Chapter Statutes

STATUTES of the LATIN-AMERICAN CHAPTER of the INTERNATIONAL FEDERATION of CLINICAL NEUROPHYSIOLOGY (LAC-IFCN)
(Version approved during 2011 General Assembly)
 

1. DEFINITION
The Latin-American Chapter of the International Federation of Clinical Neurophysiology (LAC-IFCN) is a federation of all Latin-American societies affiliated to IFCN, and shall be governed by the present statutes.
LAC-IFCN was founded by the representatives of the Latin-American societies at Guatemala City in October 1995 and officially accepted as a chapter of the Federation in Kyoto, Japan in October 1995. 

2. LAC-IFCN SOCIETIES MEMBERS

  1. All Latin-American societies ordinarily affiliated to IFCN are eligible to LAC-IFCN membership.
  2. Admission of new societies to LAC-IFCN can only occur after they have become members of IFCN. However, while waiting IFCN application approval, the new societies may apply for LAC membership. During this interim period these societies may participate in LAC General Assembly, but are not entitled to vote and cannot be officially accepted into the chapter.
  3. Societies that lose their IFCN affiliation also will lose LAC-IFCN membership.
  4. LAC shall submit these bylaws and any future amendments or changes in these bylaws to IFCN for review and ratification.

3. AIMS of LAC-IFCN

  1. To promote, in accordance with IFCN, the creation, organization, development and good practice of Clinical Neurophysiology and encourage the formation of Clinical Neurophysiology Societies in Latin-America.
  2. To promote and encourage pre- and postgraduate educational programs and scientific research in Clinical Neurophysiology in Latin America, as well as regional educational courses suggested by National Societies and approved by LAC-IFCN ExCo.
  3. To help establish and define equipment specifications and organize guidelines and minimal practice requirements for Clinical Neurophysiology.
  4. To promote, organize and announce, in accordance with IFCN, Clinical Neurophysiology congresses, meetings and advanced courses in Latin America. These may occur in country members of LAC-IFCN and follow or precede other local national or international events. It is advisable that the society in charge of organizing such meeting receives help from other member societies. Information on local meetings and congresses should be shared among every LAC member to facilitate international collaboration in Latin America.
  5. LAC-IFCN shall not engage in activities contrary to IFCN statutes.

