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Constitution of EDSA |
| Founded as the European Community
Dental Students Committee in Paris,
France, on 21 November 1988.
Articles Adopted by the Committee at the 1st meeting of the EDSA, Paris, France,
November 1988. Amended at the 3rd meeting, Amsterdam, Netherlands, September
1989. Further updated and revised for the 9th meeting, Athens, Greece,
March 1992.
Article 1 The name of the organisation is: EUROPEAN DENTAL STUDENTS ASSOCIATION (EDSA) hereinafter referred to as the "Association".
Article 2: Legal Status Section 1: Incorporation The Association is established as a European Organisation. Section 2: Registered Offices The registered offices of the Association are established in Dublin, Ireland. Section 3: Dissolution The Committee Association may be dissolved only at a special session of the General Assembly convened for this purpose. Dissolution shall require of three-fourths (3/4) of the delegates present at such a session. Upon dissolution the Assembly shall determine the liquidation of assets of the Association.
Article 3: Fundamental Principles a) Independence , implying the non-submission of the Association to political parties, State or religious organisations, or any other organisations which, because of their character, decrease the independence of the Association or of its constituent bodies. b) Democracy, implying the respect for majority decisions, taken in accordance with the Constitution. c) Respect for the General Principles of International Law. Article 4: Objectives EDSA is a non-political organisation whose objects are: a) To promote the interests of dental students within the European Region, acting as their regional association within Europe b) To encourage and promote exchange programmes within Europe c) To create a platform for the formulation & exchange of students’ thoughts, proposals & innovations
Article 5: Activities The committee shall pursue its objects by: 1. Representing the co called committee to the EU and other European authorities 2. Establishing and developing close relations with professional and academic authorities and associations. 3. Promoting the standardization of course length and post-graduate requirements. 4. Promoting the standardization of language requirements. 5. Promoting and supporting the interests of dental students. 6. Promoting information about the SOCRATES and IADS exchange programmes and other exchange programmes available to dental students in Europe . 7. Producing appropriate EDSA publications, scientific and otherwise. 8. Promoting the organisation of an EDSA Congress for Dental students. 9. Developing and help initiatives which concern the promotion of oral health, the union of the profession and the teaching of dentistry.
Article 6: Organization Section 1: Headquarters The Headquarters of the Association shall be maintained in such a place as may be designated by the Assembly. Section 2: Language The administrative language of the Association is English. The official versions of the Constitution, Regulations and Standing Orders for meetings of the Committees shall be in English, as shall be the official versions of all meeting and other documents.
Article 7: Members Section 1: Members of the Association are classified as: a) Full Members b) Affiliate Members c) Honorary Lifetime Members Section 2: Other categories of Membership The Association may establish other categories of Membership. Section 3: Conditions of Membership a) Membership of the Association shall be open to all national dental students' organisations within the European region, provided they approve and agree to abide by the Constitution of the Association. b) The application for membership shall be pursued and primarily accepted by the Executive of the EDSA and finally accepted by the Assembly with a simple majority vote subject to Regulations, Chapter 1, Section 5. c) For the purpose of this Constitution, the European region is defined as those countries included in the FDI World Dental Federation's European Regional Organisation.
Article 8: Assembly Section 1: Legislative Authority The legislative and governing authority of EDSA shall reside in the Assembly. Section 2: Assembly The affairs of the EDSA shall be managed by the Assembly. The Assembly shall consist of delegates from each member country. Section 3: Meetings The Association shall hold meetings of the Assembly at least twice every year, once in spring once in autumn. Each meeting shall be divided into such numbers of sessions as the Executive decide. The Association may hold special meeting if deemed necessary.
Article 9: Executive Committee Section 1: Executive Committee (To avoid a conflict in terms the Executive Committee shall hereinafter be referred to as the Executive) The Executive shall consist of the following officers of the Association: President, Vice-President, General Secretary, Treasurer. No more than 2 members of the Executive shall be citizens of the same countries. Section 2: Responsibility The Executive shall be responsible to the Assembly Section 3: Incompatibility of capacities The officers of the Executive shall not serve as delegates in the Assembly during their term of office.
