AOFOG Constitution

CONSTITUTION OF ASIA & OCEANIA FEDERATION OF OBSTETRICS & GYNAECOLOGY

Articles

ARTICLE I (Identity)

The Asia and Oceania Federation of Obstetrics and Gynaecology, governed by this Constitution, is a federation of National Societies/Colleges of Obstetrics and Gynaecology in the geographical region of Asia and Oceania and is the continuation of the Asian Federation of Obstetrics and Gynaecology, founded at Tokyo, Japan, in 1957

ARTICLE II (Site, Incorporation & Duration)

The Federation shall be incorporated under the laws of the country of the Secretariat.
The duration of the Federation shall be unlimited.

ARTICLE III (Representative)

The Federation shall be represented by the President or his/her designate being a member of the Council.

ARTICLE IV (Objectives)

The Objectives of the Federation shall be:

To promote the science and art of Obstetrics, Gynaecology and Reproductive Biology
To promote total health care in females throughout life
To promote intrauterine and neonatal well-being
To support the study and implementation of population control
To promote regional and international cooperation and goodwill particularly in Asia and Oceania

ARTICLE V (Membership)

The membership of the Federation shall be open to the National Society/College of Obstetrics and Gynaecology in each country of Asia and Oceania. When more than one Society/College exists in a given country, each claiming the right to represent that country itself, the Societies/Colleges must resolve this problem within the country itself, or else, set up a coordinating committee recognized by two or more Societies/Colleges of that country.
No country shall be represented by more than one National Society/College. In case a given territory or region of a country is submitted to a different authority, the obstetrical and gynaecological Association/College of this territory or region is eligible for independent membership.
No country shall be excluded on philosophical, religious or political grounds.

ARTICLE VI (Fellowship)

The Federation may award Fellowships in recognition of contributions by individuals.

ARTICLE VII (Finance)

The Federation shall raise its finance from annual subscriptions by National Societies/Colleges and from other sources.
No National Society/College shall be liable for the financial commitments of the Federation, which shall be guaranteed solely by the Federation’s assets.
The Federation’s Financial Year shall commence on January 1st of each year and end on 31st of December of the same year.

ARTICLE VIII (Congress)

The Federation shall conduct a Congress of Obstetrics, Gynaecology and Reproductive Biology preferably every two (2) years.
Such congresses shall be held in rotation in the countries of the Federation where facilities are available.

ARTICLE IX (Supreme Authority)

The General Assembly is the supreme authority of the Federation.
The business of the Federation shall, between General Assemblies, be entrusted to the Council.

ARTICLE X (General Assembly)

The General Assembly shall comprise delegates of National Societies/ Colleges and Members of the Council.
The General Assembly shall meet regularly at each congress and, if necessary, at extraordinary meetings.
The General Assembly shall make decisions by a simple majority of the members present and entitled to vote, except in instances where a specified majority of members is required by the provisions of the Constitution or By-laws.
The General Assembly shall appoint committee (s) for the implementation of the aims and objectives of the Federation.

ARTICLE XI (Council)

Members of the Council shall be appointed by the General Assembly.
The Council shall be empowered with the authority for the overall management of the business, scientific and financial affairs of the Federation.

ARTICLE XII (By-laws)

The By-laws of the Federation shall be drawn up by the Council and submitted to the General Assembly for approval.

ARTICLE XIII (Amendments to the Constitution)

Amendments to the Constitution shall only be made by two-thirds majority vote at a meeting of the General Assembly represented by no less than two-thirds of the National Societies/Colleges entitled to vote.

ARTICLE XIV (Dissolution of the Federation)

A decision to dissolve the Federation can only be made if three-fourths of the total number of National Societies/Colleges of the Federation entitled to vote are in favour of such a motion at a General Assembly convened for that specific purpose.

By-Laws

BY-LAW I (Secretariat)

The Secretariat of the Federation shall be located in the Republic of the Philippines or as determined from time to time by the General Assembly on the advice of the Council.

BY-LAW II (Objectives)

To promote, encourage and assist endeavours in all fields related to the specialities.
To disseminate and communicate information and knowledge.
To improve teaching standards in the speciality.
To disseminate knowledge and skills in those aspects of Obstetrics, Gynaecology and Reproductive Biology which present problems peculiar to Asia and Oceania
To recommend common policies in these matters when requested by National Societies/Colleges.
To represent National Societies/Colleges whenever joint action can or should be pursued in such matters.
To organize international scientific congresses.
To organize minor congresses on specific subjects or subjects of special interest to Societies/Colleges. Such minor congresses may be hosted by either the Federation or by a National Society/College.
To publish a journal.
To award scholarships, lectureships, orations, traveling fellowships and prizes as determined from time to time.
To disseminate information relating to the objectives of the Federation to National Bodies, International Agencies, Foundations and individuals with the aim of furthering the Federation’s interests.
To seek assistance, financial or otherwise, from National Bodies, International Agencies, Foundations or any other interested party.
To acquire, maintain and dispose off any assets to further the activities of the Federation.

