Rules of the E.C.L.S.O.

Rules of the European Contact Lens Society of Ophtalmologists (ECLSO)

  • FUNCTION
    • The Rules supplement the Statutes (Satzung) of the European Contact Lens Society of Ophthalmologists.
    • These rules do not constitute a legal document and may be changed in accordance with §17 of these Rules.
  • ADMISSION OF MEMBERS
    • Those wishing to become members, according to §3 of the Statutes, (individuals or National Groups) must make an application to the Secretary General. An individual member (§3 of the Statutes) must name two ophthalmologists members of the ECLSO as sponsors.
    • The Secretary General writes to the sponsors. After receiving a written reply he puts the application on the Agenda of the next meeting of the Pręsidium. A decision will be reached by a simple majority, according to §7 of the Statutes.
    • Contact Lens Societies of Ophthalmologists outside Europe can be admitted as associate National Groups. Members of an associate National Group are not eligible for election to the Pręsidium. Apart from this, they have the same rights and duties as all other members. They pay the subscription fixed for members of National Groups.
  • RESIGNATION OF MEMBERS
    • An individual, National Group or Honorary Member wishing to leave the Society of their own free will inform the Secretary General, who includes the matter on the agenda of the next meeting of the Pręsidium (§3 of the Statutes). The decision is taken by a simple majority, according to §7 of the Statutes.
    • The date of resignation is that of receipt of the letter by the Secretary General. If there is no meeting within the period of notice, the Pręsidium's decision can be retro-active, with effect from the end of the previous calendar year. Subscriptions are payable in full for the calendar year in which membership ends.
  • NATIONAL GROUPS
    • A National Group is constituted by a minimum of 10 ophthalmologists who fit contact lenses or will fit contact lenses in the near future. Each National Group elects a representative who represents them to the Pręsidium. The Pręsidium must appoint the representatives (§7(3) of the Statutes).
    • Scientific societies in countries outside Europe can be admitted as associate members. An associate member is entitled to all rights except the election of one of their number to the Pręsidium.
    • Each country can only be represented once as a National Group.
    • The payment of the annual contribution has to be made at the latest 1st June of the current year. It has to be accompanied by the updated list of members of the National Group.
  • HONORARY MEMBERSHIP
    • The Pręsidium can confer the title of Honorary Membership on the proposal of a member of the Pręsidium. The proposal is submitted in writing to the Secretary General, who includes it on the agenda for the next meeting of the Pręsidium. A commendation of the colleague concerned is to be attached.
    • If the Pręsidium votes in favour of an honorary membership, the final decision will be taken by the next General Assembly.
    • Honorary Member cannot take on an executive function within ECLSO.
    • Honorary Members receive a 50% reduction on the normal membership registration fee at ECLSO Meetings.
  • THE PRĘSIDIUM
    • The Pręsidium consists of the President, the two Vice-Presidents, the Secretary General and the Treasurer. They constitute the Board of the Society. The Vorstand and the Past-President are invited, in writing, to all meetings of the Pręsidium.
    • The Pręsidium represents the Society in public, unless, according to §5 of the Statutes, responsibility lies with the Vorstand. In such representation three members are required, including either the President or Secretary General.
    • Members of the Pręsidium can be re-elected to the same or another office.
    • Positions on the Pręsidium are honorary and not paid but necessary expenses will be refunded under the following conditions:
      • for meetings taking place as part of the Annual Congress, an all inclusive compensation of 400 ? is allocated.
        • for extraordinary meetings, travelling expenses are refunded on presentation of documents justifying the sum.
        • Overseas journeys by individual members require a resolution of the Pręsidium. This can be carried out by correspondence.
    • Candidates for an office in the Pręsidium are proposed by the Pręsidium in office and elected by the General Assembly.
    • Decisions of the Pręsidium are only valid if at least three of its members are present, including the President or Secretary General. Resolutions can also be passed in correspondence through the Secretary General.
  • THE ADMINISTRATOR (VORSTAND)
    • According to § 7 of the Statutes, the Vorstand is elected by the General Assembly after being proposed by the Pręsidium in office. He holds office for five years and he takes office immediately following election.