Article 10: Ammendments to the Articles Section 1: With Prior Notice The articles may be amended by the Assembly, provided that written notice of the intent of the amendment has been announced to all members not less than sixty (60) days prior to that meeting of the Assembly to which the amendment will be considered. If the amendment is carried by a three-fourths (3/4) majority of those present and voting, it takes effect at once. If the amendment cannot establish a 3/4 majority, it is then rejected. Section 2: Without Prior Notice The Articles may also be amended without prior notice provided that the amendment is presented in writing at one meeting of the Assembly and considered at a subsequent meeting of the Assembly. If the amendment is carried unanimously by those present and voting, it takes effect at once. If the amendment can only establish a 3/4 majority it shall be confirmed at a subsequent meeting of the Assembly by a 3/4 majority vote. If the amendment cannot be established by a 3/4 majority, it is then rejected.
Regulations Adopted at the 1st meeting Paris , France , 21 November 1988. Updated at the 3rd meeting, Amsterdam , Netherlands , September 1989. Further amended and updated for 9th meeting, Athens , Greece , March 1992. Further amended at the 15th meeting, Stockholm , Sweden , March 1995. Further amended at the 16th meeting, Belfast , UK , September 1995. Further amended at the 19th meeting, Bucharest , Romania , March 1997.
Chapter 1: Membership Section 1: Classification The members of the Association shall be classified as follows: a) Full members b) Affiliated members c) Honorary Life members Section 2: Qualification of Full members Full members shall be: I. National Associations of Dental Students, which collectively represent the majority of dental students in local associations at schools or faculties in a country. II. An organisation representing a minority of dental students in a country in which no national dental organisation exists, or where a larger national dental students association in the country does not want to affiliate to the Association. III. Individual local dental student organisations in countries where no national dental students union exists. These organisations shall be collectively admitted to the Association. Section 3: Qualification of Affiliated members Affiliated members shall be: International organisations that represent students or recently graduated dentists within Europe as some part of their activities. Section 4: Admittance to Honorary Lifetime membership Honorary Life members shall be: Certain individuals, either former members of the Association, or other individuals who have been of great service to the Association. The conference of Honorary Lifetime membership shall be at the discretion of the Assembly to recognize the work of these individuals who have made a great contribution to the Association. Section 5: Application for membership (Full or Affiliated) Application for membership shall be made in writing by a responsible officer of the applicant organisation to the General Secretary of the Association not less than one week prior to the meeting of the Assembly at which the application is to be considered. The General Secretary shall notify all members of the Association regarding potential new members at least two weeks prior to the meeting. The application shall be accompanied by a certified statement confirming that the organisation meets the requirements of Article VII, Section 3A of the Constitution and also by a current copy of the Constitution of the applicant organisation in English. Section 6: Termination of membership a) Resignation: Provided that a written resignation has been submitted by a Full member to the General Secretary of the Association not less than one (1) month prior to the meeting of the Assembly at which such resignation will be noted and acted upon, the membership shall be considered to have terminated without prejudice to any claim on that organisation by the Association. In the event of the resignation of a member not previously in good financial standing, measures can be taken, at the discretion of the Assembly, to recover the debts of that former member to the Association. b) Expulsion: The Committee shall be entitled by a three quarters (3/4) majority vote of those present and voting at any session of the Committee to expel a member. The member whose expulsion is proposed shall if possible have the right to address the Committee before discussion and decision on the matter is taken. In the event of the expulsion of a member previously in good financial standing, measures can be taken, at the discretion of the Assembly, to recover debts of that former member to the Association. Section 7: Suspension of membership The Committee shall be entitled by a two-thirds (2/3) majority vote of those present and voting, to suspend a member or to withhold from a member for any agreed period of time some or all rights of membership.
