EPS Statutes & Bylaws

A. Statutes

EPS Statutes (English translation)
used for the official registration of the EPS in Prato/Florence, Italy
21 March 2012, Prato, Italy

B. Bylaws

EPS Bylaws
These Bylaws consider whatever is pre-specified in the Statutes and complement these where in areas not specified.
The text below incorporates all decisions made by the General Assembly of September 5th, 2016 and it can also be downloaded from here as a pdf.
05 September 2016, Leipzig, Germany


A. Statutes of the European Peptide Society

1. Name and Headquarters

1.1. It is constituted a scientific Society termed European Peptide Society (also known as EPS) based in Prato, Via Francesco Ferrucci n.203 / C; offices, branches and employees could be set up also in other locations to be determined by the Executive Committee.

1.2. The operational seat is in the city of residence of the Treasurer.

1.3. The Society is also available via internet on the website.

 

2. Mission and Goals

2.1. The European Peptide Society is a non-political and non-profit organization with the objective of coordinating, promoting and representing to other similar entities and / or institutional organisms at the international level, in order to promote the advancement of research and training in the peptide sciences in Europe and in other extra-European countries.

2.2. The EPS may organize international scientific meetings, may support the organization of national meetings and training courses, may publish and disseminate knowledge on all aspects of peptide science, providing expertise to legislators and standardization panels, and maintaining contacts or associating or affiliating with other entities or societies of any nature or kind with similar scopes to EPS or strategic for it.

2.3. The Society may also undertake the activity of offering services which are in accordance with the aims of EPS.

 

3. Duration

3.1. The Society is permanent and can only be dissolved by resolution of the General Assembly in extraordinary session.

 

4. Organisation and Structure

4.1. The EPS is a Society open to all academic peptide scholars that operate in countries of the European continent and in extra-European countries. Each European country, which is represented by at least seven ordinary members, may ask to be associated with EPS as Effective Member with voting rights. The application shall be submitted to the Secretary of the EPS who will submit it to the Executive Committee. The Executive Committee will approve the request if the eligible criteria for admission are met. The admitted country will have the right to be represented in the General Assembly by its delegate who will have the right to vote. In the case of resignation of a delegate, the country whom was represented by, shall nominate a new delegate who will be presented to the General Assembly by the Secretary of the EPS.

4.2. The governing bodies are:

  1. The General Assembly
  2. The Executive Committee
  3. The President
  4. The Secretary
  5. The Treasurer

4.3. All social positions are free of charge, except for reimbursement of documented expenses made on behalf of the Society. The expenses shall be approved by the Executive Committee.

 

5. Members

5.1. Three categories of members are identified:

a) Ordinary Members: Any academic peptide scholar can apply for admission to the Society as an ordinary member if he/she can demonstrate to actively perform research in peptide science and to be co-author of at least one publication in the scientific press in the field of peptide science. These members do not have the right to vote in the General Assembly, but can benefit from the activities of the Society.

b) Honorary Members: Any physical or juridical person which has been designated by the General Assembly to be worthy to participate in the Society. These members do not have the right to govern the Society, but can benefit from the activities of the Society.

c) Effective Members: They are the members who constituted the Committee on June 13, 2011:

  1. HUDECZ FERENC, born in Budapest (H) on 12/09/1952 and resident in Budapest (H), Abel J. Utca n. 20, codice fiscale HDC FNC 52P12 Z134J;
  2. PAPINI ANNA MARIA, born in Firenze (IT) on 02/02/1959 and resident in Firenze (IT) Via G. Alessi n. 2, codice fiscale PPN NMR 59B42 D612L;
  3. EBERLE ALEX NIKLAUS, born in St. Gallen (CH) on 09/11/1945 and resident in Basel (CH) Oberer Batterieweg n. 71, codice fiscale BRL LNK 45S09 Z133O;
  4. CORDOPATIS PAVLOS, born in Athens (GR) on 01/04/1947 and resident in Patras (GR) Petmeza Str. N 29, codice fiscale CRD PLS 47D01 Z115Y;
  5. LAVIELLE SOLANGE born in Dax (F) on 05/06/1951 and resident in Paris (F) Place SOUHAM n 11, codice fiscale LVL SNG 51H45 Z110S; and
  6. one Delegate per associated country admitted by the General Assembly.

All Effective Members and only them have the right to participate in the General Assembly that can co-opt other Effective Members.

5.2. Each member undertakes to respect the rules of this Statute, the provisions of the regulations made under this statute and the decisions taken by the legal bodies.

5.3. The membership of the Society also entails the obligation to pay a membership fee if requested by the Executive Committee and accepted by the General Assembly.

5.4. The Society ensures compliance with the rules governing the processing of personal data and is obligated to provide personal data of all the members of each country only for institutional and non-commercial scopes.

 

6. Admission

6.1. Those who are eligible to join the Society can apply using the application form posted on the Society website. The applicant asking to participate in the EPS shall agree with the scopes, mission, and Statutes of the European Peptide Society.

6.2. The Executive Committee, after verifying the necessary conditions for admission, acknowledges the applicant and orders its entry in the register of members. The refusal is not subject to claims. The Executive Committee has 60 (sixty) days to decide.

 

7. Decay

7.1. Any member ceases to belong to the Society in the following cases:

a) She/he resigns by any means to be communicated in writing and provided that it is still likely to ensure proof of receipt. The resignations take effect after day 8 (eight) after receiving the information.

b) Exclusion because of resolution of the General Assembly established for reasons of incompatibility with the Society or for violating the standards and requirements of the statutes or of having committed acts or acts discreditable to the Society.

c) For failure to pay contributions within the reference year. In that case, the member ceases to belong to the Society since January 1st of the following year without further notice or formality.

 

8. General Assembly

8.1. General Assembly is composed of Effective Members if recorded in the members’ register.

8.2. The General Assembly is validly constituted when at least half of the effective members plus one are present and may be convened in ordinary session or in extraordinary session for specific issues.

8.3. Each Effective Member has one vote and cannot be represented.

8.4. President of the General Assembly is the President of the Executive Committee and of the Society. In the event of his absence or disability a person designated by the majority of those present will be designated. It is for the President to appoint a Secretary in charge of verbalization of the meeting.

8.5. The Assembly is called at least once a year not later than June 30 by the President of the Society. The Assembly can be called also on specific request from at least a quarter of the effective members addressed to the Executive Committee.

8.6. The General assembly can have:

a) an ordinary meeting for:

  1. Election of the President.
  2. Approval of the annual budget proposed by the Executive Committee.
  3. Nomination of the Executive Committee and of the charges of the officers.
  4. Substituting a resigning member.
  5. Deliberating the exclusion of a member.
  6. Co-opting other members of the Society, up to a maximum of 10% of the number of the  Effective Members.
  7. Fixing the annual membership fee.
  8. Regulating the internal and/or outside relations of the Society and/or implement the provisions of these Statutes, developing and approving internal rules of procedure.
  9. Forming special committees to develop institutional non-administrative activities chaired by a member delegated by the Executive Committee.
  10. Deliberating the venue and the organization of the biannual EPS symposia.

b) an extraordinary session with the intervention of a Notary for:

  1. Amendments to the Statutes.
  2. Dissolution, liquidation or appointment of the Society and the liquidator(s).

8.7. The General Assembly is called at least ten days in advance by notice via email, postal mail or fax addressed to all effective members specifying the time, place and agenda. It may also include the time and place of the second call.

8.8. The General Assembly may be convened in any country.

8.9. It is possible to organise the General Assembly by means of telecommunications, such as by teleconference or video conference.

8.10. The General Assembly, meeting in ordinary session, decides by the affirmative vote of a majority of present Effective Members. In the second call is valid whatever the number of participants and decides by a majority of those present.

8.11.The extraordinary General Assembly deliberates by a positive vote of two thirds of members on first call, and the majority of those present on second call. The decision to dissolve and the devolution of the assets requires the presence and the affirmative vote of at least three-quarters (3/4) of the effective members.

8.12. In the event of a tie vote, the vote of the President prevails.

8.13. Minutes of the meetings are written by the Secretary and recorded in a special book after their approval. The Minutes shall be signed by the Secretary and the President.

 

9. Executive Committee

9.1. The Society is administered by the Executive Committee composed of a minimum of five members (Officers) and a maximum of seven, appointed by the General Assembly that shall nominate, in any case, the President, the Secretary, the Treasurer, the Scientific Affairs Officer, and the Communication Officer.

9.2. Each member of the Executive Committee has one vote and cannot be represented.

9.3. The Executive Committee members are in charge for a period of four years and in any case till the approval of the annual budget of the fourth year and may be reappointed for a further period of four years and cannot be re-elected until after four more years.

9.4. In the event that one or more members of the Executive Committee were to fail for any reason, the General Assembly will nominate the substitute that will remain in office until the end of the current mandate.

9.5. By May 31st of each year, together with the draft of the balance of the previous year, the Executive Committee shall submit to the General Assembly a report on the activities of the Committee. The Executive Committee shall make available the documents at least eight days before the Meeting of the General Assembly that shall approve them.

