Constitution
This version of the constitution has been accepted by the ASIF Council at its
9th meeting held in bad Hofgastein (Austria) on the 16th and 17th October 2009

2. Object and Powers
2.1 The Association is established to increase public awareness of Ankylosing Spondylitis and to disseminate knowledge of the disease around the world. In furtherance of this object but not further or otherwise, the Association shall have the following powers:

 

(a)	To act as a central body for national self-help organizations of Ankylosing Spondylitis (hereinafter called "AS") patients.
(b)	To stimulate and assist patients and health care professionals in other countries in the formation of national self-help AS organizations.
(c)	To exchange information of all kinds between member organizations.
(d)	To encourage development of research programs designed to discover the causes of, improve methods of treating, diagnosing, curing and preventing AS.
(e)	To sponsor, promote and encourage international scientific symposia in relation to AS. To publish those proceedings where appropriate.
(f)	To promote among physicians and other health professionals the exchange of knowledge with respect to AS and to cooperate with physicians, other health professionals and health organizations to improve standards of diagnosis, care and treatment of AS patients.
(g)	To cooperate with and further cooperation among health professionals, public and private health institutions and other eminent bodies like EULAR, PARE, ASAS, ILAR, PANLAR, SEAPL etc.
(h)	To raise, disburse and administer funds and to take other appropriate action in the furtherance of the foregoing purposes.

 

(a)	bring together in conferences representatives of volountary organizations, Government departments, statutory authorities and individuals;
(b)	promote and carry out or assist in promoting and carrying out research, surveys and investigations and publish the results of such research, surveys and investigations;
(c)	arrange and provide for, or join in arranging and providing for, the holding of exhibitions, meetings, lectures, classes, seminars and training courses;
(d)	collect and disseminate information on all matters affecting such objects and exchange such information with other bodies having similar objects whether in this country or overseas;
(e)	undertake, execute, manage or assist any charitable trusts which may lawfully be undertaken, executed, managed or assisted by the Association;
(f)	procure to be written and print, publish, issue and circulate gratuitously or otherwise such papers, books, periodicals, pamphlets or other documents, films, videos, recorded tapes or similar;
(g)	purchase, take on lease or in exchange, hire or otherwise acquire any property and any rights and privileges necessary for the promotion of such objects and construct, maintain and alter any buildings or erections necessary for the work of the Association;
(h)	make regulations for any property which may be so acquired;
(i)	sell, let, mortgage, dispose of or turn to account all or any of the property or assets of the Association, subject to such consents as are required by law;
(j)	accept gifts and borrow or raise money for such objects on such terms and on such security as shall be thought fit, subject to such consents as are required by law;
(k)	procure contributions to the Association by personal or written appeals, public meetings or otherwise;
(l)	invest the money of the Association not immediately required for such objects in or on such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by law;
(m)	do all such other lawful things as are necessary for the attainment of such objects.

3. Membership
3.1 Membership is open to national (or regional) self-help organizations hereinafter called "National Organizations" of AS patients whose purposes are compatible with this Constitution.
3.2 Where there is more than one organization in any one country, they must agree as to which one is to be the member. In the event of agreement not being reached, the Council is empowered to select one of the candidate organizations or, in special cases, to accept more than one. (See however paragraph 6.2).
3.3 The Council shall have the right to approve or reject applications by National Organizations for membership.
3.4 National Organizations may terminate their membership in writing and shall confirm that their decision has been arrived at in accordance with their own voting procedures.
3.5 National Organizations may be removed by not less than 2/3 of all votes cast at a Council Meeting provided that all the National Organizations have had at least 30 days notice of the proposed removal.

4. Officers
4.1 The President, the Vice-President, the Treasurer, and the Secretary are called “Officers” of the association.
4.2 Each Officer shall hold office until the next regular Council meeting after his or her election or until he or she is removed by a vote of the Council in accordance with sub-clause 4.3 below, and shall be eligible for re-election.
4.3 The Council may by not less than a 2/3 majority of the votes cast remove immediately any Officer at any time with or without cause.
4.4 Any Officer may resign at any time by giving written notice to the Association. Any such resignation shall be without prejudice to the rights (if any) of the Association under any contract to which the Officer is a party. Any such resignation shall take effect upon the date of the receipt of such notice or at any later time specified therein, and unless specified therein the acceptance of such resignation shall not be necessary to make it effective.
4.5 The President shall

 

(a)	be the Executive Officer of the Association,
(b)	preside at Council Meetings,
(c)	be an ex-officio member of all committees of the Association including the Executive Committee,
(d)	be custodian of the records of the Association,
(e)	maintain record books in which official acts of the Association are entered along with any amendments, and
(f)	perform all such other duties as may be determined from time to time by the Council.

(a) assist the President,
(b) assume the duties of the President in the absence of the President,
(c) be an ex-officio member of all committees of the Association including the Executive Committee,
(d) perform all such duties as may be determined from time to time by the Council.