Chapter 2: Assembly Section 1: Calling of the Assembly a) Annual Meeting b) Special Meeting I. The Executive Committee II. Two thirds (2/3) of all Full Members. The call for a Special Meeting shall be issued by the General Secretary not less than sixty (60) days in advance of such meeting. Business transacted at any special meeting shall be limited to that stated in the official call for such a meeting, except by unanimous consent of those present and voting. The time and place of a Special Meeting shall be determined by the Executive. c) Closed Session Section 2: Representation of members at meetings of the Assembly Each member shall have the right of representation as follows: a) Full members I. Delegates: one (1) per country II.Observers: up to three (3) per country
Observers: two (2) per member
May individually represent themselves as observers. Section 3: Composition and Rights The Assembly shall be composed of: a) The official delegates of Full member organisations designated in accordance with Chapter 2, Section 2A, who have the right of speaking and voting. Observers of Full member countries have the right of speaking. b) The Officers of the Association, who shall be ex-officio members with the right to speak but without the right to vote. c) Observers from Affiliate member Organisations who must gain the permission of the Assembly to attend and speak. d) Observers from non-member organisations who must gain the permission of the Assembly to attend and speak. Section 4: Certification of Delegates Where requested, delegates shall produce proof of delegate status from the dental students’ organisations they represent. Should a conflict arise, the Executive shall take the final decision. Section 5: Officers The following shall be Officers of the Assembly: Chairman: Subject to Standing Orders 3, 4, 5 and 8, the Chairman of the Committee is elected by the Assembly; Different officers may be appointed to preside each session. a) Secretary: The Secretary of the Assembly is the General Secretary of the EDSA or another qualified person appointed by the Executive. The Secretary shall maintain the official roll call of the delegates, and ensure the taking and preservation of the official minutes. Section 6: Quorum 50% of the Full members in good financial standing shall constitute a quorum for the transaction of official business at any meeting or special meeting of the Committee. Section 7: Powers and duties of the Assembly The Assembly shall: a) Be the supreme legislative and governing body of the EDSA. b) Have the sole power to enact, amend or appeal the Articles, Regulations and Standing Orders. c) Have the sole power to dissolve the EDSA in accordance with Article 2, Section 3 and Chapter 1 of the Constitution. d) Determine all policies which govern the activities of the EDSA, except as provided in these Regulations. e) Accept member in accordance with Article VII, Section 3 of the Constitution. f) Have the power to alter, terminate of suspend membership of a member in accordance with Chapter 1, Sections 6 and 7. g) Establish the annual subscriptions and entrance fees. h) Elect the Officers of the EDSA i) Elect the members of the Ad-hoc Committees, except as provided in these Regulations. j) Receive and take necessary action on reports of the officers and committees. k) Determine the maximum amount the Treasurer may expend without the countersignature of the President. l) Approve publishing contracts for EDSA publications. m) Determine the time and place of the annual meetings of the Assembly and consider invitations for further EDSA meetings and for the biannual Congress. n) Have such other powers and duties as assigned by the Constitution of the EDSA. Section 8: Transfer of powers and duties All power and duties of the Assembly as enumerated in Chapter 2, Section 7 except the power to enact, amend or repeal the Constitution, Chapter 2, Section 7B and to dissolve the EDSA, Chapter 2, Section 7C, may be transferred to the Executive in time of emergency in accordance with one of the following procedures: a) Declaration of emergency by the Assembly State of emergency entailing the transfer of powers and duties of the Assembly may be declared by a two-thirds (2/3) majority vote of all Full members present at a meeting. b) Declaration of emergency by Full member Organisations A state of emergency entailing the transfer of powers and duties of the Assembly may be declared by the Executive on receipt of affirmative mail ballot of two-thirds (2/3) of all Full members. c) Definition of emergency For the purpose of this section, a state of emergency may be said to exist when international conditions relating particularly to communications, travelling or the transfer of funds is such as to cause interference with or cessation of the programme of the EDSA for an indeterminate period. d) Termination of emergency The state of emergency may be terminated by majority of Full members in good standing at the time that the emergency was declared, or by a majority of the Executive. Section 9: Sub-Committees The Assembly may establish the following Sub-Committees: a) Ad-hoc Committees consisting of a minimum of three (3) countries and a maximum of six (6) persons which shall consider specific matters assigned to them. The Ad-hoc Committees shall work until their task is completed and must present a report at each Committee meeting during their time of operation. On presentation of the final report the Ad-hoc Committee shall be disbanded. b) Standing Committees shall present, whenever necessary, a report to the Assembly of the EDSA on an assigned matter at the same meeting which the Standing Committee was formed.