    • The Vorstand is invited, in writing, to all meetings of the Pręsidium and all General Assemblies.
    • The Vorstand ensures adherence to the Statutes. He has the right to call a meeting of the Pręsidium, by writing to the Secretary General, on a compelling matter of society law.
    • The Vorstand must follow the directions of the Pręsidium and General Assembly, according to §5 of the Statutes, particularly concerning the Society's registration in court. He sends the invoices for legal expenses, after checking that they are correct, to the Treasurer who must settle them without special authorisation.
    • If he is requested to do so by the Department of Inland Revenue in Munich, the Vorstand forwards the annual accounts drawn up by the Treasurer each January (according to §12(2) of these Rules).
    • The Vorstand has the right to propose honorary members, according to §5(1) of these Rules.
    • According to §11 of the Statutes, the Vorstand acts with the President and Secretary General as authorised liquidators in the event of the dissolution of the Society.
  • THE PAST-PRESIDENT
    • The General Assembly of September 16th 1994 decided to create the position of Past-President.
    • The position of Past-President will be held by the outgoing President who will be confirmed in his office by nomination of the new Pręsidium. The Past-President holds office for the same period as the incoming President. If the outgoing President does not wish to hold office or is deemed unsuitable, the new Pręsidium may invite a previous Past-President to take this position.
    • The Past-President is invited, in writing, to all meetings of the Pręsidium and all General Assemblies.
    • The role of the Past-President is one of consultancy and to guarantee continuity with the new Pręsidium.
    • The Past-President has the right to propose Honorary Members, according to §5(1) of these Rules.
  • THE PRESIDENT
    • The new President is elected by the General Assembly on the recommendation of the Pręsidium in office according to §7 of the Statutes. He holds office for four years, commencing on the 1st January of the year after election. Election years are 2002, 2006 2010 etc. Therefore office is taken up on 1.01.2003, 1.01.2007, 1.01.2011 etc.
    • The President has the right to call a meeting of the Pręsidium through the agency of the Secretary General. The President and Secretary General together draw up the agenda.
    • The President presides over the meeting of the Pręsidium and the General Assembly. According to §7 of the Statutes he has the casting vote if the Pręsidium is equally divided.
    • The President has the right to propose honorary members, according to §5(1) of these Rules.
    • The President proposes the award of the Fick-Kalt-Müller Medal.
    • The President has the right at any time to inspect the Treasurer's accounts, vouchers and bank statements.
    • According to §11 of the Statutes, the President acts with the Vorstand and Secretary General as authorised liquidators in the event of the dissolution of the Society.
  • THE FIRST AND SECOND VICE-PRESIDENTS
    • The new first and second Vice-Presidents are elected by the General Assembly on the recommendation of the Pręsidium in office, according to §7 of the Statutes. They hold office for four years from the 1st January of the year following election. Election years are 2002, 2006, 2010 etc. Therefore office is taken up on 1.01.2003, 1.01.2007, 1.01.2011 etc.
    • The first Vice-President deputises for the President as Chairman of the Pręsidium and the General Assembly in his absence. The second Vice-President deputises for the President as Chairman of the Pręsidium and the General Assembly in the absence of both President and first Vice-President.
    • Both Vice-Presidents have the individual right to propose honorary members, in accordance with §5(1) of these Rules.
    • Both Vice-Presidents can individually oppose a proposal by the President to award the Fick-Kalt-Müller Medal. The President's proposal is then rejected.
  • THE SECRETARY GENERAL
    • The new Secretary General is elected by the General Assembly following a proposal of the Pręsidium in office according to §7 of the Statutes. He holds office for six years from the 1st January of the year following election. Election years are 2000, 2006, etc., and office is taken up on 1.01.2001, 1.01.2007 etc.
    • The Secretary General handles applications for membership and resignations. He is responsible for the lists of members' names and passes on changes in these to the Treasurer without delay.
    • The Secretary General has the right to propose honorary members, according to §5(1) of these Rules.
    • The Secretary General can oppose a proposal by the President to award the Fick-Kalt-Müller Medal. The President's proposal is then rejected.
    • The Secretary General has the right to inspect the Treasurer's accounts, vouchers and bank statements at any time.