(a) receive dues and contributions on behalf of the Association,
(b) make payments in accordance with the budget or at the direction of the Council or Executive Committee,
(c) maintain proper financial records,
(d) prepare the books for audit or examination when requested,
(e) prepare and submit appropriate financial reports to the legally constituted authorities, the Council and the Executive Committee, and
(f) perform such other duties as may be determined from time to time by the Council.

(a) keep minutes of all meetings of the Association,
(b) maintain record books in which official acts of the Association are entered along with any amendments,
(c) take care of membership records, handle general correspondence,
(d) perform such other duties as may be determined from time to time by the Council.

5. The Executive Committee
5.1 The Executive Committee shall consist of the President, the Vice-President, the Treasurer, the Secretary and three additional executive committee members.
5.2 If at any time after the election of the Executive Committee a vacancy should arise, the remaining members of the Executive Committee shall appoint a replacement member whose appointment shall be approved by a majority of the votes cast at the next Council Meeting.
5.3 The ex-officio members of the Executive Committee (the President, the Vice-President, the Treasurer and the Secretary as aforesaid) shall be members of the Executive Committee until they cease to be Officers of the Association. The remaining members of the Executive Committee shall hold office until the next regular Council meeting after his or her election unless he or she is removed by a vote of the Council in accordance with sub-clause 5.5, and shall be eligible for re-election.
5.4 The Council may by a 2/3 majority of the votes cast remove immediately any member of the Executive Committee at any time with or without cause.
5.5 Any member of the Executive Committee may resign at any time by giving written notice to the Association. Any such resignation shall be without prejudice to the rights (if any) of the Association under any contract to which the member is a party. Any such resignation shall take effect upon the date of the receipt of such notice or at any later time specified therein, and unless specified therein the acceptance of such resignation shall not be necessary to make it effective.
5.6 The every-day management of the Association shall be vested in the Executive Committee. The Executive Committee shall
(a) act on behalf of the Council between meetings on all matters not specifically vested in the Council, (b) appoint an auditor or independent qualified accountant to report to the Council, (c) authorize any non-beneficial expenditure up to a total amount of 20 % of the budget fixed at the previous Council Meeting, (d) execute resolutions of the Council, (e) proceed with any other business of which 10 days notice has been given to the Members of the Executive Committee
5.7 The Executive Committee shall not remove any National Organization, Officer, or Member of the Executive Committee of the Association
5.8 The quorum at a meeting of the Executive Committee shall be four.

6. The Council
6.1 Each National Organization shall appoint one delegate to represent it and vote on its behalf at meetings of the Council of the Association. In the event of a National Organization failing to appoint a delegate, the Council shall have the right to select a delegate.
6.2: Each National Organization may appoint a deputy delegate who also must hold a position in the National Organisation. The deputy delegate is a member of the Council with voting rights if the delegate is unable to attend the Council Meeting.
6.3 If there shall be more than one member organization in any country, they must decide between themselves who will represent them as delegate and deputy delegate on the Council. If they should fail to decide, the Council shall select one or two of their proposals as their delegate and deputy delegate.
6.4 Each National Organization may appoint observers to attend Council Meetings (who shall not be entitled to vote) after approval by the Executive Committee.
6.5: A Meeting of the Council shall normally be held every second year and at such place as the Executive Committee shall determine. At least three months' notice shall be given by the President to each National Organization. At such Council Meeting the business shall include the following:

(a) Acceptance of the last minutes,
(b) Report of the President,
(c) Financial Report,
(d) Determination of dues,
(e) Acceptance of proposals,
(f) Consideration of matters presented by the Executive Committee,
(g) National Organizations' membership applications,
(h) Changes to the Association's Constitution,
(i) Announcement of Officers' and other Executive Committee members' resignations,
(j) Removal of Members of the Executive Committee / Officers of the Association,
(k) Election when necessary of President, Vice-President, Treasurer, Secretary and other Members of the Executive Committee,
(l) Formal approval to the actions of the Executive Committee,
(m) Approval of a budget,
(n) Discussion on other items of the agenda,
(o) Dissolution of the Association when necessary,
(p) Intended date and place of the next council meeting,
(q) Any other matter.

6.6 Elections are to be held by secret ballot as soon as there are more candidates proposed than positions vacant. Also, voting for the removal of a member of the Executive Committee shall be by secret ballot.

7. Nominations and election of Officers and other Executive Committee Members
7.1 At least six months before a Council meeting, the President invites the National Organizations to submit nominations of candidates for Officers and other Members of the Executive Committee. The Nominations made by National Organizations must be in writing. It is desirable that the nomination is in the hands of the President at least 3 months before the Council meeting.
7.2 In the case where Council members are unable to attend, they can vote by mail. This does not preclude that other members of the Council may be nominated at the Council Meeting. The chairman of the elections should therefore ask whether there are any other candidates proposed from the floor.
7.3 The Executive Committee shall, if possible, propose a list of at least one candidate for President, Vice-President, Treasurer, Secretary and the remaining Executive Committee Members for election at least one month before the Council meeting.
7.4 Eligibility. Any delegate or deputy-delegate who wishes to be a candidate for election to Officer or one of the three additional Executive Committee members must hold a position in their National Organisation.
7.5 The Council shall elect by a majority of the votes cast, the President, Vice-President, Secretary, Treasurer and the three ordinary members of the Executive Committee from the delegates and deputy-delegates.