9.6. The Executive Committee can distribute tasks and assign tasks to each officer, who shall report to the Committee.

9.7. It is the responsibility of the Executive Committee to delegate to special committees to carry out institutional activities not chaired by an officer of the Executive Committee.

9.8. Except in cases of force majeure, the resigning members of the Executive Committee remain in office until they are replaced.

 

10. President

10.1 The President of the Society oversees the implementation of resolutions of the General Assembly and of the Executive Committee and has legal representation, even representation of the case, as well as the signature of the Society within the limits may be established in the appointment.

 

11. Secretary

11.1. The Secretary shall implement the resolutions of the General Assembly and of the Executive Committee.

11.2 The Secretary is custodian of the members’ register which shall contain the names, personal details, title, and professional specialization, addresses, telephone and electronic mail.

 

12. Treasurer

12.1 The Treasurer shall take care of the financial administration of the Society through the bookkeeping, she/he prepares and supervises the annual receipts and payments.

12.2 The Treasurer may be delegated, separately or jointly with the President and / or the Secretary, to administer the bank account opened at the name of the Society, or on behalf of the Society with separate or jointly signature of the President and / or the Secretary within and conditions provided in the nomination act.

12.3 The Treasurer may use the work of experienced professionals in accounting, tax, corporate and shall appoint a statutory auditor for the preparation and validation of the annual balance sheet and, if required, the budget estimate.

12.4 The Treasurer shall periodically keep informed the members of the General Assembly and of the Executive Committee on the results of financial management.

 

13. Fiscal Year

13.1. Each fiscal year begins January 1 and ending December 31. The first financial year will end December 31, 2012.

13.2. At the end of each financial year, the Treasurer shall prepare the financial statements.

 

14. Society Assets and Cash on Hand

14 .1. The Society assets consist of:

  • Any donations, donations specifically for the achievement of social goals;
  • From the annual dues established by the General Assembly;
  • From any extraordinary contributions.

14.2. Capital represented by the cash of the association shall be deposited in a bank account at the name of EPS, at a bank in the country of residence of the Treasurer.

15. Dissolution of the Society

15.1. The Society may be dissolved by the extraordinary Assembly meeting which must appoint one or more liquidators and fix their powers.

15.2. The net assets upon liquidation shall be allocated to other public and / or private non-profit organization whose purpose and aims are similar to those of EPS.

 

16. Arbitration Clause

16.1. All disputes of an international character related to these Statutes, including those relating to its validity, interpretation, execution and resolution, shall be settled by arbitration in accordance with the Geneva Convention of 1961. Arbitration shall be in Geneva. The board will consist of two arbitrators appointed respectively by the parties and a third, acting as President, appointed jointly by the other two arbitrators or, in case of failing agreement, as provided by the International Chamber of Arbitration in Geneva.

 

17. Rules of Court

17.1. Although not specifically provided for in these Statutes and/or internal regulations, the rules in force in Italy and governing societies will be applied.

 Schedule of Constituent Countries

  • Austria
  • Belgium
  • Bulgaria
  • Croatia
  • Czech Republic
  • Denmark
  • Finland
  • France
  • Germany
  • Greece
  • Hungary
  • Ireland
  • Israel
  • Italy
  • Latvia
  • The Netherlands
  • Norway
  • Poland
  • Portugal
  • Russia
  • Slovakia
  • Slovenia
  • Spain
  • Sweden
  • Switzerland
  • United Kingdom

21 March 2012, Prato, Italy

 


B. Bylaws of the European Peptide Society > complete pdf 

 

Based on the Statutes of the EPS of 25 March 2012 (Italian original and English translation) used for the official registration of the EPS in Prato/Florence, Italy. These Bylaws consider whatever is prespecified in the Statutes and complement these where in areas not specified.

Text in italic corresponds to the translation of the official Italian EPS statutes with some minor corrections, normal text are additions.

 

  1. Name and Headquarters

1.1. It is constituted a scientific Society termed European Peptide Society (also known as EPS) based in Prato, Via Francesco Ferrucci n.203 / C; offices, branches and employees could be set up also in other locations to be determined by the Executive Committee.

1.2. The operational seat is in the city of residence of the Treasurer.

1.3. The Society is also available via internet on the website.

 

  1. Mission and Goals

2.1. The European Peptide Society is non-political and non-profit organization with the objective of coordinating, promoting and representing at the international level, before other similar organizations and / or institutions, the advancement of research and training in the science of peptides in Europe and other countries outside Europe.

 

2.2. The EPS may organise international scientific meetings, may support the organization of national meetings and training courses, may publish and disseminate knowledge on all aspects of peptide science, providing expertise to legislators and standardization panels, and maintaining contacts or associating or affiliating with other entities or societies of any nature or kind with similar scopes to EPS or strategic for it.

2.3. The Society may also undertake the activity of offering services which are in accordance with the aims of EPS.

 

  1. Duration

3.1. The Society is permanent and can only be dissolved by resolution of the General Assembly in extraordinary session.

 

  1. Organisation and Structure

4.1. The EPS is a Society open to all academic peptide scholars that operate in countries of the European continent and in extra-European countries. Each European country, which is represented by at least seven ordinary members, may ask to be associated with EPS as Effective Member with voting rights. The application shall be submitted to the Secretary of the EPS who will submit it to the Executive Committee. The Executive Committee will approve the request if the eligible criteria for admission are met. The admitted country will have the right to be represented in the General Assembly (Council) by its delegate who will have the right to vote. In the case of resignation of a delegate, the country, which was represented by the resigning delegate, shall nominate and elect a new delegate who will be presented to the General Assembly by the Secretary of the EPS.

4.2. The governing bodies are:

  1. a) The General Assembly (see § 8)
  2. b) The Executive Committee (see § 9)
  3. c) The President
  4. d) The Secretary
  5. e) The Treasurer

4.3. All social positions are free of charge, except for reimbursement of documented expenses made on behalf of the Society. The expenses shall be approved by the Executive Committee.

Constituent countries of the EPS are countries of the European continent and some countries that have joined the EPS by invitation. Criterion for a European country to become associated with the EPS is a minimum of seven registered ordinary members (see § 4.1 above).

At present, the following countries are the constituent countries of the EPS: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Latvia, The Netherlands, Norway, Poland, Portugal, Russia, Slovakia, Slovenia, Spain, Sweden, Switzerland and the United Kingdom. The updated list is found in Annexe 1.

 

  1. Members

5.1. Three categories of members are identified:

  1. a) Ordinary Members: Any academic peptide scholar can apply for admission to the Society as an ordinary member if he/she can demonstrate to actively perform research in peptide science and to be co-author of at least one publication in the scientific press in the field of peptide science.

In addition, membership can be granted to those demonstrating to be active in industrial activities related to peptide research (instrumentation, analysis, purification, production, ..etc). Such applications will be reviewed by the Secretary and are subject to additional information requests. PhD students without a publication or MA students with a publication (but not BA students) will be accepted as members on the recommendation of their academic promoter. Applicants are responsible for sending this recommendation to the EPS Secretary at the latest two weeks after the application, otherwise the application will be deleted.

These members do not have the right to vote in the General Assembly, but can benefit from the activities of the Society.

  1. b) Honorary Members: Any physical or juridical person, which has been designated by the Council (General Assembly) to be worthy to participate in the Society.

The Executive Committee will check any nomination and present it to the Council (General Assembly) for election.

These members do not have the right to govern the Society, but can benefit from the activities of the Society.

  1. c) Effective Members: Effective Members, and only them, have the right to participate in the General Assembly, which can also co-opt other Effective Members.

 

Effective members include:

(A) the serving Executive Committee, who are co-opted as members of the General Assembly. Currently serving are:

1) David Andreu, born in Manresa (ES) on 09/04/1953 and resident in Barcelona (ES),.Saragossa 47, fiscal code ES39303944A;

2) Anna Maria Papini, born in Firenze (IT) on 02/02/1959 and resident in Firenze (IT) Via G. Alessi n. 2, fiscal code PPN NMR 59B42 D612L;

3) Dirk A. Tourwé, born in Zoutleeuw (BE) on 10/08/1947 and resident in Itterbeek (BE), Halleweg 34, National register ID number 47.08.10-419.33;

4) Krzysztof Rolka, born in Maldyty (PL) on 09/07/1957 and resident Lublewo Gdanskie 83-050, Brzozowa 14, National register ID number – 57070903694;

5) Norbert Sewald born in Munich (DE) on 06/11/1961 and resident in 33739 Bielefeld (DE), Markscheide 22, ID 47659873127.

 

(B) the Editor-in-Chief of the Journal of Peptide Science, also co-opted as member of the General Assembly

 

and

 

(C) one Delegate per every associated country admitted to the General Assembly, who represents the peptide scientific community of that country and is elected for a 4-year period by the ordinary members of that country in a vote organised by the Secretary of the EPS.

 

Ordinary EPS members from a country who have registered until the announcement of the call for nomination are eligible for voting their country’s Delegate. Those registering after this date will be able to participate in the next vote.

If the Delegate from a country moves permanently or for an undetermined period to another country, a new Delegate will be elected.