    • The Secretary General has the right to call meetings of the Pręsidium. He draws up the agenda with the President, insofar as points additional to those in §16 of the Rules need to be discussed.
    • The Secretary General gives four weeks' notice in writing of a meeting of the Pręsidium to the Vorstand, the Past-President and members of the Board, accompanied by an agenda. In general, ordinary meetings of the Pręsidium and meetings of the Pręsidium with the National Representatives are held once a year before the General Assembly at the time of the annual Scientific Congress.
    • At the written request of the Vorstand or the President, according to §7(3) & §9 (2) of these Rules, the Secretary General must call meeting of the Pręsidium. This can take place at any time and not necessarily on the occasion of the Scientific Congress. This is an extraordinary meeting of the Pręsidium.
    • According to §7 of the Statutes, the Secretary General can circulate resolutions of the Pręsidium in writing. The Vorstand is to be informed. After the replies have been received, the Vorstand and all members of the Pręsidium are to be informed in writing of the decisions. They must then be accepted and signed by the Secretary General and at least one other member of the Pręsidium, according to §10 of the Statutes.
    • The Secretary General makes the Minutes of the meeting of the Pręsidium and the General Assembly available within two months. The Minutes are to be approved and signed by him and at least one other member of the Pręsidium, according to §10 of the Statutes.
    • The Secretary General invites the members in writing to the General Assembly at least four weeks in advance. The General Assembly is normally held at the time of the annual Scientific Congress, according to §8 of the Statutes. The agenda of the meeting is to accompany the invitation. The invitation and agenda for the General Assembly can be included in the Congress programme and individual members do not have to be notified separately.
    • According to §11 of the Statutes, the Secretary General acts with the Vorstand and President as authorised liquidators in the event of the dissolution of the Society.
  • THE TREASURER
    • The new Treasurer is elected by the General Assembly after being proposed by the Pręsidium in office, according to §7 of the Statutes. He holds office for six years from the 1st January of the year following election. Election years are 2004, 2010 etc., and office is taken up on 1.01.2005, 1.01.2011 etc.
    • The Treasurer has the right to propose honorary members, according to §5(1) of these Rules.
    • The Treasurer can oppose a proposal by the President to award the Fick-Kalt-Müller Medal. The President's proposal is then rejected.
    • The Treasurer acts as cashier. It is his duty to supervise and issue reminders for payment of subscriptions. He deals with changes in his membership lists according to information supplied by the Secretary General. He administers the assets in trust and is obliged to practice economy.
    • The Treasurer settles the accounts of the Society's Register which have been confirmed to be factually correct by the Vorstand. In other respects the Treasurer is bound by the decision of the Pręsidium and the General Assembly over expenditure.
    • The Treasurer ensures that retiring members' subscriptions are paid up to the end of the calendar year. He informs the Secretary General in writing of those members to be expelled according to §3 of the Statutes because their subscriptions are two years in arrears. The financial year is the calendar year.
    • In January each year the Treasurer draws up the annual accounts. He notifies the Vorstand and the members of the Pręsidium of the results of the audit. The annual accounts are then considered at the next meeting of the Pręsidium and if agreed the Treasurer's report is formally approved. The General Assembly then has to adopt the annual accounts, thus giving final approval to the Treasurer's report.
  • AUDITORS
    • The General Assembly elects two. The period of office is four years. Election years are 1994, 1998, 2002, etc., and entry into office 1.01.1995, 1.01.1999, 1.01.2003, etc.
    • The Auditors must not be members of the Pręsidium but they can be invited by the Board to the Pręsidium meeting as advisors.
    • Office of the Auditors is honorary and not paid. Necessary expenses will be refunded under the following conditions:
      • for meetings taking place as part of the Annual Congress, an all inclusive compensation of 400 ? is allocated.
      • for extraordinary meetings, travelling expenses are refunded on presentation of documents justifying the sum.
    • The Auditors audit the annual accounts and vouchers at the beginning of the year. They also have the right to examine the books at any time and to check the funds held. Their findings are imparted to the Pręsidium in sufficient time to be taken note of before the annual General Assembly.
    • The auditors make a report to the General Assembly and propose adoption of the accounts.