BY-LAW III (Application for Membership)

A National Society/College may become a member provided it fulfills the following conditions:

Applies in writing to the Secretary-General of the Federation enclosing a copy of its constitution which satisfies the Federation that its aims and objectives are in agreement with those of the Federation.
Declares its intention to abide by the Constitution of the Federation.
Undertakes to make financial contributions in such form and within such time limits as may be decided from time to time by the General Assembly.

BY-LAW IV (Termination or Suspension of Membership)

Membership of the Federation may be terminated or suspended on the following grounds:

By default in payment of annual contributions over a period of time. This period shall not normally exceed thirty-six (36) calendar months.
In pursuance of a decision taken by the General Assembly.
By notice in writing to any National Society/College consequent upon its failure to abide by the Constitution. Such notice shall be subject to a period of time to be fixed by the General Assembly but shall not be less than six (6) calendar months.
The General Assembly may consider and, if it sees fit, move to exclude from the Federation any Society/College, the attitude, action or policy of which is detrimental to the reputation or interest of the Federation or whose behaviour casts discredit upon the Federation
Expulsion or suspension of a National Society/College can only be made by the General Assembly on the recommendation of the Council and by two-thirds majority of the delegates present and entitled to vote.

BY-LAW V (Fellowship)

The Federation may award three (3) types of Fellowships:

Honorary Fellowship - for outstanding service of any kind. (Council may from time to time submit to the General Assembly the names of eminent persons for consideration of honorary fellowship. Such persons may be Obstetricians and Gynaecologists of renown, who are not members of AOFOG, distinguished members of the medical profession or other eminent persons.)
Fellowship ad eundem - for outstanding contributions to the art and science of Obstetrics, Gynaecology and Reproductive Biology and who are not Obstetricians and Gynaecologists.
Fellowship - to individuals of Member Societies/Colleges for distinguished service to the Federation. There will be no posthumous award of fellowships except where the award, on the recommendation of Council, was confirmed by the General Assembly prior to demise.

BY-LAW VI (Financial Contribution to the Federation)

Each National Society/College shall pay to the Federation a yearly contribution which shall be fixed from time to time by the General Assembly. The fee shall be no less than US $ 1.50 for each member of each National Society/College.
In special circumstances where there are national currency restrictions which prevent the contribution being transferred to the Federation’s Bankers such contributions shall be held in credit for the Federation by the respective National Society/College. The council alone shall have power to make such decision and shall have sole power in deciding how such monies may be used. Every effort will be made by the National Societies/Colleges to remit their dues to the Federation Bankers. Such Societies/Colleges shall submit an annual statement of account to the Council and the General Assembly when it meets at congresses.
The General Assembly may from time to time levy additional subscriptions for the Journal of the Federation.

BY-LAW VII (Congress Fee)

A National Society/College hosting a Federation Congress as well as the Pre/Post Congress meetings shall pay twenty-five (25) percent of the Registration Fee collected from the delegates towards the funds of the Asia and Oceania Federation within twelve (12) calendar months.
National Societies/Colleges hosting a congress or Pre/Post Congress meetings shall contribute no less than fifteen (15%) percent of all income (gross) generated from exhibitors towards the Young Gynaecologist Awards and other dedicated AOFOG educational activities.
Audited accounts of the congress should be submitted within two (2) years of holding the congress.

BY-LAW VIII (General Assembly)

The General Assembly shall be composed of delegates of National Societies/Colleges and Members of the Council.
The General Assembly shall meet in regular sessions and in extraordinary sessions.
The General Assembly shall make decisions by a simple majority of the members present and entitled to vote, except in instances where a specified majority of members is required by the provisions of the Constitution or by the Bye-laws.

BY-LAW IX (Power and Responsibility of the General Assembly)

The General Assembly shall receive reports from the Council on the activities of the Federation and determine the management policy of the Federation for the ensuing term of office.
The General Assembly shall consider the audited financial report and the budget for the ensuing term of office.
The General Assembly shall determine the name of the Host Society/College for the next congress and suggest the themes.
The General Assembly shall elect members to the Executive Board. (Refer By-law XIV).
The General Assembly shall confirm the appointment of representatives of National Societies/Colleges to the Council of the names forwarded by the said National Societies/Colleges.
The General Assembly will appoint committee (s) for the implementation of the aims and objectives of the Federation.