Chapter 3: Executive Committee Section 1: Composition The Executive shall be composed, in accordance with Article 8, Section 1 as follows: President, Vice-President, General Secretary and Treasurer. The retiring President shall advise the Executive as an assistant for one year. After adoption of the President's report there shall be no voting regarding the President becoming advisor (immediate Past-President) Section 2: Eligibility of the Executive Committee At the time of their election Officers of the Association shall be members of a Full or Prospective member Organisation and shall be a dental student. Section 3: Election The officers of the Executive shall be elected by the Assembly at the autumn meeting of each year. Section 4: Year of office The year of office is the period between two autumn meetings of the Assembly. Section 5: Resignation In the event of an Officer of the Executive resigning, the Executive shall have the power to fill the vacancy so created. The new member shall continue in office until the next election. If the person in question happens to be the President, the vacancy shall be taken over by the Vice-President. Section 6: Expulsion In the event of an Officer of the Executive failing in his duties, during the year, the rest of the Executive Committee, if all agree, or on receipt of an affirmative mail ballot concerning the matter of two-thirds (2/3) of all Full members, have the power to relieve him of his duties and fill the vacancy so created until the next election. Section 7: Powers and duties The Executive shall: a) Be the administrative body of the Assembly b) Promote the interests and ideas of the Association in accordance with the Constitution c) Carry out such duties as assigned by the Constitution and the Assembly d) Assume the powers transferred to it by the Assembly in a period of emergency when declared in accordance with Chapter 2, Section 7 e) Carry out appropriate investigations with respect to the admission of new members and then nominate such Organisations for membership and report such nominations at a meeting of the Assembly f) Preserver and maintain all property and official records of the Assembly and the Association, except as otherwise stated in these Regulations g) Direct and manage the EDSA Publications, if so directed by the Assembly in accordance with Chapter 2, Section 6 h) Advise the Congress Committee established by the Assembly, concerning the organisation of the scientific and social programme of the Congress. i) Present a budget and plan of activities for the forthcoming year within 90 days of the autumn meeting of the Assembly for approval by the members. Section 8: Assistance of the Executive The Executive shall have the power to appoint assistants as deemed necessary. Section 9: Rules of procedure a) Quorum for meetings of the Executive shall be three (3) Officers. b) Language: The administrative language shall be English. An abstract in English must be attached to all business written in other languages. c) Chair: The President shall take the chair and preside at the meetings, in his absence any other Officer may take the chair d) Minutes: Minutes of every meeting shall be taken by the Secretary, in his absence by any other Officer. e) Voting: Decisions taken by the Executive will be agreed upon by a simple majority vote. f) Suspension of rules: These rules can be suspended only by the General Assembly. Section 10: Meetings of the Executive Committee The Executive shall meet at least three times annually. The time and place shall be determined by a majority vote of the Officers. One meeting shall be held immediately after the autumn meeting at which the Executive is elected. This first meeting shall be held together with the former Executive. The Executive shall meet the day before each meeting of the EDSA Assembly. Further meetings may be held as deemed necessary and in accordance with the finances. Section 11: Expenses a) The posts of the Executive shall be honorary but necessary expenses incurred in the frame of work for the Committee shall be reimbursed by the Committee on submission of official receipts. b) The Assembly, in accordance with the approved annual budget, shall send appropriate Officers to represent the Association to such external organisations as approved by the Assembly. This delegate shall be the Officer (preferably) who resides the closest to the hosting country. If necessary this responsibility may be delegated to the delegate of a full member, who must make their report to the Executive as soon as possible. The expenses incurred by the Officers should fall within the following framework: 1. Postage and stationery 2. Telephone calls 3. Travel to and from all official business meetings using "student travel", or any reduced rates applicable. 4. Any essential overnight accommodation, e.g. due to length of visit or travel distance. 5. Any other expenses approved by the Assembly.
Chapter 4: Officers Section 1: Duties of the Officers a) President: It shall be the duty of the President: I. To server as the principal official representative of the Association in its relations with governments, the dental professions, dental schools, dental organisations and other international organisations II. To preside at all official functions of the Committee, at the opening of Committee meetings, Executive meetings and the EDSA Congress. III. To direct the work of the Executive IV. To countersign the financial documents V. To submit annually a written report on his activities on behalf of the Association during his year of office, and his recommendations to the Assembly VI. To have the casting vote in the event of a tied vote VII. To carry out such other duties as are assigned by the Committee, the Articles and the Regulations, and as custom and usage require of a presiding officer with the approval of the Executive b) Vice-President: It shall be the duty of the Vice-President: I. To assist the President in the representation to governments, the dental professions, dental schools, dental organisations and other international organisations. II. To submit annually a written report on his activities on behalf of the Association during his year of office, and his recommendations to the Assembly. III. To represent the Association if the President is unable to attend Executive, Assembly and other meetings. IV. To take over the post of President in the event of the President's resignation. V. To carry out such other duties as are assigned by the Assembly, the Executive, the Articles and Regulations as are required of an Officer holding the post of Vice-President VI. To be responsible for maintaining contacts with affiliate associations. VII. To be responsible for the seeking out of new members. c) General Secretary: It shall be the duty of the General-Secretary: I. To server as the Secretary of the Assembly and the Executive. II. To ensure the taking and circulation of the official minutes of the Assembly and of the Executive/ III. To preserve and maintain the official minute book. IV. To be in liaison between the Executive and Congress Committee. V. To be responsible for investigations associated with the election of members. VI. To submit annually a written report on his activities on behalf of the Association during his year of office, and his recommendations to the Assembly. VII. Two (2) secretaries may be elected by the GA, if necessary. d) Treasurer: It shall be the duty of the Treasurer: I. To serve as custodian of all monies and securities of the Association and to receive, hold, invest or disburse these at the direction of the Executive, except as otherwise stated in the Constitution. II. To sign all receipts, cheques, banking instructions and other financial documents, provided that payments and withdrawals from the bank and other accounts shall not exceed the amount fixed annually by the Assembly. III. To preserve and maintain the financial records of the Association. IV. To present to the Assembly at the end of his year of office the audited balance sheet and accounts for the year. V. To pay the office-bearer only such expenses as they can account for receipts. VI. To be subject to external audit once every fiscal year.