  • REPRESENTATIVES OF NATIONAL GROUPS
    • The Pręsidium is advised by the National Representatives, particularly on important decisions such as elections of the Praesidium members and on scrutiny of the annual accounts submitted by the Treasurer. The function of the National Representative is honorary and no paid.
    • At least once a year the Secretary General convenes a meeting of the Pręsidium with the National Representatives, to take place during the annual Scientific Congress. Further meetings can be convened if necessary.
    • At votes or elections each National Representative has the number of votes based on the size of the society that he or she represents, in accordance with the following rules:
      • Societies up to 50 members hold a single vote
      • Societies of more than 50 members hold an additional vote for every extra 100 members
        The Praesidium preserves a right of veto which if used postpones the vote until the following year.
    • The period of office of a National Representative is determined by the National Society which nominates him.
  • EXTRAORDINARY ELECTIONS
    • If the Vorstand or any member of the Pręsidium or an Auditor ceases to hold office, voluntarily, through death or because he is elected to another post, a replacement will be proposed by the Pręsidium.
    • The new person's name will be presented to the National Representatives and elected at the Annual General Assembly.
    • His term of office will run from that moment for the remainder of the retiring member's term of office and for a further full term unless, at the time of his theoretical re-election the Pręsidium, by a majority vote, decide that he is unsuitable.
    • This rule does not apply to the Past-President.
  • AGENDA
    Agendas of meetings of the Pręsidium and General Assemblies must take the following form:
    • Establishment of a quorum. There is a quorum, according to §7 of the Statutes, for a meeting of the Pręsidium if at least three members of the Pręsidium, including the President or Secretary General, are present. For the General Assembly, there is a quorum if at least three members of the Pręsidium are present, including the President or Secretary General, and it can be shown that the invitation to members was issued at the proper time.
    • Approval of the minutes of the last meeting.
    • Changes of membership: Applications, resignations, expulsions, deaths, Honorary Members.
    • Annual report of the Secretary General.
    • Annual report and presentation of accounts of the Treasurer.
    • Annual subscription:
      • Per member of a National Group : 13 ? (since 01.01.04).
      • Individual subscription : 30 ? (since 01.01.04).
      • Reduced subscription for encouragement (New Societies, ?)
    • Formal approval of the Pręsidium : Adoption of the accounts and quitus of the Treasurer in accordance with the Auditors' report. Formal approval of the Vorstand, President, two Vice-Presidents and Secretary General.
    • Election of Vorstand, members of the Pręsidium and Auditors. I ............... taking the place of ............... to the Pręsidium of the ECLSO agree to act on behalf of the Society in accordance with the letter and the spirit of the Statutes of the Society, a Society run for the benefit of Ophthalmologists by Ophthalmologists, and that I will allow neither commercial nor political interests to affect my actions in connection with the Society.
    • National Representatives and National Groups.
    • Dates and places of next meetings.
    • Statutes and Rules.
    • Any other business.
  • DECISIONS
    • According to §7 of the Statutes decisions of the Pręsidium are made by simple majority. In the case of equality of votes the President, or in his absence the 1st Vice-President, has the casting vote. In the absence of both President and 1st Vice- President, the 2nd Vice-President has the casting vote. A vote may not be delegated; only those members present may vote.
    • According to §8 of the Statutes, decisions of the General Assembly are taken by a simple majority of the members present. Modifications to the Statutes and the decision to dissolve the Society require a majority of three-quarters of the votes of the members present (§8 of the Statutes). Only those members present may vote (§8 of the Statutes). Voting by proxy is not admissible at the General Assembly (§8 of the Statutes).
    • Changes to the Rules can be made at any time by a decision of the Pręsidium, but must at all times conform to the Statutes of the Society, and be approved by the National Representatives.
  • ECLSO SCIENTIFIC PRIZE : FICK-KALT-MÜLLER MEDAL
    • Every two years a scientific prize will be awarded consisting of a certificate and the Fick-Kalt-Müller Medal. This is to commemorate the doctors who invented contact lenses in 1887-1888.
    • Individual achievements or significant collective work in the field of medical contactology will be honoured.
    • The President of the ECLSO proposes the recipient of the award to the Pręsidium and requests their approval. If the nomination is opposed the President must put forward a second candidate. If this candidate is also opposed, the prize will not be awarded on that occasion. Abstention does not count as an opposing vote.