Re-election of a country’s Delegate is possible for only another 4-year period, after which the Delegate must resign. Reelection at a later time period (after at least four years have elapsed) is possible.

The Executive Committee can invite guests without voting rights to the General Assembly (Council Meeting), e.g. an ordinary member of a country whose elected Delegate is absent.

5.2. Each member undertakes to respect the rules of this Statute, the provisions of the regulations made under this statute and the decisions taken by the legal bodies.

5.3. The membership of the Society also entails the obligation to pay a membership fee if requested by the Executive Committee and accepted by the General Assembly.

5.4. The Society ensures compliance with the rules governing the processing of personal data and is obligated to provide personal data of all the members of each country only for institutional and non-commercial scopes.

The Secretary of the EPS keeps a register of names and addresses of all members of the EPS.

 

  1. Admission

6.1. Those who are eligible to join the Society as ordinary members can apply using the application form posted on the Society website. The applicant asking to participate in the EPS shall agree with the scopes, mission, and Statutes of the European Peptide Society.

6.2. The Executive Committee, after verifying the necessary conditions for admission, acknowledges the applicant and orders its entry in the register of members. The refusal is not subject to claims. The Executive Committee has 60 (sixty) days to decide.

The Secretary, with the help of the respective Council Member, controls the eligibility for membership. For applications from non-constituent countries, the criteria for eligibility are the same as those from European countries. For termination of membership see § 7 of the Statutes.

 

  1. Decay

7.1. Any member ceases to belong to the Society in the following cases:

  1. a) She/he resigns by any means to be communicated in writing and provided that it is still likely to ensure proof of receipt. The resignations take effect after day 8 (eight) after receiving the information.
  2. b) Exclusion because of resolution of the General Assembly established for reasons of incompatibility with the Society or for violating the standards and requirements of the statutes or of having committed acts or acts discreditable to the Society.
  3. c) For failure to pay contributions within the reference year. In that case, the member ceases to belong to the Society since January 1st of the following year without further notice or formality.

 

  1. General Assembly (Council Meeting)

8.1. General Assembly (Council Meeting) is composed of Effective Members (Council Members) if recorded in the members’ register, i.e. the elected representatives of all constituent countries (one member for every constituent country) and the co-opted members (such as the members of the Executive Committee, the Editor-in-Chief of the Journal of Peptide Science).

8.2. The General Assembly is validly constituted when at least half of the effective members plus one are present and may be convened in ordinary session or in extraordinary session for specific issues. If the necessary number of present Effective Members is not met, a second call of Council Meeting is required, in which decision can be taken by the majority of those present.

8.3. Each Effective Member has one vote and cannot be represented.

8.4. President of the General Assembly is the President of the Executive Committee and of the Society. In the event of his absence or disability a person designated by the majority of those present will be designated. It is for the President to appoint a Secretary in charge of verbalization of the meeting.

8.5. The Assembly is called at least once a year not later than June 30 by the President of the Society. The Assembly can be called also on specific request from at least a quarter of the Effective Members addressed to the Executive Committee.

Important business to be discussed and decided by the Council will preferably be scheduled for those General Assembly Meetings held in connection with the biannual EPS symposium (even years) whereas the budgets and accounts (revisions) have to be decided by the Council annually.

8.6. The General Assembly can have:

  1. a) an ordinary meeting for:

a.1) Election of the President.

a.2) Approval of the annual budget proposed by the Executive Committee.

a.3) Nomination of the Executive Committee and of the charges of the officers.

a.4) Substituting a resigning member.

a.5) Deliberating the exclusion of a member.

a.6) Co-opting other members of the Society, up to a maximum of 10% of the number of the  Effective Members.

a.7) Fixing the annual membership fee.

a.8) Regulating the internal and/or outside relations of the Society and/or implement the provisions of these Statutes, developing and approving internal rules of procedure.

a.9) Forming special committees to develop institutional non-administrative activities chaired by a member delegated by the Executive Committee.

a.10) Deliberating the venue and the organization of the biannual EPS symposia.

b) an extraordinary session with the intervention of a Notary also necessitating the affirmative votes of at least three quarters of the Effective Members present for:

b.1) Amendments to the Statutes.

b.2) Dissolution, liquidation or appointment of the Society and the liquidator(s).

8.7. The General Assembly is called at least ten days in advance by notice via email, postal mail or fax addressed to all effective members specifying the time, place and agenda. It may also include the time and place of the second call.

8.8. The General Assembly may be convened in any country.

8.9. It is possible to organise the General Assembly by means of telecommunications, such as by teleconference or videoconference.

8.10. The General Assembly, meeting in ordinary session, decides by the affirmative vote of a majority of present Effective Members. The second call is valid whatever the number of participants and decides by a majority of those present.

8.11.The extraordinary General Assembly deliberates by a positive vote of two thirds of members on first call, and the majority of those present on second call. The decision to dissolve and the devolution of the assets requires the presence and the affirmative vote of at least three-quarters (3/4) of the effective members.

8.12. In the event of a tie vote, the vote of the President prevails.

8.13. Minutes of the meetings are written by the Secretary and recorded in a special book after their approval. The minutes shall be signed by the Secretary and the President.

The General Assembly is also responsible for the election of the laureates of the Rudinger Zervas and Miklós Bodanszky awards; for details see Annex 7) and may establish additional awards (§ 20).

A “Certificate for Service” as well as a medal entitled “For Service to the European Peptide Society” (established in 2004) shall recognize the work of retiring Effective members: national representatives, presidents and officers of the Society.

 

  1. Executive Committee

9.1. The Society is administered by the Executive Committee composed of a minimum of five members (Officers) and a maximum of seven, appointed by the General Assembly that shall nominate, in any case, the President, the Secretary, the Treasurer, the Scientific Affairs Officer, and the Communication Officer. The General Assembly may elect one or two additional members to the Executive Committee if requested by the President. The maximum number of seven shall not be exceeded.

9.2. Each member of the Executive Committee has one vote and cannot be represented.

9.3. The Executive Committee members are in charge for a period of four years and in any case till the approval of the annual budget of the fourth year and may be reappointed for a further period of four years and cannot be re-elected until after four more years.

9.4. In the event that one or more members of the Executive Committee were to fail for any reason, the General Assembly will nominate the substitute that will remain in office until the end of the current mandate.

9.5. By May 31st of each year, together with the draft of the balance of the previous year, the Executive Committee shall submit to the General Assembly a report on the activities of the Committee in the past calendar year. The Executive Committee shall make available the documents at least eight days before the Meeting of the General Assembly that shall approve them.

9.6. The Executive Committee can distribute tasks and assign tasks to each officer, who shall report to the Committee.

9.7. It is the responsibility of the Executive Committee to delegate to special committees to carry out institutional activities not chaired by an officer of the Executive Committee.

The establishment of permanent subcommittees shall be approved by the Council.

9.8. Except in cases of force majeure, the resigning members of the Executive Committee remain in office until they are replaced.

The duties of the Officers of the Executive Committee are described in Annexes 2-6; the Officers fulfil their function on a voluntary basis, except for reimbursement of documented expenses made on behalf of the Society. The expenses shall be approved by the Executive Committee within the allocated annual budget approved by the General Assembly.

 

  1. President

10.1 The President oversees the implementation of the resolutions of the General Assembly and of the Executive Committee and has the legal and procedural representative of the association as well as the signing authority within the limits which may be established in the appointment.

 

  1. Secretary

11.1. The Secretary shall implement the resolutions of the General Assembly and of the Executive Committee.

11.2 The Secretary is custodian of the members’ register, which shall contain the names, personal details, title, and professional specialization, addresses, telephone and electronic mail.

 

  1. Treasurer

12.1 The Treasurer shall take care of the financial administration of the Society through the bookkeeping, she/he prepares and supervises the annual receipts and payments.

12.2 The Treasurer may be delegated, separately or jointly with the President and / or the Secretary, to administer the bank account opened at the name of the Society, or on behalf of the Society with separate or jointly signature of the President and / or the Secretary within and conditions provided in the nomination act.

12.3 The Treasurer may use the work of experienced professionals in accounting, tax, corporate and shall appoint a statutory auditor for the preparation and validation of the annual balance sheet and, if required, the budget estimate.

12.4 The Treasurer shall periodically keep informed the members of the General Assembly and of the Executive Committee on the results of financial management.

The Treasurer reports on the annual financial situation, the budget for the coming year, keeps the accounts, is responsible for obtaining the audit, effects payments on behalf of the EPS, and receives contributions to the EPS. The Treasurer is responsible for negotiations and preparation of the appropriate contracts with donators or sponsors.

 

  1. Fiscal Year

13.1. Each fiscal year begins January 1 and ending December 31. The first financial year will end December 31, 2012.

13.2. At the end of each financial year, the Treasurer shall prepare the financial statements.

 

  1. Society Assets and Cash on Hand

14 .1. The Society assets consist of:

  • Any donations, donations specifically for the achievement of social goals;
  • From the annual dues established by the General Assembly;
  • From any extraordinary contributions.

14.2. Capital represented by the cash of the association shall be deposited in a bank account at the name of EPS, at a bank in the country of residence of the Treasurer.