Chapter 5: EDSA Congress Section 1: General The Association shall promote a bi-annual Congress. a) Purpose: The purpose of the Congress shall be: I. To provide a series of scientific lectures and demonstrations of subjects relevant to Dental Students. II. To provide information and advice on exchange programmes within Europe . III. To provide an active social programme for the strengthening of relations between dental students, dental student organisations and countries. b) Time and place Applications to host the Congress shall be prepared in writing for the consideration and acceptance of the Assembly not less than two (2) years prior to the proposed opening of the Congress. No application to host a Congress shall be accepted from any nation, which would limit attendance on the basis of race, sex, religion, nationality or national origin. c) Organisation The Congress shall be organized and administered by a Congress Committee. The Chairman of the Congress Committee shall be elected at the meeting at which the invitation is accepted. It shall be the responsibility of this person to appoint further members to the Congress Committee and to report at further Committee meetings and to the General Secretary on progress. The programme for the Congress will be planned in consultation with the Executive. d) Finances The host association shall be responsible for financing the Congress which should be entirely self-financing, through sponsorship, through participation fees and from other grants available. In the event of a profit being made by the Congress Committee it will be shared as follows: Congress Committee 50% and EDSA 50%. The Congress Committee shall be required to present a financial report either to the Executive or the Assembly at the next meeting after the Congress. e) Rules Additional rules for the conduct of the Congress may be established from time to time by the Executive in consultation with members and former members of Congress Committees subject to ratification by the Assembly.
Chapter 6: Publications Section 1: EDSA Magazine The official magazine of the Committee is the EDSA Magazine. It shall be published at least two (2) times per year. The terms of agreement on the publication of the magazine will be laid down in a contract with the particular publishing company, the only recommendations being: 1. It is published at no cost to the Association. 2. The Association provide the Editor and co-Editor 3. The Executive have ultimate control over the publication of articles. 4. All articles are written voluntarily. The publishing contract will be made available to all delegates on request. Section 2: Newsletter The Newsletter shall be a short bulletin to be written by a member of the Executive informing all delegates of what has been happening in the EDSA between meetings. It shall be published once between each meeting. Section 3: Internet 1. The EDSA shall have a World Wide Web (WWW) page on the Internet. The WWW page's objective shall be to allow the European Dental students correct information on EDSA activities. It should be published at no cost for the EDSA. 2. The WWW page of EDSA will be coordinated by the WWW editor and the WWW co-editor, who will be elected by the Assembly. 3. The WWW editor and co-editor will cooperate closely with EDSA magazine editor and co-editor. National Members are responsible for providing the WWW editor and co-editor with the material they want to have published.
Chapter 7: Finances Section 1: Sources of income The sources of income of the Association shall consist of: a) Subscriptions due by Full Members b) Grants c) 50% of profits on a profit making Congress d) All other assets and profits accrued by the Association Section 2: Subscriptions a) Establishment: The Assembly shall establish by a two-thirds (2/3) majority vote of those present and voting, the entrance fees and annual subscriptions due by Members on the proposal of the Executive. b) Payment: Payment of fees and subscriptions due to the Association must be made in such a way, in such currency as directed by the Treasurer. The Executive shall determine the currency in consultation with a financial expert, if necessary. Subscriptions for the year must be paid by or at the spring meeting of the Assembly each year. c) Reduction and postponement: Any member may appeal to the Assembly for permission to pay a reduced subscription. Any member may appeal to the Executive for permission to postpone payment of subscriptions provided that a statement of when the fees will be paid is made at the time of appeal for postponement d) Amendments of Finances:: Any amendment altering the annual subscriptions due by members shall: 1. Be circulated with due notice prior to the meeting of the Assembly at which it will be voted upon. 2. Require a two-thirds (2/3) majority of those present and voting. Section 3: Funds The Assembly may establish funds for special purposes. Section 4: Financial year of office The financial year of office of the Assembly shall be from the autumn meeting of one year to the autumn meeting of the following year.