    • In each award year there is only one prize-winner.
  • ECLSO INVITED LECTURER: THE H.-J. KERSLEY LECTURE
    • Once every two years, alternating with the Fick-Kalt-Müller Medal, a member of the Society will be invited to present a paper at the Annual Scientific Congress.
    • Criteria of choice: The member should have already presented a paper to the Society which was of good scientific content and which would merit a further presentation.
    • Method of choice: The Secretary General will invite suggestions from the National Representatives 18 months before the date of presentation. The Pręsidium will select the speaker from these suggestions.
    • Conditions:
      • The speaker will give a 20 min. presentation
      • The Society will provide a travel and accommodation grant of 1000 ?. The speaker will pay no registration fee to attend the meeting
  • THE ANNUAL CONGRESS
    • Countries offering to host an annual congress must first convince the Pręsidium of their ability to carry out such a task.
    • This usually take place in a different country each year and is organised by the country that has offered to take on the responsibility of the Congress.
    • The Congress includes:
      • A scientific programme
      • A manufacturers exhibition
      • Social events
    • The actual format of the Congress is very much at the discretion of the organising country. Other activities, such as poster displays and instructional courses may be arranged as desired.
    • The ECLSO, through its Secretary General and other Officers, provide support and advice in the preparation, but having no paid secretariat the Society does not undertake the administration features of the Congress.
    • Notes of advice, prepared by H. Jonathan Kersley, are circulated to Congress organisers if requested and provide the basis for them to build their individual programme.
    • The specific features of an ECLSO Congress are :
      • that it should be primarily on the subject of contact lenses
      • that a small room be made available for Committee work at the expense of the Congress.
      • that time within the main programme (not conflicting with the programme) be made available for the two main business sessions (the meeting between the Pręsidium and the National Representatives, and the Annual General Assembly).
      • that a working lunch be set up for the National Representatives, separated from the main catering arrangements.
      • that the conference expenses (conference fees and fees for social events only) for the Pręsidium be borne by the Congress
      • that conference fees for speakers in general may or may not be waived at the discretion of the Conference organisers. It is desirable for those on the main programme (as opposed to the free paper programme) to receive some form of concession
      • that a draft of the final programme be submitted to the Secretary General for approval (to avoid problems arising after the final programme has been printed)
      • also following the proposal accepted at the 1991 Annual General Assembly, non-Ophthalmological contact lens workers of high academic standing will be allowed to present papers at ECLSO Congresses, provided their names are put forward by members of the ECLSO to the Secretary General for consideration by the Pręsidium
      • if a particular paper is not being given by an Ophthalmologist the fact must be indicated in the programme
    • The Pręsidium of the ECLSO will allow the use of the Society's stationery and logo in the promotion of the Congress and will use its best efforts to publicise the Congress and to encourage its members to attend.
    • The ECLSO makes a mailing annually (usually in May) and by arrangement with the Secretary General will include the organising country's conference information in that mailing (approximately 2 500). Mailing Labels of the Societies' members can be made available through the Treasurer.
    • Congress organisers, when choosing the dates for their meeting, should consider
      • 1. religious (Christian, Jewish, Moslem) and national festivals
      • the dates of other Congresses
      • the time of year in relation to the holiday periods of other nations.
  • FINANCIAL SUPPORT FOR SCIENTIFIC MEETINGS
    • When the annual scientific Congress is to be organised by a National Society, that Society would be offered a guarantee of 7000 ? by the ECLSO. Three conditions are attached to this grant :
      • The Congress accounts would be available for inspection by the Treasurer within 4 weeks of the close of the Congress.
      • The sum would only be paid after that inspection.
      • If the Congress showed a profit half that profit would be paid to the Society.
    • If organisers so request, ECLSO can advance the 7000 ? to cover initial organisational expenses (printing and mailing of the first announcements).
  • DECLARATION OF INTEREST

The members of the Pręsidium will immediately declare any conflict of interests with matters concerning the Society
 
 
Focus
ECLSO supports CLEER PROJECT

Click the link below to visit the website :
www.cleer-project.eu
 
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