BY-LAW X (Delegates)

Each National Society/College will have representation in each General Assembly as follows:
Each National Society/College, entitled to vote, is eligible for only two (2) votes at any General Assembly.
Each member of the Executive Board shall be entitled to one (1) vote.
Delegates of National Societies/Colleges that are in arrears of their dues for more than three (3) years may attend the General Assembly Meetings but will not be eligible to vote.

BY-LAW XI (Meetings of General Assembly)

The General Assembly shall meet in regular sessions at the beginning and before the end of each successive Congress organized by the Federation.
The General Assembly shall meet in extraordinary sessions if convened by the Council or on the request of at least one-fifth of its members.
The quorum at a General Assembly to make decisions other than amendments to Constitution and Bye-laws shall be fifty (50) percent of National Societies/Colleges entitled to vote.
Debates in the General Assembly shall be deemed to be valid except when amendments to the Constitution or the dissolution of the Federation are under consideration.
The General Assembly may take decisions on items appearing on the agenda. It may also take valid decisions on items not included in the agenda if three-fourths of the Members present and entitled to vote so decide, except in instances where a specified majority shall be required.
The official language shall be English. When a National Society/College has more than two hundred and fifty (250) participants to a Congress, the language of that National Society/College may be an added language and simultaneous translation facilities may be considered by the Organizing Society/College provided finance is available. This facility may be extended to the General Assembly as well as to the Congress proceedings.
Any member of a National Society, Young Scientist and Young Gynaecologist Awardees will be encouraged to attend the General Assembly as an observer.

BY-LAW XII (Agenda for the General Assembly)

The agenda of the General Assembly shall be drawn up by the Secretary General in consultation with the President and individual items may be included at the request of National Societies/Colleges.
The agenda shall be circulated to all National Societies/Colleges at least three (3) calendar months prior to the date of the meeting.

BY-LAW XIII (Council)

The Members of the Council are appointed by the General Assembly
The Council shall exercise the widest powers for the overall management of the business, scientific and financial affairs of the Federation.

BY-LAW XIV (Composition of the Executive Board and Council)

The Executive Board shall be elected at the time of the General Assembly and shall comprise:
1. The President
2. The Immediate Past President
3. The Vice-President
4. The President-Elect
5. The Secretary-General
6. The Deputy Secretary-General
7. The Treasurer
8. The Chairperson of Journal Committee
The Council of the Federation shall comprise the following:
1. Executive Board (1a-h)
2. The Chairpersons of all Standing Committees and other Committees as approved by the General Assembly from time to time.
3. one (1) representative of each National Society/College
4. one (1) representative of the National Society/College responsible for the organization of the next congress.
Representatives to the Council shall be nominated by the National Society/College. When a National Society/College has a member as Chairperson of a Committee, the Society/College may choose to nominate that individual to represent the Society/College.
At no time shall a member country have more than two (2) members on the Executive Board except when the President-Elect or President or Immediate Past President is from the country of the Secretariat.
The President and Vice-President shall serve for one (1) term only. The Secretary General, Deputy Secretary General, Treasurer and Chairperson of the Journal Committee may hold the same office for more than two (2) consecutive terms of the General Assembly. The Chairpersons of all Standing Committees and other committees may normally hold office for two (2) terms.
The Chairperson shall normally hold office for two (2) terms and not to be eligible for re-election.
The Presidency shall be rotated amongst Member Societies/Colleges.
The representatives of National Societies/Colleges shall normally hold office until the next General Assembly during a congress.
The council may from time to time appoint advisers to the Council.
The Chairman of the Scientific Programme Committee may be invited to attend meetings of the Council.
Past Presidents and Fellows will be invited to attend meetings of the Council and General Assembly.
Fellows shall normally not hold office on the Executive Board nor chair Standing Committees of the Federation.
The Secretariat will normally be from the country of the Secretary-General.

BY-LAW XV (Standing Committees and Other Committees of the Federation)

Standing Committees of the Federation will be appointed by the General Assembly for the purpose of study or implementation of various programmes according to the aims and objectives of the Federation. The appointed Committees will submit annual reports to the Council and also to the General Assembly. The Standing Committees of the Federation will be the following or as determined in future by the General Assembly:
1. The Endoscopy Committee
2. The Maternal and Perinatal Health Care Committee
3. The Oncology Committee
4. The Population Dynamics Committee
5. The Reproductive Endocrinology Committee
6. The Ultrasound Committee
7. The Urogynaecology Committee
Other Committees
1. Fellowship Selection Committee
2. AOFOG Advisory Committee
3. Other Committees : This will be appointed as and when necessary and will cease when specified work is completed.