Chapter 8: General Provisions Section 1: Cases not covered by these Regulations The Assembly shall establish additional rules in cases not covered by these Regulations, provided that these additional rules are in accordance with the Articles of the Constitution. In matters of urgency, the Executive shall decide, provided that a report of any decision is presented to the Assembly for ratification. Section 2: Indemnification of Officers The Assembly shall indemnify and hold harmless each Officer of the Association from claims and liabilities out of alleged acts or omissions during his term of office and shall reimburse such officer for all legal expenses reasonably incurred by him in connection with defending against such alleged claims or liabilities, provided however that no officer shall be indemnified for any expenses incurred in defending against such claim or liability arising out of his own negligence or willful misconduct
Chapter 9: Amendments of the Regulations and the Standing Orders for Meetings of the Assembly These Regulations and the Standing Orders for meetings of the Assembly may be amended by a two-thirds (2/3) majority of those present and voting at any session of the Assembly provided that notice of the amendment is presented in writing to the Secretary of the EDSA in due time before the meeting of the Assembly at which the amendment shall be considered.
STANDING ORDERS FOR THE MEETINGS OF THE ASSEMBLY OF THE EUROPEAN DENTAL STUDENTS ASSOCIATION
Adopted by the first meeting of the EDSA, Paris , France , November 1988. Quorum 1. Delegates representing 50% of the full members in good financial standing shall constitute a quorum for the transaction of official business at any meeting or special meeting of the Assembly 2. The quorum for the meetings of ad hoc committees and standing committees shall be three-quarters of those who are elected to these committees. Chair 3. The chairman, elected at the first session of each meeting of the Assembly shall occupy the chair at subsequent sessions of the same meeting (subject only to standing orders 4 and 18). 4. In the event of the chairman relinquishing the chair, being absent or by two-thirds (2/3) majority vote of the Assembly be requested to vacate the chair, it shall be the right of the Assembly to appoint a replacement. 5. The chairman shall be the sole interpreter of the Standing Orders and shall have general powers to direct the proceedings of the sessions of the Assembly and his ruling on any point shall be final (subject only to standing order 4). Agenda 6. The Assembly shall adopt the Agenda for each meeting at the start of the meeting; however additions may be made in writing to the chairman during the meeting. These will be added pending being accepted by a vote. Voting 7. The right to vote shall only be given to delegates from Full member associations, provided they are in good financial standing with the Association. 8. Voting shall be by show of hands or by written ballot if at least one full member is so requiring (subject only to standing order 11). 9. In voting, motions shall be carried by a simple majority, unless the Constitution, Regulations or Standing Orders provide otherwise. 10. The Officers of the Executive have no vote, but the Executive as a whole has one (1) vote; Except where an officer is the only representative of his country, and the officer maintains his delegate vote. 11. The voting in the election of the Officers of the Executive shall be by written ballot, the results of which shall be announced to the Assembly by the Chairman. Presentation 12. Each Full Member who is in good financial standing with the Association shall have the right to speak, vote and move motions at meetings. 13. The Officers of the Executive, observers from Affiliate Member Associations and Honorary Life Members shall have the right to speak and move motions at every meeting of the Assembly. 14. Observers from Full Member Associations shall have the right to propose and speak on motions provided they are in good financial standing with the Association. 15. No member who is not in good financial standing with the Association shall have speaking rights unless permission is granted by the Assembly. Procedure: Order of Business 16. The Agenda for a meeting of the Assembly shall include: a) Call to order and opening of the session of the Assembly by the President of the EDSA b) Roll call and establishment of presence of quorum c) Election of the Chairman d) Apologies for absence e) Adoption of the Agenda f) New Members g) Adoption of Minutes of the previous meeting h) Report of the President i) Report of the Secretary General j) Report of the Treasurer k) Report of the Vice-President l) Reports from the delegates of each country m) Dental Politics n) European Exchange Programmes o) Congress report and future Congresses p) Magazine q) Report from Head Office r) Former Delegates Club s) Constitutional reform t) Future meetings u) Any other matters v) Closing of the meeting 17. A delegate of officer of the EDSA may during the meeting put the question that "the order of the Agenda may be changed". Such a motion shall require a simple majority vote. 18. The chairman is elected by the Assembly. 19. The Secretary of the Assembly shall be responsible for taking the official minutes from the meetings of the Assembly. 