 

  1. Dissolution of the Society

15.1. The Society may be dissolved by the extraordinary Assembly meeting which must appoint one or more liquidators and fix their powers.

15.2. The net assets upon liquidation shall be allocated to other public and / or private non-profit organization whose purpose and aims are similar to those of EPS.

 

  1. Arbitration Clause

16.1. All disputes of an international character related to these Statutes, including those relating to its validity, interpretation, execution and resolution, shall be settled by arbitration in accordance with the Geneva Convention of 1961. Arbitration shall be in Geneva. The board will consist of two arbitrators appointed respectively by the parties and a third, acting as President, appointed jointly by the other two arbitrators or, in case of failing agreement, as provided by the International Chamber of Arbitration in Geneva.

 

  1. Rules of Court

17.1. Although not specifically provided for in these Statutes and/or internal regulations, the rules in force in Italy and governing societies will be applied

 

  1. Scientific Affairs Committee

The Scientific Affairs Committee (SAC) has been established and approved by the Council.

  1. A) 1. The SAC is presided by the Scientific Affairs Officer, member of the Executive Committee and elected by the Council.
  2. A) 2. The normal members of the SAC are appointed by the Executive Committee upon nomination by the Scientific Affairs Officer. Election of the members of the SAC is for a period of four years, with the possibility of a re-election for one further period of four years.
  3. A) 3. In making these appointments, the Executive Committee ensures that specialist knowledge of the main scientific areas of the EPS will be represented in the SAC. For the duties of the SAC see Annexe 5.

 

  1. European Peptide Symposium

B) 1. The European Peptide Symposium (EPS Symposium) is the major scientific meeting of the EPS that is open to all members of the EPS as well as peptide scientists who are not members of the EPS.

B) 2. The EPS Symposium is held once in every two years. Following approval by the Council, the Executive Committee entrusts its organization to the Council member of the selected constituent country or to another suitable representative of the peptide community of that country (named Chairperson of the Symposium).

B) 3.The Executive Committee keeps a list of constituent countries whose turn it will be in the forthcoming ten years to organise the EPS Symposium. The rules of priority consider a balanced sequence between long-standing and new constituent countries, as approved by the Council.

B) 4. The General Assembly at the biennial meeting discusses the list and decides finally about the order of selected constituent countries to which the organization of the symposium will be entrusted in the next six years. Candidate countries will present the venue, Chairperson, scientific background and available infrastructure. The Council also decides about the exact dates of the Symposia, considering the proposals by the Chairperson and the Executive Committee.

B) 5. About 20 months ahead of the EPS Symposium, the Secretary sends a draft of the agreement, approved by the Executive Committee to the Chairperson setting out the relationship between the Executive Committee and the organisers of the Symposium as well as their duties (see Annexe 9). The final form of the agreement has to be signed by the Chairperson(s) and the Society and kept by the Secretary and by the Treasurer.

B) 6. The Chairperson of the EPS Symposium forms a local Organizing Committee, which is responsible for all aspects of organization of the Symposium, including the selection of the place and venue as well as the financial arrangements. No financial obligation in respect of the Symposium shall fall on the EPS, except agreed and included in the final agreement.

B) 7. After the Symposium, the Chairperson(s) is (are) responsible for the transfer to the Central Fund a sum as specified in the agreement (Annexe 9).

B) 8. The Chairperson is also responsible for the edition and publication of the Proceedings of the Symposium (Annexe 9).

 

  1. Scientific Awards

The EPS administers the Leonidas Zervas Award (established in 1986), the Josef Rudinger Memorial Lecture Award (established in 1984) and the Miklós Bodanszky Award (established in 2014). The Council may establish additional awards as is deemed appropriate for fostering the goals of the EPS in accord with the principles described in §1 of the Statutes.

  1. C) 1. The Leonidas Zervas Award is presented in commemoration of his outstanding contributions to peptide science. The award is given to the scientist who has made the most outstanding contributions to the chemistry, biochemistry and/or biology of peptides in the five years preceding the date of selection and is presented to the laureate during the EPS Symposium. Further details see Annexe 7.
  2. C) 2. The Josef Rudinger Memorial Lecture Award is presented in commemoration of Josef Rudinger’ outstanding contributions to peptide science and his role in the foundation of the European Peptide Symposia. The award is given to the laureate for his/her important achievements in peptide science during his/her career, and is presented during the EPS Symposium. Further details see Annexe 7.
  3. C) 3 The Miklós Bodanszky Award is presented in commemoration of his outstanding contributions to peptide science. The award is given to the scientist who made significant contributions to peptide-based drug research in the period of ten years after having obtained the PhD degree., The Award is presented during the EPS Symposium. Further details see Annex 7

 

  1. Small Meetings, Training Courses, Travel Grants

D) 1. The EPS provides assistance to the organisation of small scientific meetings initiated by EPS members from constituent countries. This support depends on the nature, the scientific content and the resources available to the Society. Applications are submitted to the Scientific Affairs Officer; they are evaluated by the Scientific Affairs Committee and approved by the Executive Committee. For conditions and procedures for support of small meetings see Annexe 10.

D) 2. The EPS could organise special meetings, e.g. a tri-annual meeting with young researchers (“The Next Generation of European Leaders in Peptide Science”) and training courses for PhD students and young postdoctoral fellows (Annexe 6). For such meetings, the Society might raise extra funds, e.g. from the EU.

D) 3. The EPS could provide support for the Travel Grant Fund developed by the Organisers of the biennial EPS Symposium to assist the attendance of young peptide scientist at the Symposium.

 

  1. Journal of Peptide Science

E) 1. The Journal of Peptide Science, established in 1995, is an official publication of the EPS and at present it is jointly owned by EPS and the publisher John Wiley & Sons Ltd, as specified in the agreement (dated 25 January 1994 and amended 14 November 2008).

E) 2. The EPS, in consultation with the publisher, appoints the Editor-in-Chief of the Journal for a period of five years with eligibility for reappointment. The Editor-in-Chief will act as the official representative of the EPS in all dealings with the publisher, which relate to editorial and production matters.

E) 3. The Editor-in-Chief shall be co-opted as Effective Member to the Council.

 

  1. Website, Newsletter, Archives

The EPS maintains the following media for the distribution of information about the Society as well as for the dissemination of specialized knowledge on peptide science (see also Annexe 6):

F) 1. The EPS website informs members and non-members about all aspects of “peptide news” from academia as well as industry and in particular about the Society and its activities. The website represents also a major source about forthcoming events, novel publications, special features, and awards as well as news about donators/sponsors.

F) 2. The EPS publishes a Newsletter for distribution of relevant news about the EPS, its members as well as activities in its constituent countries.

F) 3. The EPS will establish and maintain a physical and electronic archive with restricted access for members only, which will contain the relevant publications concerning the history of the EPS and its scientific activity. In connection with this the Executive Committee is responsible to arrange a collection of the published Proceedings of the EPS Symposia and the EPS Newsletter. The donation of relevant materials (memories, photos etc.) to the EPS archive will be acknowledged by the Executive Committee.

 

  1. Amendment of the Bylaws

G) 1. Any amendments of the Bylaws always need to be compatible with the Statutes of the EPS.

G) 2. The Bylaws of the EPS may be approved and amended at any Council meeting or by electronic voting by Council members. Changes of the Bylaws proposed by the Executive Committee are presented to the Council ahead of a Council meeting or for electronic voting.

G) 3. Any proposition of change of the Bylaws by Council members has to be submitted to the Secretary. The Executive Committee will decide on how to present this to the Council (Council meeting, electronic vote or telephone or video conference).

 

  1. Approval by Council

These Bylaws were approved by the Council (General Assembly) of the European Peptide Society on 1st September, 2014

 

Professor Ferenc Hudecz                                                    Professor Dirk Tourwé

President                                                                                 Secretary

 

Professor Anna Maria Papini                                                Professor Solange Lavielle

Treasurer                                                                                   Scientific Affairs Officer

 

 

Annexe 1 of the EPS Bylaws

Constituent Countries and Officers of the EPS
(September 2016)

 

                        Current Council Delegates:

Austria                                                          Dr. Christian Gruber
Belgium                                                        Prof. Steven Ballet
Bulgaria                                                        Prof. Tamara Pajpanova
Croatia                                                          Dr. Andreja Jakas
Czech Republic                                          Dr. Vaclav Cerovsky
Denmark                                                       Prof. Knud Jensen
Finland                                                         Dr. Ale Närvänen
France                                                          Dr. Florine Cavelier
Germany                                                       Prof. Oliver Seitz
Greece                                                          Prof. George Spyroulias (12/2014)
Hungary                                                       Prof. Gabor Mezö
Ireland                                                           Dr. Chandralal Hewage
Israel                                                             Prof. Assaf Friedler
Italy                                                                Prof. Paolo Rovero
Latvia
The Netherlands                                         Dr. Dirk Rijkers
Norway                                                         Dr. Bengt Erik Haug
Poland                                                          Prof. Zbigniew Szewczuk
Portugal                                                        Prof. Miguel Castanho
Russia                                                          Prof. Vladislav Deigin
Slovakia                                                        Dr. Katarine Krskova
Slovenia                                                       Dr. Mojca Lunder
Spain                                                            Dr. Meritxell Teixido
Sweden                                                        Dr. Ulf Göransson (03/2015)
Switzerland                                                  Prof. Helma Wennemers
United Kingdom                                          Prof. John Howl
 
 

Current Officers of the EPS:
 
President                                                                 Prof. David Andreu
Secretary                                                                 Prof. Paula Gomes
Treasurer                                                                 Prof. Anna Maria Papini
Scientific Affairs Officer                                        Prof. Norbert Sewald
Communication Officer                                         Prof. Krzysztof Rolka (12/2014)
 

Annexe 2 of the EPS Bylaws

Duties of the Executive Committee of the EPS:

The President

 The duties of the President include: see paragraph 10

The President of the Society oversees the implementation of resolutions of the General Assembly and of the Executive Committee and has legal representation, even representation of the case, as well as the signature of the Society within the limits which may be established in the appointment. (Paragraph 10.1.)