8. Rules of procedure at all meetings
8.1 The quorum at a meeting of the Council or of any committee shall be 1/3 of the total membership of the Council or committee (as the case may be) or such other number as the Association may in a Council Meeting from time to time determine.
8.2 Save as otherwise provided, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote. Arrangements for proxy voting may from time to time be made by the Executive Committee provided that no such arrangement shall be made with regard to clauses 11 and 12. In the case of an equality of votes, the chairman of the meeting shall have a second or casting vote.
8.3 Minute books shall be kept by the Executive Committee and all other committees, and the appropriate secretary shall enter in the minute book a record of all proceedings and resolutions.
8.4 The Executive Committee shall have power to adopt and issue standing orders and/or rules for the Association. Such standing orders and/or rules shall come into operation immediately provided that they shall be subject to review by the Council in a general meeting. They shall not be inconsistent with the provisions of this Constitution.

9. Finance

9.1 The Association shall be non-profit making.
9.2 All money raised by or on behalf of the Association shall be applied to further the objects of the Association and for no other purpose provided that nothing contained in this Constitution shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Association or the repayment of reasonable out of pocket expenses.
9.3 Proper accounts of the finances of the Association shall be kept by the treasurer of the Association.
9.4 The accounts shall be audited or independently examined once a year by a qualified accountant appointed by the Executive Committee.
9.5 Every financial year shall end on 31st December. Audited or examined accounts for the financial year shall be submitted not later than six months after its completion to all member organizations.
9.6 A bank account shall be opened in the name of the Association with any bank as the Executive Committee may from time to time decide. All cheques, drafts or other orders for the payment of money, notes or other evidence of indebtedness issued in the name of the Association shall be signed by such Officers or Agents of the Association as determined by the Executive Committee. In the absence of such determination such instruments shall be signed by the Treasurer.
9.7 The income of the Association shall consist of:

(a) Dues from National Organizations which shall be based on a fixed rate per member of the National Organization plus a fixed rate per National Organization (regardless of membership size) set by the Council,
(b) Income from the assets of the Association,
(c) Donations,
(d) Other income.
(e) Additional funds may be raised by a majority of the votes cast at a Council meeting, increasing the dues payable from National Organizations.

10. Trust Property
 The title to all real or personal property which may be acquired by or on behalf of the Association, shall be vested in a Corporation lawfully entitled to act as custodian trustee or in not less than two nor more than seven individual members of the Association.

11. Alterations of the Constitution

11.1 Any alteration of this Constitution shall receive the assent of not less than 2/3 of the Council members with voting rights, present at a Council Meeting.
11.2 At least three months notice in writing of a meeting specifically called for the purpose of amending the Constitution of the Association, setting forth the terms of the alteration to be proposed, shall be sent by the President to each member of the Council. This does not hold for alterations in regular Council meetings provided that no alteration shall be made which would have the effect of causing the Association to cease to be a Charity at law.

12. Dissolution
If the Council by a simple majority decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Association, it shall call a meeting of the members of the Council of which meeting not less than 21 days notice (stating the terms of the resolution to be proposed) shall be given. If such decision shall be confirmed by a simple majority of those present and voting at such meeting, the Executive Committee shall have power to dispose of any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be returned to the National Organizations in shares proportional to their last dues payment before the dissolution of the Association.

13. Notices
 Any notice may be served by the President on any National Organization or on its appointed representatives as the case may be or by sending it through the post in an air mail letter addressed to such member at his, her or its last known address and any letter so sent shall be deemed to have been received within 10 days of posting.

14. Concluding determination
In all instances for which this constitution does not prescribe its requisites, the Executive Committee determines the procedure.

Appendix I
A personal travel insurance policy to cover theft, loss and medical problems is highly recommended. ASIF cannot accept to be held liable for any problem caused during the participant’s travel and stay at the Council Meetings and meetings of any committee under ASIF.

Appendix II- Constitution Terminology

AS	Ankylosing Spondylitis
ASIF member	A national or regional AS patient organization registered as such with ASIF.
Delegate	A person appointed by an ASIF member organization to represent the organization in an ASIF Council meeting.
Deputy delegate	Each ASIF member organization may appoint a deputy delegate.
Council	The Executive committee, the delegates and deputy delegates constitute the members of the Council. Observers may in addition be invited to the Council meetings.
Executive Committee	Consists of the president, vice-president, secretary, treasurer plus three additional committee members.
Officers	The president, vice-president, secretary and treasurer