20. Extra points may be added to the agenda by a simple majority vote 21. The reports, including those of the Executive and other reports and the minutes of the previous session shall be circulated with the Agenda can be taken as read and with the consent of the Assembly shall be signed by the chairman as a correct record of the previous session. Failing such consent the necessary amendments shall be made to the minutes which shall then be signed as correct. 22. The chairman shall not allow discussion on the unconfirmed minutes, except with a view to their confirmation. 23. All reports, including those of the Officers of the Executive shall be presented, whenever possible, by the author. Consideration of the report shall be as follows: a) Questions on the matters contained in the written report. b) Direct reply by the Officer involved. c) Adoption of the report. 24. The Officer moving a report shall have the right to reply to discussion and debate on the report before the question is put. Motions 25. Any delegate, observer, Honorary Life Member and the Officers of the Executive shall have the right to move motions. 26. No motion shall be open for discussion until it has been seconded by a delegate from another Full Member, but the proposer shall have the right to speak to the motion in order to find a second. 27. No matter shall be discussed until it concerns an approved subject on the Agenda, except at the discretion of the chair. 28. A delegate may during the meeting, request "urgency" of the chair for a motion not appearing on the Agenda. After the delegate has briefly stated his reason for "urgency" the chairman shall at his discretion put the question to the Assembly who shall only grant the request by a simple majority. The motion shall then be placed on the Agenda under "substantive motions". 29. A motion shall only be open for discussion after the proposer and seconder have been given the opportunity to speak in support of the motion. 30. The first proposal in any particular subject shall be known as the Original Motion and all succeeding actions on the subject shall be called amendments. 31. The chairman shall, upon accepting any motion, invite discussion to that motion and shall put that motion as amended to the Committee at the termination of the discussion. The proposer of the motion or amendment has the right of reply before the motion or amendment is put. In every case, the question shall be put to the meeting from the chair immediately after the right of reply has been exercised. 32. Every motion or amendment must be moved by a delegate, observer, honorary Life Member or Officer of the Executive and seconded by a delegate or observer actually present at the meeting before they can be discussed. 33. Time limits upon speeches shall be set if necessary by the chairman who shall be competent to decide when sufficient debate has taken place upon the motion, report or amendment. 34. It is permissible for a delegate or Officer of the Executive to make his speech last and conclude with a motion or amendment. 35. Any motion or amendment, being proposed and seconded, may only be withdrawn by consent of the meeting. By such consent, a motion on the table may be withdrawn by the proposer, but it shall be open to the seconder or another delegate to oppose the withdrawal or to propose the same motion provided this is done immediately after such a withdrawal. 36. In the event of there being no discussion once a motion, amendment or report has been proposed and seconded, the chairman shall: a) Formally ask if there is any opposition or anyone wanting a discussion b) Warn the Committee that if there is no opposition or want for discussion he will declare the motion, amendment or report carried. c) In the event of there still not being any opposition or want for discussion declare motion, amendment or report carried. 37. No motion to rescind or amend a resolution passed by a meeting of the Committee shall be considered at the next session of the Committee at the same meeting. 38. No motion which is defeated or one which is substantially the same should be considered during the year, unless, at the discretion of the Chairman, significant new information has become available or circumstances have changed substantially since its defeat. Amendments 39. No amendments shall be moved which, by the chairman's ruling, rescinds, negates or destroys the Original Motion. 40. No other amendment shall be moved until the first amendment has been disposed of, but notice of further amendment may be given. 41. If at any time after a motion has been proposed and seconded, and before the motion is put, a delegate wishes, he may put an amendment to that motion. Amendments may be incorporated into the motion immediately with the approval of the proposer and seconder of the motion. 42. Once an amendment if before the Committee it must be dealt with before returning to the discussion of the motion as follows: a) If the amendment is carried, the discussions now continue on the amended motion. b) If the amendment fails, discussion reverts to the Original Motion. c) If the procedural motion "this house does not revert to the previous motion" be passed, discussion reverts to the original motion and no mention of the amendment is made in the Minutes. 43. If an amendment is carried, the motion as amended displaces the Original Motion and itself becomes the substantive motion, whereupon any further amendment relation to any portion of the substantive motion may be moved provided it has not been covered by an amendment or motion which has previously been rejected. After the votes on succeeding amendments have been taken, the surviving proposals shall be put to the vote as the main question, and if carried shall then become a resolution of the meeting. 