 The President shall call and chair the meeting of the General Assembly as well as of the Executive Committee of the EPS at least once a year.

The President shall submit an annual report to the General Assembly on the activities of the Executive Committee by May 31st.

The President shall sign the Minutes of the above meetings.

The President shall operate the account of the Society by the signatures jointly with the Treasurer or Secretary or shall delegate the Treasurer to administer the bank account opened at the name of the Society.

Council may at the absolute discretion of the President also make decisions by electronic voting, in particular for urgent issues that cannot wait for the next regular General Asssembly meeting.

 

Annexe 3 of the EPS Bylaws

Duties of the Executive Committee of the EPS:

The Secretary

 

The Secretary shall implement the resolutions of the General Assembly and of the Executive Committee (Statutes 11.1)

  1. Update (amendments) of the Statutes and Bylaws, including the Annexes
  2. Management of Membership affairs:
    • updates of the member list, including resignations,
    • approves or rejects eligibility of membership applications.
  3. Preparation of the General Assembly meeting, Executive Committee meetings and in every two years the International Liaison Committee meeting
    • Organization in collaboration with the host
    • Agenda
    • Invitations
    • Minutes
  4. Organization of the nomination/election/voting for the
    • Rudinger Award, Zervas Award, Bodanszky Award
    • National Representatives (Effective Members) of the General Assembly
    • Members of the Executive Committee
  5. Arrangements of decorations (certificates, medal) for
    • Rudinger Award, Zervas Award, Bodanszky Award
    • Members of the General Assembly
  6. Establishment, update (amendments), termination of contracts in general, with the Publisher in relation to the Journal of Peptide Science, website, and Newsletter.
  7. Correspondence and collaboration with the organizer of the biannual European Peptide Symposia in the preparatory phase.
  8. Coordination of various affairs within the Council and in the Executive Committee.

 

Annexe 4 of the EPS Bylaws

Duties of the Executive Committee of the EPS:

The Treasurer

 

The Treasurer shall take care of the financial administration of the Society through the bookkeeping, she/he prepares and supervises the annual receipts and payments (paragraph 12.1)

The Treasurer reports on the annual financial situation, the budget for the coming year, keeps the accounts, is responsible for obtaining the audit, effects payments on behalf of the EPS, and receives contributions to the EPS. (paragraph 12.4)

The Treasurer shall submit a draft of annual financial situation report, the budget for the coming year the financial statement of the previous year, for approval to the Executive Committee.

The Treasurer shall making sure that the endowment funds from R. Makineni for the Zervas Award is secured between 2014 and 2032.

The Treasurer is responsible for negotiations and the preparation of appropriate contracts with sponsors/donators.

 

Annexe 5 of the EPS Bylaws

Duties of the Executive Committee of the EPS:

The Scientific Affairs Officer and Duties of the Scientific Affairs Committee

 

The duties of the Scientific Affairs Officer (SAO) include:

  1. To chair the Scientific Affairs Committee.
  2. To liaise with other societies organizing scientific meetings in Europe in the peptide science field and to make recommendations to the Executive Committee concerning financial assistance to those meetings, which will be held under the auspices of the Society.
  3. To report annually in writing to the Executive Committee.

The duties of the Scientific Affairs Committee (SAC) include:

  1. To consider nominations for the Josef Rudinger Memorial Lecture, for the Leonidas Zervas Award, and for the Bodanszky Award to make recommendations to the Executive Committee.
  2. When requested, to advise on the allocation of grants from the EPS for the support of small meetings, and for other purposes, in subjects relevant to the Society‘s interests, and to report to the Executive Committee.
  3. In collaboration with the organisers of the biennial EPS Symposia to arrange and supervise the scientific content of the symposia.
  4. To assist in other scientific matters at the request of the Executive Committee.

 

Annexe 6 of the EPS Bylaws

Duties of the Executive Committee of the EPS:

The Communication Officer

 

The duties of the Communication Officer include:

  1. The Communication Officer is responsible for all media that the EPS maintains and provides information about the Society, and for the building and maintenance of its archives, physical or electronic.
  2. The EPS website aims to be an open access source of information for peptide scientists, and it is mainly addressed to its members. It is divided into a section open to all visitors with news from academia, press releases, newsletter editions, scientific articles etc., and to a section restricted for Society members only with special news about the Society, featured articles, archive materials, members contact information etc. All members of the Society have access to the restricted section through a personal log-in code. The Executive Committee appoints a Web Editor as assistant to the Communication Officer.
  3. The EPS Newsletter is a biannual publication of the Society. The Newsletter contents cover reports about symposia, meetings and workshops. It also contains news of the governing bodies of the Society, news and articles concerning research groups or individual members of the Society, book reviews, a calendar on future events, presentation of the Society’s activities, interviews with distinguished scientists, etc. The responsible person for the EPS Newsletter is the Newsletter Editor who is appointed by the Executive Committee.
  4. The EPS is building up a physical and electronic archive of its activities and publications. All members of the Society are encouraged to participate in this effort, especially former Society Officers, Symposia Organisers, Awardees, etc. The electronic part of the archive will be published on the Society’s website; it will be accessible for members only, except the EPS Newsletter issues that will be accessible by all website visitors.
  5. The members of the General Assembly are expected to send a report concerning the activities of their countries in relation to peptide science to the Communication Officer once during their term.

 

Annexe 7 of the EPS Bylaws

Awards of the EPS

 

Leonidas Zervas Award, Rudinger Memorial Lecture Award and Miklos Bodanszky Award.

  1. The Society administers the Leonidas Zervas Award since 1988 (established in 1986) as well as the Josef Rudinger Memorial Lecture Award since 1990 (established in 1984) and the Miklos Bodanszky Award (established in 2014 and awarded for the first time in 2016).
  2. The Leonidas Zervas Award is presented every two years, during the European Peptide Symposium, to the scientist who has in the opinion of the General Assembly of the Society made the most outstanding contribution to the chemistry, biochemistry, or biology of peptides in the five years preceding the date of selection. It is a certificate with honorarium.
  3. The Josef Rudinger Memorial Lecture Award is presented every two years, during the European Peptide Symposium, in commemoration of Josef Rudinger’s role in the foundation of the European Peptide Symposia and of diverse contributions he made to peptide chemistry. Preference should be given to a candidate with longstanding contributions to the field. It is a medal a certificate with honorarium.
  4. The Miklos Bodanszky Award is presented every two years, during the European Peptide Symposium, in commemoration of Miklos Bodanszky’s contributions to peptide science, to a young scientist who has in the opinion of the General Assembly of the Society made the most outstanding contribution to peptide science in the period of maximum ten years after obtaining the PhD degree. It is a certificate with honorarium.
  5. There is no restriction as to nationality, age or position of those nominated for the Leonidas Zervas Award, the Josef Rudinger Memorial Lecture Award and the Miklos Bodanszky Award, but they must be distinguished.
  6. The members of the Scientific Affairs Committee and of the Executive Committee of the European Peptide Society during their terms of Office shall be ineligible for the Awards.
  7. At least eight months before the European Peptide Symposium, the European Peptide Society Secretary will invite nominations for candidates. Each member of the Society has the right to make nomination for the above awards, but self-nominations are not accepted. The nomination should be sent to the Scientific Affairs Officer. The Scientific Affairs Committee will evaluate the nominations. The Scientific Affairs Committee can also consider for the Award names not proposed by anyone else. Up to three names will be proposed by the SAO to the Executive Committee of the Society. After the approval of the Executive Committee the Secretary organises the Council vote. The simple majority will be decisive. In case of a tie vote, the award will be shared.
  8. The President of the EPS Executive Committee together with the representative of the donator will present the Awards.

 

Certificate for Service Award and other recognition

 

  1. A “Certificate for Service” as well as a medal entitled “For Service to the European Peptide Society” (established in 2004) shall recognise the work of retiring Council members: national representatives, president and officers of the Society.
  2. The Council may establish additional awards as is deemed appropriate for fostering the goals of the European Peptide Society in accord with the principles described in Article 1.of the Statutes.

