members is unlimited. The minimum number of members is seven. Corporate membership is permitted. Members are admitted by the Executive Council, in three categories:
    1. Full members who pay the membership dues.
    2. Associate members who pay reduced or no membership dues at the discretion of the Executive council.
    3. Honorary members who are individuals who have made major contributions to the advancement of veterinary virology. They pay no membership dues.
    Only full members have the right to vote.
  6. Members may resign at any time by written notice to the Executive Council.
  7. Members shall pay tri-annual subscriptions (according to their category of membership) as decreed by the General Assembly on recommendation of the Executive Council.
    8. It shall not exceed the sum of 50,00€ and covers the period starting after a tri-annual meeting until the next tri-annual meeting, which is included (maximum of 3 years).
    III. General Assembly
  8. The General Assembly is the controlling body of the Society. It comprises all full members. Associate and honorary members may act in a consultative capacity.
  9. The following activities are reserved for the General Assembly:
    1. Approval of the budgets and accounts.
    2. Election and dismissal of the administrators.
    3. Modification of the statutes.
    4. Dissolution of the Society.
    5. Expulsion of members.
  10. The General Assembly shall meet under the chairmanship of the President of the Executive Council or his deputy, at least every 3 years. Written notice of the location and agenda of the meeting must be sent to all members at least 8 days in advance.
    11. An extraordinary General Assembly may be called on the demand of at least one fifth of the full members or on the demand of the Executive Council. A written or electronic procedure can also be used in this case.
  11. Except where decreed by law or by the present statutes, all decisions of the General Assembly shall be by simple majority of full members present or represented.

    12. The president or his representative shall have the casting vote. All members shall be informed in writing of the decisions made.

    No decisions may be made on matters which are not on the agenda for the meeting, except if all members present at the assembly accept that an additional point is added at the agenda.

    Any full member may act as proxy for up to 2 other full members provided evidence of authorisation is carried. Subject to legal provisions, the deliberations of the General Assembly shall be considered valid however many members are present or represented.

    A written record of the resolutions of the General Assembly shall be signed by the President of the Executive Council and kept at the registered office, where it will be available for consultation by the members.

    Any decision affecting third parties will be brought to their notice by postal letter.

    IV. Administration
  12. The Society shall be administered by an Executive Council of at least 3 and no more than 6 (six) full members, one of whom must be of Belgian nationality, one must be the local organiser of the tri-annual meeting and at least three should be veterinarians.

    13. They shall be elected by the General Assembly.

    The Council members are elected for a 3 year period of office. No more than 3 may be elected for a second term. Each candidate for election must present himself to the General Assembly. In the event of resignation or death of a member of the Council, the remaining members may replace him by co-option until the nomination of a new member by the general assembly. The appointments may be revoked by a 3/5 majority of the Genera1 Assembly.

  13. The Council shall appoint among its members a president, vice president, secretary, local organiser and treasurer. The president, the secretary and the treasurer constitute the sensu stricto administrative body in charge of the budget of the Society.
  14. The Council shall meet (or have a teleconference) as and when the needs of the Society demand but at least once a year. One member may act as proxy for up to 2 other members. A minimum of 3 members (present or represented) constitutes a quorum.

    15. The president or two members of the council convene the board.

    Written notice of the location and agenda of the meeting must be sent to all members at least 8 days in advance.

    No decisions may be made on matters which are not on the agenda for the meeting, except if all members present at the assembly accept that an additional point is added at the agenda.

  15. The Council is responsible for the direction and administration of the Society except for matters reserved for the General Assembly. The Council may delegate its powers to one or more of its members. The Council may, at its discretion, appoint a full member from any European country to represent the Society, co-ordinate membership records and collect dues from members in that country.
  16. The decisions of the Council shall be made by majority vote. The president or his representative has the casting vote. Resolutions of the Council shall be recorded in the register of minutes of the Society signed by the president of the Council, and kept at the registered office of the Soci¬ety for consultation by the members.
  17. The president or other administrator has the right to sign on behalf, of the Society without obligation to justify such right to third parties.
  18. The society shall he represented in any legal actions by the president or other designated member of the Executive Council.
    19. V.  Internal rules
  19. The Executive Council may establish an internal regulation, taking into consideration all arrangements that are not defined in the statutes. All members must be informed about this internal rulebook.
    20. VI. General matters
  20. Following the election of the Executive Council the General As¬sembly shall nominate two members to act as auditors. Retiring auditors are eligible for re-nomination. They may consult any of the Society's records which they consider necessary. They shall report to the General Assembly.
  21. The dissolution of the Society must follow the articles 18 to 25 of the Belgian law of the 27/06/1921 registering the non-profit associations.
  22. The official language of the society is English, except for the official statutes which are in French. All matters not expressly covered by the present statutes shall be regulated according to Belgian law (namely law of the 27th of June 1921).