44. Once an amendment has been carried, the proposer of the amendment becomes the proposer of the substantive motion and has the right to reply to the debate, except he may waive his right to reply to the debate in favor of the Original Motion. 45. No amendment may be moved after the proposer of the motion has started his speech in reply to the debate (subject to standing order 31). Procedure for amendments to amendments is the same as for amendments to substantive motions. Resolutions 46. A resolution is every decision taken by the Committee. ORDER OF PRECEDENCE 47. The chairman shall allow the following procedural motions to be put when there is already a proposal on the table, in the following order of precedence: a) That the motion be put now. b) That the motion be not now put. c) A motion to adjourn the matter to a later specified meeting. d) Next business. e) A motion to refer the matter to a committee for investigation and report. f) A motion to limit debate to a certain specific period of time. g) That the meeting should revert to the previous question. h) That the chairman's ruling be challenged. i) A vote of censure of the chair. j) A vote of no confidence in the chair. k) A motion for temporary adjournment. l) That the standing orders be suspended. m) That the standing orders be resumed. n) That the acceptance of these procedural motions shall be at a majority of those of the delegates present. 48. If the procedural motion "that the motion be not put" has been seconded, no further discussion on the Original Motion shall be allowed, but a member may give notice on his desire to speak further on the Original Motion. If the procedural motion is carried, only the proposer of the Original Motion under discussion shall be allowed to speak before the original Motion is put to the vote. 49. If the procedural motion to "limit debate to a certain specified period of time" is carried, the chairman shall draw up a list of those wishing to make their first speech on the subject and allot each one an equal proportion of the specified period. The proposer of the Original Motion under discussion shall be allowed a maximum of five minutes to sum up before the original motion is put to the vote. 50. Should any procedural motion under section 47 be defeated, the (10) minutes shall elapse before a further procedural motion may be accepted again by the chair, unless the chair is of the opinion that the circumstances have materially altered in the meantime. POINTS OF ORDER 51. In addition to discussion on a motion or amendment, the chairman shall allow the following points in order of precedence: a) Point of order b) Point of information 52. "Point of order" shall have precedence over all other business, and upon which there shall be no discussion. It may be made by a delegate rising to his feet, catching the eye of the chairman and crying "order". They must be framed as a question to the chairman and be related to the conduct of the meeting. 53. Point of information may be raised by a delegate rising to his feet and catching the chairman's eye, provided that the delegate who is speaking signifies his intention to give way. They may consist of information offered or a question asked of the delegate who had given way. Such questions shall only be raised while the delegate is speaking and not after he has completed his speech. CONDUCT OF THE MEETING 54. A delegate shall sit when speaking, and shall always address himself to the chairman. When the chairman rises or knocks with the gavel, any delegate speaking or offering to speak must refrain from speaking so that the chairman's words may be heard without interruption. 55. A speaker shall direct his speech strictly to the motion or amendment under discussion. If no definite motion or amendment is before the meeting, the speaker must direct his speech strictly to the point of the Agenda under discussion. 56. No delegate shall be allowed to speak more than once to a motion, as long as a delegate who has not spoken on that motion desires the floor. No member shall speak for longer than ten minutes at one time without the permission of the chairman. 57. If two or more delegates signify their wish to speak at the same time, precedence shall be given to him who first meets the eye of the chairman, 58. If the chairman calls a delegate to order, the speaking delegate shall thereupon resume his seat and no other delegate shall rise until the chairman has given permission for the debate to continue. The ruling of the chairman on any question under these standing orders or on points of order shall be subject only to standing order 47h, i and j. 59. In the event of grave disorder, the chairman acting on his discretion as a matter of right may declare the meeting adjourned and quit the chair. By that declaration no further business may be transacted before a new chairman is elected. 60. Any one or more of these standing orders may in case of urgency or after notice duly given, be suspended or changed at any meeting, so far as regards business at that particular meeting, provided that there is a two-thirds (2/3) majority in favor. Apendage In all affairs of the Assembly that are not covered by this Constitution the "Sturgis Code of Standard Parliamentary Procedure" will be used as the ultimate reference. In practice this will mean that most of the Standing Orders and parts of the Regulations can be taken from this source, thus eliminating the necessity of continually republishing this document.
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