 

Text of the Certificates

 

1. The text for the “Josef Rudinger Memorial Lecture Award”:

The European Peptide Society commemorates by this certificate the Josef Rudinger Memorial Lecture given by NAME in recognition of his lifetime contributions to the..(RELEVANT TEXT, FEW  WORDS).

Presented at the XXst European Peptide Symposium, City, Country, Date

President of the Society        Chairman of the Symposium The “Josef Rudinger Memorial Lecture Award” was made possible by the donation of  PolyPeptide Laboratories .”

 

2. The text for the “Leonidas Zervas Award”:

The European Peptide Society commemorates by this certificate the Leonidas Zervas Award to NAME in recognition of distinguished contributions to the field of peptide research. Presented at the XXst European Peptide Symposium, City, Country, Date President of the Society Chairman of the Symposium The “Leonidas Zervas Award” was made possible by the endowment of Dr Rao Makineni.
3.  The text for the “Miklos Bodanszky Award”

The European Peptide Society commemorates by this certificate the Miklos Bodanszky Award to NAME in recognition of distinguished contributions to the field of peptide-based drug research. Presented at the XXst European Peptide Symposium, City, Country, Date President of the Society Chairman of the Symposium The “Miklos Bodanszky Award” was made possible by the donation of ………

 

4. The text for the “Certificate for Service”:

The Honorary Officers and the General Assembly give recognition and thanks to NAME for service as National Representative/President/Secretary/ Treasurer/Scientific Affairs Officer/Communication Officer of the General Assembly  between xxxx and yyyy.

President of the European Peptide Society

Presented at the XXst European Peptide Symposium, City, Country, Date

 

Annexe 8 of the EPS Bylaws

Privileges of Donators and Sponsors

 

The Society’s activities are financed from a portion of the registration fees of Symposia and by the generosity of Donators and Sponsors.

The privileges of the Sponsors shall be as follows:

  1. The mailing list/email-database of the members of the Society, who had previously accepted dissemination, shall be available to on request without charge with respect of the legal regulations.
  2. They will have preference and reduced rates for advertisements and insertions in Society‘s newsletter as well as website.
  3. They will receive Society‘s newsletter free of charge.
  4. The Society will request the organisers of the biennial Symposia to give to Sponsors preference and reduced charges for space in any Exhibition arranged for the Symposium, but such financial arrangements are entirely the responsibility of the organisers of the Symposium.
  5. The Sponsors will be acknowledged in the newsletter as well as on the website of the Society.
  6. Based on the above principles a contract will be made between the Sponsor and the Society.

Donations are accepted. The Donators will be acknowledged in the newsletter as well as on the website of the Society.

 

Annexe 9 of the EPS Bylaws

Organization of the EPS Symposium:

Responsibilities of the Chairperson and Relationship with the Executive Committee

 

The Society and the Chairperson(s) will collaborate in organising the European Peptide Symposia. An agreement (contract) between the parties shall be based on the following principles.

  1. The Chairperson and the organiser(s) are undertaking a major task for the Society: they raise the funds and arrange local support.
  2. About 20 months ahead of the EPS Symposium, the Secretary sends a draft of the agreement to the Chairperson setting out the relationship between the Executive Committee and the Chairperson(s) of the symposium. The final form of the agreement has to be signed by the Chairperson(s) and the Society and returned to the Secretary and the Treasurer.
  3. The Chairperson of the EPS Symposium forms a local organizing committee, which is responsible for all aspects of organization of the symposium, including the selection of the place and venue as well as the financial arrangements. No financial obligation in respect of the symposium shall fall on the EPS except when agreed in the final agreement.
  4. The Society encourages the Chairperson(s) to publish the abstracts of the symposium in the J. Peptide Science. However, it is a matter of a contract between the Publisher and the Symposium organiser.
  5. After the symposium, the Chairperson(s) is(are) responsible for the transfer to the central fund of the Society a sum as specified in the agreement
  6. Activities that fall to the responsibility of the Society
  • When accepting an invitation for the Symposium to be organised on behalf of the Society the Executive Committee should ensure that this basis of operation is understood and accepted in writing by the proposed Organiser.
  • The collaboration with the Organising Committee on the composition of the scientific program of the Symposium by involving at least one member of the Society’s Scientific Affairs Committee.
  • Supervising the scientific content of the Symposium by the Executive Committee.
  • Approval of the rules and guidelines for the administration of Travel Grant Fund developed by the Organiser(s).
  • The nominations and sponsorship for the Josef Rudinger Lecture Award and Leonidas Zervas Award.
  • Definition of the amount to be transferred from the Central Fund of the Society to the Organising Committee of the Symposium for Travel Grants.
  • Invitation of the Chairman of the Organising Committee to attend meeting of the Executive Committee and discussion of the progress report on matters relating to the Symposium.
  • The Secretary of the Society is responsible for the content of Society related events (Council meeting, Executive Committee meeting, International Liaison Committee meeting) and for the organisation of the above activities in collaboration with the organiser.
  • The Executive Committee shall collect experiences of previous Symposium and based on these shall develop, approve and provide guidelines for the Organiser to assist the smooth running of the Symposium to be held.

 

  1. Activities that fall to the responsibility of the Organiser
  • Planning and execution of the full Symposium program, define its framework and budget.
  • Composition of the scientific program, relevant committees of the Symposium in collaboration with the Society’s Scientific Affairs Committee; at least a member of the SAC must be a member of the Scientific Program Committee.
  • Definition of the rules and guidelines for Travel Grant fund generated by sponsors and/or provided by the EPS Executive Committee. Administration of the Fund.
  • The nominations and donations for the ESCOM Award, the Journal of Peptide Science Award and for the Best Poster Award in collaboration with the respective donators, if any.
  • Editing and publishing the relevant scientific materials (abstract book and proceedings volume).
  • Providing relevant progress report to the Executive Committee by the Chairman of the Organising Committee. The following matters would be expected to refer to the Executive Committee,
    1. New award having a connection with a Society meeting
    2. “Satellite” Symposia held during a Society meeting
    3. Editing and publication of the Proceedings
    4. New activities which could have implications for subsequent meeting or which could affect the reputation of the Society
    5.  Any other matter

8. Principles for the content of the agreement regarding finances

  • Financial obligation shall fall on the Organiser.
  • The organiser is expected to transfer a sum calculated and agreed in the agreement on the basis of the number of participants using 10 % of the registration fee per participant if the registration fee is below 500 Euro or 15% if it is above, but minimum of 20 000 Euro for 2014 within six months after the symposium.
  • Organisers should consider whether it is advisable to take out insurance against any legal claims, which might be made against them by participants or others suffering loss or damage in connection with the Symposium

 

Annexe 10 of the EPS Bylaws

Conditions and Procedure for Support of Small Meetings

  1. The budget provided by the EPS to support small meetings, and the number of small meetings to be supported each year are discussed within the Executive Committee and are approved by the Council.
  2. Applications for financial assistance should be made to the Scientific Affairs Officer of the Executive Committee at least three months before the meeting. They are evaluated twice a year (applications before January 31st or before June 31st) by the Scientific Affairs Committee and approved by the Executive Committee.
  3. At least one of the organisers must be an EPS member.
  4. The request submitted by the Organiser of a “small meeting” includes a provisional scientific program, the organizing committee and/or the scientific committee as well as the website address for the meeting. This request will be reviewed by the Scientific Affairs Committee, which shall give the answer within one month.
  5. Small meetings focus on different aspects within the field of peptide science.
  6. Subject to any necessary restriction on total number and appropriate scientific qualifications of participants, EPS members and, if appropriate, representatives of EPS Donators/Sponsors shall be admitted to these meetings irrespective of nationality.
  7. The meetings must be advertised on the EPS website and in the EPS newsletters. The organisers of the meetings are invited to forward adequate information to the Communication Officer of the EPS.
  8. The meetings must be advertised as being held “under the auspices of the European Peptides Society”. This must appear on the meeting circulars, and in any publications.
  9. No part of the Society grant may be used for personal expenses
  10. It is understood that the EPS cannot accept any further financial responsibilities for these meetings, apart from the initial grant, except with the approval of the Executive Committee communicated in writing.
  11. Before the grant is conceded to organiser, the Treasurer of the EPS will require a signed statement that the organiser accepts these conditions.
  12. The EPS donation will be transferred to the organiser after: i) the meeting has been held and ii) a report about the meeting has been received by the Scientific Affairs Officer and the Communication Officer for publication in the EPS Newsletter.

 

Annexe 11 of the EPS Bylaws

Young Researchers Meetings,

PhD/Post-doc Meetings and Travel Grants

(September 2011)

The EPS could organise special meetings, e.g. a tri-annual meeting with young researchers (“The Next Generation of European Leaders in Peptide Science”) and training courses for PhD students and young postdoctoral fellows. For such meetings, the Society might raise extra funds, e.g. from the EU.

The Executive Committee of the EPS, together with Council members, plans to organise two types of meetings for members of the countries affiliated to the EPS:

 

  1. Meetings for Young Researchers

The EPS could organise gathering of young, experienced researchers (5 to 7 years after the PhD defence) once every three years.