4. LAC-IFCN ORGANIZATION and DIRECTORY

  1. The administrative address of LAC is that of the current President.
  2. Official LAC languages are Spanish and Portuguese, although English is mandatory for communication with IFCN ExCo.
  3. The chapter is administered by LAC-IFCN Executive Committee (LAC-ExCo) that consists of: the President, the immediate Past-president, the Secretary, the Treasurer, the Liaison-member of IFCN and two Members-at-large.
  4. These members are to be proposed and elected by the society members, except for the Liaison-member, which is an IFCN-ExCo member, appointed by the IFCN’s ExCo. Except for the Liaison-member, other members of LAC-IFCN ExCo cannot serve at the same time on the IFCN-ExCo.
  5. To maintain continuity in the chapter’s leadership half of the LAC-ExCo will be replaced every two years as detailed: initially the President, the Treasurer and one Member-at-large will be elected; after two years, another election will choose the Secretary and the other Member-at-large. The Liaison-member is selected by IFCN-ExCo.
  6. LAC-ExCo may hold meetings at any time and in any place that may be convenient to its members. It may also conduct its business by postal ballot, mail, e-mail, fax, telephone or teleconference. It shall have full authority to formulate by-laws, subject to ratification by the General Assembly.
  7. Election of LAC-IFCN ExCo officers will be performed, preferably, during General Assembly LAC Congresses, meetings or advanced courses and newly elected officers start their tenure after ratification by the General Assembly.
  8. Elected LAC-ExCo officers will serve a four years term and will be eligible for reelection only once. The maximum term of office for LAC-ExCo members is eight years, either served consecutively or non-consecutively. LAC-ExCo members should belong to different societies, reflecting geographical diversity. The Liaison-member may also serve an eight-year term.
  9. Not less than a year before the end of the LAC-IFCN Congresses, meetings or advanced courses, the LAC-ExCo shall select three delegates to serve as a Nomination Committee under the chairmanship of the immediate Past-president. Should the immediate Past-president be incapacitated for a prolonged period of time or dead, the President will appoint a member of the LAC-ExCo to serve as a chair of the nominating committee. Members of the nominating committee shall not be eligible for nomination for the fiscal period they select the nominees.
  10. The Nomination Committee shall invite nominations from the delegates of each member society and from all the members of the LAC-ExCo. As part of the officers will be elected every 2 years, the nominees are for the position of President, the Treasurer and one Member-at-large at one meeting and for the Secretary and one Member-at-large at the next meeting. The officers should belong to different societies reflecting geographical diversity.  The President and the Past-president cannot be from the same country. Having ascertained the willingness to serve, the Chairman of the Nomination Committee shall submit their names to the postal vote of the member societies, and inform the Secretary of the results of the ballot. Each society has the same number of votes to which it is entitled in the General Assembly.
  11. After the Nomination Committee has received nominations, it will be ensured that nominees are willing to run for the position, and then accepted nominations shall be communicated to all national societies via their Delegates, so that an electronic (e-mail) vote can take place. Each national Society will send their votes to the Nomination Committee. The results will then be communicated by e-mail to all National Societies and to the IFCN ExCo, and will be posted in the Web site of the LAC-IFCN. The candidate with the most votes will be elected. It is hoped to have voting for each office within a month.
  12. If an officer has an impediment to continue to serve his (her) four-year term the Nomination Committee immediately starts an election process to ensure the replacement, that will last the predicted time until the next programmed election. The Chairman of the Nomination Committee shall submit the names to the postal vote of the member societies, and inform the Secretary of the results of the ballot. Each society has the same number of votes to which it is entitled in the General Assembly. A period of at least one month will be allotted for individuals to apply and for National Societies to cast their ballot.
  13. LAC-IFCN General Assembly is composed by the delegates of each member’s society, or their specified alternates. The General Assembly will meet at least every four years, during the Latin-American Clinical Neurophysiology Congress, meeting or advanced courses, as organized by the President.
  14. The LAC-IFCN President’s duties are: 1) coordination of LAC activities; 2) preparation, together with the Secretary, of the General Assembly agenda; 3) chairing the LAC-ExCo; 4) convene and chair the General Assembly; 5) report the activity of the LAC-ExCo and the Chapter.
  15. In the event of prolonged incapacity or death of the President, the immediate Past- president assumes his/her office and duties for the remainder of the Fiscal Period. The LAC-IFCN Past-president´s duties also enclose the chairmanship of the Nomination Committee regarding the election processes.
  16. The LAC-IFCN Secretary’s duties are: 1) preparation of a summary of LAC activities, informing both the delegates of societies members and the IFCN through the Liaison-member; 2) organization of LAC mailing and archives; 3) preparation, together with the President, of the General Assembly agenda; 4) dissemination of information of LAC societies of the General Assembly agenda and date, at least two months before its occurrence.
  17. The LAC-IFCN Treasurer’s duties are: 1) preparation of a summary of LAC finances activities, informing both the delegates of societies members and the IFCN through the Liaison-member during the General Assembly; 2) dissemination of information to LAC-IFCN General Assembly delegates of the finances report; 3) preparation and submission of annual finances report to Fiscal Committee approval.
  18. The Liaison-member represents IFCN and constitutes the officer in charge of communication between LAC and IFCN.
  19. The Members-at-large perform the designated tasks of LAC-IFCN in order to accomplish the aims of LAC-IFCN.
  20. LAC-IFCN will have a permanent Statutes Committee, composed by three elected members that will serve a four-year term. The members of the committee are eligible for reelection only once.
  21. A LAC-IFCN Fiscal Committee consisting of three members will be elected at every General Assembly for a four year term; only one reelection will be possible. This Committee analyses and informs the General Assembly the approval of Treasurer reports.