The various Committees will be chaired by a member of the Federation duly elected at a General Assembly. The composition of the Committee will be determined by the Chairperson in consultation with the President and the Secretary General.

BY-LAW XVI (Power and Responsibility of the Executive Board)

The Executive Board shall ensure that decisions made by Council are executed.
The Executive Board shall advise the Council on the yearly budget, the distribution of available funds and acquisition of premises suitable to meet the needs of the Federation.
The Executive Board will report to the Council on vacancies in the Board that arise between General Assemblies and suggest to Council names for consideration.

BY-LAW XVII (Power and Responsibility of the Council)

The Council shall determine the action necessary to achieve the objectives of the Federation.
The Council shall determine the yearly budget, the distribution of available funds and acquisition of premises suitable to meet the needs of the Federation.
The Council shall have the power to fill vacancies in the Executive Board between General Assemblies, subject to the abovesaid provisions.
The Council shall have the responsibility to submit nominations for the Executive Board, Chairperson of the Committees and the names of the representatives as forwarded by each National Societies/Colleges to the General Assembly.
Representatives of National Societies/Colleges on the Council shall normally coordinate AOFOG-National Society’s/College’s activities.
A National Society/College may nominate one (1) name with a detailed curriculum vitae to any one of the Standing Committees. The nominations should be submitted three (3) months prior to the Council meeting.
Chairpersons shall be elected by the Council based on nominations and submitted for approval to the General Assembly.

BY-LAW XVIII (Duties of the Executive Board)

The President of the Federation shall chair all Executive Board, Council and General Assembly Meetings.
In the absence of the President, the Vice-President and in the absence of both, the President-Elect shall preside.
The President or Chairperson of the meeting shall have a casting vote.
The President, the Secretary General and the Deputy Secretary-General shall be ex officio members of all Standing Committees of the Federation.
The Officers of the Executive Board except Chairperson of the Journal Committee shall be officers of the General Assembly.
The Vice-President shall exercise the responsibility of the President in his/her absence and in the absence of the Vice-President, the President-Elect will assume the responsibility of the President.
The Vice-President shall represent the President at scientific meetings or workshops if the President is unable to attend.
The Vice-President shall be the adviser to Standing Committees of AOFOG and the President-Elect for the Young Gynaecologist Awardees.
The Secretary General shall be responsible for the records of the Federation and for the day to day affairs in consultation with the President.
The records of the Federation shall be housed in the Secretariat.
The Secretary General in consultation with the President, shall be responsible for drawing up the Agenda of all meetings of the Executive Board, Council and General Assembly and for recording the minutes.
The Secretary-General and the Chairperson of the meeting shall sign the minutes of the meetings after confirmation.
The Deputy Secretary General shall keep close contact with the Secretary-General. In the absence of the Secretary-General at the Executive Board, Council and General Assembly meetings, the Deputy Secretary-General shall undertake the functions of the Secretary-General.
The Treasurer shall be responsible for all financial matters of the Federation.
The Treasurer shall circulate audited and certified statement of all accounts of the Federation to the National Societies/Colleges annually and at least three (3) months prior to the next General Assembly or Council meetings.
The Treasurer shall be the signatory of cheques together with any one of the following officers, President, Vice-President, Secretary General and President-Elect.
The Chairperson of the Journal Committee shall be responsible for all matters relating to the editing and publication of the Journal.
The Chairperson of the Journal Committee shall be empowered to obtain funds for this purpose from whatever available sources.
The Chairperson of the Journal Committee shall submit an audited Financial Report to the Council annually.
The Chairperson of the Journal Committee shall be empowered to co-opt members of the Federation to assist him/her with his/her duties. Each National Society/College shall be responsible for the distribution of the Journal within its country and shall endeavour to solicit funds towards the printing and postage costs.

BY-LAW XIX (Duties of Chairpersons of Standing/Other Committees)

The Chairpersons of Standing Committees/Other Committees will promote and further the interests of the Committees in countries of the Federation.
The Chairpersons shall convene meetings of the Standing Committees/Other Committees for that purpose.
The Chairpersons shall submit annual reports to the Council and at the General Assembly.
The Chairpersons shall be empowered to obtain funds for this purpose from whatever available sources and to remit such funds to the Federation. They shall submit the financial report pertaining to the income and expenditures to the Council.

BY-LAW XX (Meetings of the Executive Board)

The Executive Board shall normally meet at least once in each calendar year and in exceptional circumstances more often if it is convened in writing by the President or Secretary General.
The meeting of the Executive Board shall be valid if a quorum of four (4) is present.
There shall be no representation by proxy.