The purpose of these meetings with about 50 participants is to enable future leaders of the countries affiliated to the EPS to meet in a context of exchange of expertise in peptide sciences and to promote and contextualize collaborations between countries and laboratories affiliated with the Society.

The EPS could raise money from donations/grants and its own funds in order to propose and initiate these meetings for a reasonable fee. The Council delegates will choose and propose applicants from their countries. The Scientific Affairs Committee decides about the final list of participants (1 to 4 applicant(s) per country, depending on the size of the community in the country). The rule for any successful applicant is that attendance at this meeting will be strictly restricted to a single participation.

 

  1. Meetings for PhD Students and Postdoctoral Fellows

The EPS could organise gathering of peptide scientists in the first five years of their career (post-docs with no more than 2 years experience after their PhD defence) once every three years.

As peptide science requires multidisciplinary competence from its researchers, these meetings intend to enlarge the know-how of young peptide scientists. The purpose of these meetings, with about 80 participants, will be to train PhD students and post-doctoral fellows in the different aspects of peptide sciences, (chemistry, biology, biophysics, materials, medical applications etc.).

The EPS could raise money from donations and grants, including EU grants, and its own funds in order to propose and initiate these meetings for a reasonable fee. The General Assembly delegates will choose and propose applicants from their countries. The Scientific Affairs Committee decides about the final list of participants (1 to 4 applicant(s) per country, depending on the size of the community in the country). The rule for any successful applicant is that attendance at this meeting will be strictly restricted to a single participation.

 

  1. Travel Grant Fund to attend European Peptide Symposium

The European Peptide Society could provide support as agreed in the annual budget for the Travel Grant Fund developed by the Organiser of the biannual European Peptide Symposium to assist the attendance of young peptide scientist at European Peptide Symposium.

The Travel Grant – from the Central Fund of the Society – shall provide support for the Travel Grant Fund established by the Organiser of the biannual European Peptide Symposium. The Executive Committee will define of the amount to be transferred to the Organising Committee of the Symposium for Travel Grants.

The rules and guidelines for Travel Grant fund provided by the EPS Executive Committee and/or generated by sponsors/donators shall be developed by the Organiser. These rules and guidelines for the administration of Travel Grant Fund shall be approved by the Executive Committee. The Scientific Affairs Officer has to be a member of the selection committee. The Travel Grant Fund shall be administered by the Organiser.

 

Annexe 12

Original Text in Italian of the Statutes

of the European Peptide Society

 

Statuto della European Peptide Society (EPS)

(21 March 2012)

 

  1. Denominazione e sede

1.1. È costituita un’associazione scientifica denominate EUROPEAN PEPTIDE SOCIETY (detta anche EPS) con sede in Prato, Via Francesco Ferrucci n.203/C; potranno essere istituiti uffici, succursali e dipendenze anche in altri luoghi che saranno stabiliti dal Consiglio Direttivo.

1.2. La sede operativa è nella città di residenza del Tesoriere.

1.3. L’associazione è reperibile anche via internet sul sito web.

 

  1. Missione e Scopi

2.1. La European Peptide Society è una associazione apolitica e senza scopo di lucro con l’obiettivo di coordinare, sostenere e rappresentare a livello internazionale, dinanzi ad altri organismi similari e/o istituzionali, l’avanzamento della ricerca e della formazione nella scienza dei peptidi in Europa e in altri paesi extraeuropei.

2.2. L’Associazione potrà organizzare convegni scientifici internazionali, supportare l’organizzazione di congress nazionali e di corsi di formazione, pubblicare e diffondere le conoscenze della scienza dei peptidi in ogni suo aspetto, fornire consulenze a legislatori e a panel di standardizzazione e mantenere contatti, associarsi o affiliarsi con altri enti o società di qualsiasi natura e specie aventi scopi similari alla EPS o, per questa, strategici.

2.3. L’Associazione potrà svolgere anche attività di prestazione di servizi per il raggiungimento degli scopi istituzionali qui indicati.

 

  1. Durata

3.1. L’associazione è a tempo indeterminato e potrà essere sciolta con delibera dell’Assemblea dei Soci assunta in sede straordinaria.

 

  1. Organizzazione e Struttura

4.1. La EPS è un associazione aperta a tutti gli accademici studiosi di peptidi che operano nelle Nazioni europee ed extraeuropee. Ogni Nazione europea, rappresentata da almeno sette soci ordinari, può chiedere di essere associata alla EPS come socio effettivo con diritto di voto. La domanda deve essere presentata al Segretario della EPS che la sottoporrà al richiesta se sono stati rispettati i criteri di ammissione. La Nazione ammessa dovrà nominare il proprio delegato che parteciperà all’assemblea dei soci ed avrà diritto ad un voto. In caso di dimissioni del delegato, la nazione da questo rappresentata nominerà ed ellggerà un nuovo delegato che sarà presentato all’assemblea dei soci dal Segretario della EPS.

4.2. Gli organi sociali sono:

  1. a) L’Assemblea dei Soci
  2. b) Il Consiglio Direttivo
  3. c) Il Presidente dell’associazione
  4. d) Il Segretario
  5. e) Il Tesoriere

4.3. Tutti gli incarichi sociali si intendono a titolo gratuito, salvo il rimborso delle spese documentate, effettuate a nome e per conto della Associazione. Le spese devono essere approvate dal Consiglio Direttivo.

 

  1. Soci

5.1. Si identificano tre categorie di soci:

  1. a) Soci Ordinari: Qualsiasi accademico studioso di peptidi potrà richiedere l’ammissione all’associazione come membro ordinario se potrà dimostrare di effettuare attivamente ricerca nella scienza dei peptidi e di essere coautore di almeno una pubblicazione sulla stampa scientifica nel settore della scienza dei peptidi. I soci ordinari non hanno diritto di voto nell’Assemblea dei Soci, ma possono beneficiare delle attività dell’associazione.
  2. b) Soci Onorari: Qualsiasi persona fisica o giuridica che sia stata designata dall’Assemblea dei Soci meritevole di partecipare all’associazione. Questi soci non hanno diritto di partecipare alla conduzione dell’associazione, ma possono beneficiare delle attività di questa.
  3. c) Soci Effettivi: sono i soci che hanno costituito il Comitato del 13/06/2011 e cioè:

1) HUDECZ FERENC, nato a Budapest (H) il 12/09/1952 e residente in Budapest (H), Abel J. Utca n. 20, codice fiscal HDC FNC 52P12 Z134J;

2) PAPINI ANNA MARIA, nata a Firenze il 02/02/1959 e residente in Firenze Via G. Alessi n. 2, codice fiscale PPN NMR 59B42 D612L;

3) EBERLE ALEX NIKLAUS, nato a St. Gallen (CH) il 09/11/1945 e residente in Basilea (CH) Oberer Batterieweg n. 71, codice fiscale BRL LNK 45S09 Z133O;

4) CORDOPATIS PAVLOS, nato a Atene (GR) il 01/04/1947 e residente in Patrasso (GR) Petmeza Str. N 29, codice fiscale CRD PLS 47D01 Z115Y;

5) LAVIELLE SOLANGE nata a Dax (F) il 05/06/1951 e residente in Parigi (F) Place SOUHAM n 11, codice fiscale LVL SNG 51H45 Z110S; e

6} tutti i delegati delle nazioni ammessi dall’Assemblea dei Soci a far parte della EPS.

Tutti i soci effettivi e soltanto loro hanno diritto di partecipare all’assemblea generale la quale potrà cooptare soci effettivi.

5.2. Ciascun socio si obbliga ad osservare le norme del presente statuto, le disposizioni dei Regolamenti adottati ai sensi del presente statuto nonché le decisioni prese dagli organi preposti.

5.3. L’appartenenza all’associazione comporta, altresì, l’obbligo di versare una quota associativa se stabilita dal Consiglio Direttivo ed approvata dall’Assemblea dei Soci.

5.4. L’associazione garantisce il rispetto delle norme relative al trattamento dei dati personali e si obbliga a fornire i dati personali di tutti i soci di qualsiasi nazione soltanto per fini istituzionali e non commerciali.

 

  1. Ammissione

6.1. Coloro che hanno i requisiti per partecipare all’associazione possono farne richiesta utilizzando il modulo di adesione pubblicato sul sito web della associazione. Il richiedente che chiede di partecipare all’associazione deve accettare gli scopi, la missione e lo statuto della European Peptide Society.

6.2. Il Consiglio Direttivo, verificate le condizioni necessarie per l’ammissione, ammette il richiedente ed ordina la sua iscrizione nel libro dei soci. Il diniego non è soggetto a reclami. Il Consiglio Direttivo ha 60 (sessanta) giorni per decidere.

 

  1. Decadenza

7.1. Qualsiasi socio cessa di appartenere all’associazione nei seguenti casi:

  1. a) per dimissioni da comunicare con qualsiasi mezzo purché per iscritto e che sia idoneo ad assicurare comunque la prova dell’avvenuto ricevimento. Le dimissioni hanno effetto trascorsi giorni 8 (otto) dal ricevimento della comunicazione.
  2. b) per delibera dell’assemblea per accertati motivi di incompatibilità con l’associazione o per aver violato le norme e gli obblighi dello statuto o per aver commesso fatti o atti disonorevoli per l’associazione.
  3. c) per mancato pagamento dei contributi entro l’anno di riferimento. In questo caso, il socio cessa di far parte dell’associazione dal 1° gennaio dell’anno successivo senza altro avviso o formalità.