5. LAC-IFCN GENERAL ASSEMBLY

  1. Every three or four years, during LAC-IFCN Congresses, meetings or advanced courses, an Ordinary General Assembly will take place. The General Assembly and its agenda shall be informed by LAC-ExCo at least two months prior to the meeting.
  2. Every LAC-IFCN member may participate in the General Assembly, but only the delegates of society members of LAC-IFCN will be allowed to vote.
  3. LAC-IFCN societies shall send to the Secretary of the chapter, before the General Assembly the name of the designated delegate(s) that is their representative(s). The name of the delegate(s) or an alternate in his/her absence shall be appointed by each society at least two months in advance of the General Assembly.
  4. LAC-IFCN General Assembly quorum is equal to half the number of designated delegates added to the members of LAC-ExCo.
  5. The number of votes per society shall be proportional to the number of members of the society, according to the following rules: 1) less than 49
    members = 1 vote; 2) from 50 to 149 members = 2 votes; 3) more than 150 members = 3 votes.  A member society may entrust by proxy all its votes (1 to 3) to only one delegate. However at least one delegate per member society must be present to the meeting to cast the vote.
  6. By proposal of any delegate, seconded by another, a secret ballot shall be organized on any point of the agenda.
  7. The LAC-IFCN Ordinary General Assembly will discuss: 1) the President's report; 2) the Secretary’s report; 3) the Treasurer’s financial report; 3) reports of other members of LAC-ExCo; 4) the agenda previously prepared. The reports must be approved by the General Assembly. The General Assembly has the right to introduce new items at the assembly.
  8. Amending of by-laws: these statutes may be modified by majority vote in the LAC-IFCN General Assembly, pending IFCN-ExCo approval. Amending through an electronic ballot, and subsequent ratification of the by-laws by the IFCN ExCo will be held only if modification of the by-laws are urgent as judged by the LAC-ExCo. To this aim, national societies will be contacted by the LAC ExCo and prompted to discuss, via e-mail, the by-law modifications proposed by the LAC ExCo. A period of at least three weeks will be allotted for this discussion. Subsequently, the LAC ExCo will make such adjustments to the by-law modifications that have gained substantial support during the discussion and present the final version for an electronic ballot.
  9. The LAC-IFCN General Assembly proposes the place and date of next congress and/or course, and also appoints the local convener. The local society must accept the selection of the General Assembly.
  10. When the congress or advanced course takes place in a country not a member of LAC-IFCN, the General Assembly will appoint a committee of representatives of LAC members to help in the organization of the meeting.
  11. In all cases proposal are approved by a simple majority (more than 50%) with the exception for the dissolution of the chapter or for amendment of the bylaws. In these two cases a two-third majority is required.
  12. An Extraordinary General Assembly may be organized by at least two thirds of National Societies belonging to LAC-IFCN with clear indications of its purposes and definition of which Congress, meeting or advanced course it will take place.
  13. LAC-IFCN may be dissolved by a two-thirds majority of valid votes in an Extraordinary General Assembly especially created for this purpose. In this case, all financial resources and properties will be transferred to IFCN.

6. LAC-IFCN FINANCES

  1. The LAC-IFCN Fiscal Period is defined as a four-year period starting at the end of one LAC meeting to the end of the second LAC meeting 4 years hence. The Fiscal Period defines the term of the Executive Committee and its members, the term of the General Assembly and all special committees or commissions.
  2. LAC-IFCN will receive any surplus funds generated by the LAC congresses and advanced courses.
  3. The LAC-IFCN shall have the right to accept and administer gifts, legacies, donations of any kind, without restriction as to the amount of value.
  4. LAC-IFCN is a non-profit charitable organization.
  5. LAC-IFCN assets shall be used for its own administrative operation and to provide for its educational and research accomplishment as described in its by-laws. In particular, they shall be used for the organization of LAC-IFCN congresses and advanced courses. Any excess shall be deposited in LAC-IFCN treasury. No portion of LAC-IFCN assets shall be paid directly or indirectly to any member, society or officer of LAC-IFCN, except for reimbursement of direct authorized expenses, incurred in the interest of LAC-IFCN. Officers of LAC-IFCN ExCo and delegates serve the chapter on a voluntary basis and are not reimbursed for their own professional time spent on behalf of the chapter.
  6. The Treasurer shall keep proper books of account and deliver an annual report of the account of the LAC-IFCN ExCo.
  7. LAC-IFCN expenses will be audited and controlled according the rules of IFCN at the end of each Fiscal Period. In the event of LAC dissolution its treasury shall be transferred to the IFCN.

7. LAC-IFCN CLINICAL NEUROPHYSIOLOGY CONGRESSES, MEETINGS and ADVANCED COURSES

  1. LAC-IFCN Clinical Neurophysiology Congresses, meetings or advanced courses should be held in the interval and not coincidental with IFCN Congresses. National societies can apply to host next congress or advanced course at least two months before the preceding congress, with a written application to LAC-ExCo (including the place of the congress and the convener).
  2. The organizing committee of LAC congress, meeting or advanced course consists of the Convener, the Secretary, the Treasurer of the congress, three Members appointed by the National society and two officers of LAC-ExCo, including the Liaison-member of IFCN. The convener and local society hold the responsibility for the scientific and local arrangements. The local society is responsible for financial aspects of the congress and/or courses.  Whenever possible, LAC will help in this organization.
  3. The convener, together with LAC-ExCo, will appoint the international scientific committee. The scientific program shall be proposed by the international committee and receive evaluation of LAC-ExCo and delegates of societies. All these processes will be supervised by IFCN through the Liaison-member.
  4. IFCN will provide funds for fellowship during LAC congresses, meetings and advanced courses. Requests for fellowship will be submitted in writing to the IFCN-ExCo at least 1 year prior to the meeting. These monies will be paid out through the LAC-IFCN Treasurer. LAC-IFCN can provide additional fellowship, if resources are available.  LAC-ExCo will be responsible for selection of the fellows receiving grants. The rules for the award of these fellowships shall be the same as the rules of IFCN in awarding grants for IFCN congresses.
  5. During LAC-IFCN General Assembly the ExCo will set up the organization for the next chapter meeting.