BY-LAW XXI (Meetings of the Council)

The Council of the Federation shall meet once in each calendar year.
The meeting of the Council shall be valid if a quorum of one-third of those eligible to vote are present.
Only members of the Executive Board (By-Law XIV 1a-h) and Representatives of National Societies/Colleges are eligible to vote. Chairpersons of Standing/Other Committees will have no voting rights.
Each voting member of the Council shall be entitled to one (1) vote.
Fellows and past Presidents will be invited to attend Council meetings as ex-officio members but will have no voting rights except the Immediate Past President.
There shall normally be no representation by proxy, unless authorized by the National Society/College.

BY-LAW XXII (Agenda for the Executive Board)

The Agenda for the Executive Board shall be drawn up by the Secretary General in consultation with the President and individual items may be included at the request of members of the Executive Board.
The Agenda shall be circulated to all members of the Executive Board at least three (3) months prior to the date of the meeting.

BY-LAW XXIII (Agenda for the Council)

The Agenda for the Council meeting will be drawn up by the Secretary General in consultation with the President and individual items may be included at the request of members of the Council.
Written reports of the Chairpersons of Committees shall be submitted three (3) months prior to the meeting.
The Agenda will be circulated at least three (3) months prior to the date of the meeting.

BY-LAW XXIV (Congress)

National Societies/Colleges who wish to host the congress or pre/post congress/scientific activities of the Federation will make a bid four (4) years in advance.
The venue of the congress will be decided by a simple majority of the General Assembly.
The National Society/College hosting the Asia and Oceania Congress of Obstetrics and Gynaecology will be entrusted with the entire organization of the congress activities in consultation with the Executive Board and will be responsible to the President of AOFOG.
The National Society/College hosting the congress will nominate the individual responsible for the organization of the next congress to be a member on the council.
The main scientific programme for the biennial congress and pre/post congress meetings will be decided by a Scientific Programme Committee of the Federation in consultation with the Scientific Programme Committee of the Host Society/College. The majority of the Speakers will be from the member countries of the Federation.
The Scientific Programme Committee of the Federation shall meet the Scientific Programme Committee of the Host Society/College at least on one occasion to plan the scientific programme.
The meeting should be convened by the Chairperson of the Scientific Programme Committee of the Federation and should take place preferably at the scheduled venue of the Congress.
The Scientific Programme Committee of the Federation will be appointed by the Council and shall comprise the following:
1. Chairperson - appointed by the General Assembly on the recommendation of the Council and who need not be a member of the Council.
2. The Chairperson of the Local Organizing Committee.
3. The Chairperson of the Journal Committee.
The Scientific Programme Committee may co-opt additional member (s) after consultation with the President.
The format for the scientific programme shall be submitted for approval to Council two (2) years ahead of the Congress.

BY-LAW XXV (Amendments)

Proposed amendments to the Constitution and By-laws may be submitted to the Council by any National Society/College. Proposed amendments shall be submitted to the President and Secretary General at least six (6) calendar months prior to the next General Assembly. The Secretary General shall notify in writing the proposed amendments to the National Societies/Colleges within two (2) calendar months after the receipt.
Amendments to the Constitution shall not be made unless there is a two-third majority and provided always two-thirds of the National Societies/Colleges entitled to vote are present at that General Assembly.
The By-laws may be changed by a simple majority provided two-thirds of the National Societies/Colleges entitled to vote are present at that General Assembly.
No proposed changes to the Constitution and By-laws shall be made without a quorum. If there is no quorum, another General Assembly may be called for the same purpose within one (1) year but not less than three (3) calendar months.
The quorum at a General Assembly to make decisions other than amendments to Constitution and By-laws shall be fifty (50) percent of National Societies/Colleges entitled to vote.

BY-LAW XVI (Dissolution of the Federation)

The decision to dissolve the Federation shall require the presence of at least three-fourths of the National Societies/Colleges entitled to vote at the General Assembly convened for that specific purpose. At least three-fourths of those present and entitled to vote will be necessary for the dissolution.
If a quorum is not reached another General Assembly for this purpose may be convened within a period of one (1) year but not earlier than three (3) calendar months.
If the quorum is not reached at two (2) successive meetings convened for this purpose, a decision for dissolution may be made at the third meeting irrespective of the number present by a two-third majority of those present.
If the Federation is dissolved and has discharged all its financial obligations any residual assets shall be transferred to another body with similar aims and objectives as the Federation.
The General Assembly present at the dissolution shall determine the recipients.

Asia and Oceania Federation of Obstetrics and Gynaecology