 

  1. Assemblea Generale dei Soci

8.1. L’assemblea generale dei soci è costituita soltanto dai soci effettivi, purchè iscritti nel libro dei soci.

8.2. L’assemblea è validamente costituita con la presenza di almeno la metà  più uno dei soci effettivi e può essere convocata in seduta ordinaria od anche in seduta straordinaria per determinate materie.

8.3. Ogni Socio Effettivo ha diritto ad un voto e non può farsi rappresentare.

8.4. L’assemblea generale dei soci è presieduta dal Presidente del Consiglio Direttivo. In caso di sua assenza o impedimento da una persona designata dalla maggioranza dei presenti. Spetta al Presidente la nomina del segretario addetto alla verbalizzazione della riunione.

8.5. L’assemblea è convocata dal Presidente dell’associazione almeno una volta l’anno entro il 30 giugno. L’assemblea può essere convocata anche su richiesta di almeno un quarto dei soci effettivi, indirizzata al Consiglio Direttivo.

8.6. L’Assemblea dei Soci si può riunire

  1. a) in seduta ordinaria per:

a.1) Eleggere il Presidente.

a.2) Approvare il bilancio annuale proposto dal Consiglio Direttivo.

a.3) Nominare il Consiglio Direttivo e le cariche dei consiglieri.

a.4) Sostituire il consigliere dimissionario.

a.5) Deliberare l’esclusione di un socio.

a.6) Cooptare altri membri dell’associazione, fino ad un massimo del 10% del numero dei

soci effettivi.

a.7) Fissare la quota annuale associativa.

a.8) Predisporre e approvare regolamenti interni al fine di disciplinare i rapporti interni e/o

esterni dell’associazione e/o di attuare le disposizioni del presente statuto.

a.9) Costituire Commissioni speciali per lo svolgimento di attività istituzionali non

amministrative presiedute da un membro del Consiglio direttivo a ciò delegato.

a.10) Deliberare la sede e le modalità organizzative dei congressi biennali dell’associazione

  1. b) in seduta straordinaria con l’intervento di un Notaio per:

b.1.) Modificare lo statuto.

b.2.) Deliberare lo scioglimento dell’associazione e nominare uno o più liquidatori.

8.7. L’assemblea è convocata con preavviso di almeno dieci giorni mediante comunicazione a mezzo posta elettronica, posta ordinaria o fax indirizzato a tutti i soci effettivi specificando l’ora, il luogo e le materie da trattare. Può prevedere anche l’ora e il luogo della seconda convocazione.

8.8. L’assemblea può essere convocata in qualsiasi paese.

8.9. E’ consentito l’intervento in assemblea mediante mezzi di telecomunicazione, come a mezzo teleconferenza o videoconferenza,

8.10. L’assemblea generale dei soci, riunita in seduta ordinaria, delibera con il voto favorevole della maggioranza dei soci effettivi presenti in assemblea. In seconda convocazione l’assemblea è valida qualsiasi sia il numero degli intervenuti e delibera con la maggioranza dei presenti.

8.11. L’assemblea straordinaria delibera con il voto favorevole dei due terzi dei soci effettivi in prima convocazione e della maggioranza dei presenti, in seconda convocazione. Per le delibere di scioglimento e devoluzione del patrimonio occorre la presenza ed il voto favorevole di almeno i tre quarti (3/4) dei soci effettivi.

8.12. A parità di voti prevale il voto del Presidente.

8.13. I verbali delle riunioni sono redatti dal Segretario e trascritti in apposito libro dopo la loro approvazione. Devono essere sottoscritti dal Segretario e dal Presidente.

 

  1. Consiglio Direttivo

9.1. L’associazione è amministrata da un Consiglio Direttivo formato da un minimo di cinque e da un massimo di sette membri, nominati dall’assemblea dei soci alla quale spetta, in ogni caso, la nomina del Presidente, del Segretario, del Tesoriere, del Delegato agli affari scientifici ed del Delegato alle Comunicazioni.

9.2. Ogni membro del Consiglio Direttivo ha diritto ad un voto e non può farsi rappresentare.

9.3. I Consiglieri durano in carica per un periodo di Quattro anni e in ogni caso fino all’approvazione del bilancio annual del quarto anno e sono rieleggibili per un ulteriore period di quattro anni dopo i quali non potranno essere rieletti prima del decorso di ulteriori quattro anni.

9.4. In caso di dimissioni di un membro del Consiglio Direttivo, l’assemblea dei soci nominerà il sostituto che rimarrà in carica per il corrente mandato.

9.5. Il Consiglio, entro il 31 Maggio di ciascun anno, presenta all’assemblea dei soci la bozza di bilancio consuntivo dell’esercizio precedente insieme ad una relazione sulle attività svolte oltre ad un bilancio preventivo annuale. Il Consiglio metterà gli atti a disposizione dei soci almeno otto giorni prima dell’assemblea che li deve approvare.

9.6. Il Consiglio Direttivo può distribuire compiti e affidare incarichi a ciascun consigliere il quale dovrà riferire al Consiglio stesso.

9.7. Il consiglio direttivo potrà delegare a Commissioni speciali, non presiedute da uno dei consiglieri, lo svolgimento di attività istituzionali.

9.8. Salvo cause di forza maggiore, i membri del Consiglio Direttivo dimissionari rimarranno in carica fino a quando non saranno sostituiti.

 

  1. Presidente

10.1. Il Presidente sovrintende all’attuazione delle deliberazioni dell’assemblea e del Consiglio Direttivo ed ha la rappresentanza legale e processuale dell’associazione nonchè la firma sociale nei limiti eventualmente stabiliti in sede di nomina.

 

  1. Segretario

11.1. Il Segretario dà esecuzione alle deliberazioni del Consiglio Direttivo e dell’Assemblea dei Soci.

11.2. Il Segretario è depositario del libro dei soci nel quale deve riportare i nomi, le generalità, il titolo e la specializzazione professionale, gli indirizzi, i recapiti telefonici e telematici.

 

  1. Tesoriere

12.1. Il Tesoriere deve curare l’amministrazione finanziaria dell’associazione mediante la tenuta dei libri contabili, redigere il rendiconto annuale e sovrintendere agli incassi e pagamenti.

12.2. Il Tesoriere può essere delegato, disgiuntamente o congiuntamente con il Presidente e/o il Segretario, a gestire i conti bancari intestati all’associazione nei limiti e alle condizioni previste nell’atto di nomina.

12.3. Il Tesoriere può avvalersi dell’opera di professionisti esperti in materia contabile, fiscale, societaria e deve nominare un revisore legale dei conti per la redazione e validazione del bilancio annuale consuntivo e, se richiesto, del bilancio preventivo.

12.4. Il Tesoriere deve periodicamente tenere informati il Consiglio Direttivo e l’assemblea dei soci sui risultati della gestione finanziaria.

 

  1. Esercizio Sociale

13.1. Ogni esercizio sociale ha inizio il 1° Gennaio e termine il 31 Dicembre. Il primo esercizio sociale avrà termine il 31 dicembre 2012.

13.2. Al termine di ciascun esercizio, il Tesoriere deve predisporre il bilancio dell’esercizio.

 

  1. Patrimonio dell’Associazione e Fondo Cassa

14.1. Il Patrimonio dell’associazione è costituito:

– da donazioni, elargizioni destinate espressamente al conseguimento degli scopi sociali;

– dalle quote sociali annue stabilite dall’assemblea dei soci;

– da eventuali contributi straordinari.

14.2. Il Patrimonio costituito dalle disponibilità liquid dell’associazione, è depositato in un conto bancario intestate a nome della EPS, presso una Banca di nazionalità del paese di residenza  del Tesoriere.

 

  1. Scioglimento dell’Associazione

15.1. L’Associazione può essere sciolta dall’assemblea straordinaria dei soci la quale deve nominare uno o più liquidatori e fissare i loro poteri.

15.2. Il patrimonio netto risultante dalla liquidazione deve essere destinato ad altri enti pubblici e/o privati non aventi finalità di lucro e con scopi simili a quelli della EPS.

 

  1. Clausola Compromissoria

16.1. Tutte le controversie di natura internazionale derivanti dal presente contratto, comprese quelle relative alla sua validità, interpretazione, esecuzione e risoluzione, saranno risolte mediante arbitrato secondo la Convenzione di Ginevra del 1961. Sede dell’arbitrato sarà Ginevra. Il collegio sarà composto da due arbitri nominati, rispettivamente, dalle parti e da un terzo, con funzioni di Presidente, nominato di commune accordo dagli altri due arbitri o, in mancanza di accordo, secondo quanto previsto dalla Camera Arbitrale Internazionale di Ginevra.

 

  1. Norme di Rinvio

17.1. Per quanto non espressamente previsto nel presente statuto e/o dai regolamenti interni si applicano le norme vigenti in Italia che regolano le associazioni.

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