| CONSTITUTION
SARQA (SWEDISH ASSOCIATION OF RESEARCH
QUALITY ASSURANCE)
1§ Name
The name of the association shall be:
SARQA
2§ Objectives
SARQA is a non-profit Association.
The objectives for which the Association is established are:
• To evaluate and appraise the Quality Assurance aspects of regulations,
guidelines
and principles, related to studies conducted on chemicals, biologicals
and devices
which affect man, animals and/or the environment. Focus is given to
the guidelines
generally known as Good Laboratory Practice (GLP), Good Clinical Practice
(GCP)
and Good Manufacturing Practice (GMP) and other relevant quality standards.
• To be a forum for discussion and to promote and participate
in meetings,
congresses, and symposia, which allow exchange of information on the
applications of Quality Assurance.
• To promote training and scientific methodology in Quality Assurance
by advancing
the professional competency of its members and to promote co-operative
relations
with allied organisations.
• To advance standards of the Quality Assurance profession.
• To co-ordinate comments on Quality Assurance matters and to
commend these
comments to appropriate authorities.
3§ Membership
Membership will be open to any professional working with /or interested
in Research & Development Quality Assurance.
A written application for membership should be submitted to the Treasurer
of the Board. An annual membership fee applies.
Each member who has paid his/her annual membership fee is eligible for
election to the Board or any other position or to vote on election of
officers or on any resolution put to the membership. Memberships not
renewed prior to 27th February of the year of activity will be deemed
to have lapsed.
Resignation of membership shall be by letter to the Treasurer of the
Board. The membership fee will not be refunded.
Membership of the Association is personal and is not transferable.
4§ Organisation
The work within the Association will be executed by:
• the Annual General Meeting (AGM) which is the highest decision-making
body
• the Extra Ordinary Meeting (EOM)
• the Board
• any committee or "ad hoc group" established by the
Board or AGM.
5§ Annual General Meeting
(AGM)
A General Meeting (the AGM) of the Association will be held each year
for the purpose of electing members of the Board, for receiving the
reports of Chairman, Secretary and Treasurer and for discussion of matters
put forward by members of the Association or the Board.
Members shall be notified at least two months prior to the AGM.
The Secretary must be informed of all matters for discussion at least
six weeks prior to the AGM so that they can be placed on the agenda.
The Secretary will ensure that the agenda, the annual report and the
proposals from the nominating committee are circulated to all members
at least two weeks prior to the AGM.
The AGM will be held before end of April and at a place determined by
the Board.
The agenda of the AGM shall always contain the following items:
1. Is the AGM announced in due course?
2. Approval of the agenda
3. Election of Chairman and Secretary for the AGM
4. Election of two members to check the Minutes
5. The annual report of the Board
6. The Treasurer's report
7. The Auditor’s report and statement
8. Adoption of the report and accounts for the resigning Board
9. Appointment of the budget for the forthcoming year
10. Appointment of the annual membership fee for the next year.
11. Election of Chairman of the Board and deputy Chairman.
12. Election of Secretary or Treasurer and one more Member of the Board
13. Election of two Auditors and a Deputy Auditor
14. Election of a nominating committee
15. Other topics
16. Discussion and approval of the program for the next year
6§ Extra Ordinary Meeting (EOM)
An Extra Ordinary Meeting could be called by the Board or 25 % of the
members.
Members should be notified at least one month prior to the EOM and the
agenda should be circulated to all members at least two weeks prior
to the extra ordinary meeting by the Secretary.
The agenda of the EOM shall always contain items numbers 1-4 from the
AGM agenda.
7§ The Board
The Association will be administrated by a Board consisting of a Chairman,
a deputy Chairman, the immediate-past Chairman, a Secretary, a Treasurer
and two Ordinary Members.
The Chairman and the Treasurer are each authorized to sign for the Association.
The Chairman shall be elected for one year. The chairmanship is circulated
in the following way. Deputy Chairman (year 1) becomes Chairman (year
2) and immediate-past Chairman (year 3).
The other Board members will be elected for a period of two years, may
be re-elected for one additional period and shall then leave all positions
for one year before being available for re-election.
The Board shall execute the program approved by the AGM and propose
a program for the next year in order to preserve continuity.
The Board shall appoint representatives to different associations.
8§ Auditors
Two Auditors and a Deputy Auditor will be elected by the members present
at the AGM for a period of two years and may be re-elected.
9§ Nominating committee
A nominating committee will consist of three persons. Two persons will
be elected for a period of two years, and may be re-elected, by the
members present at the AGM. The immediate-past Chairman will act as
Chairman within the committee.
The nominating committee shall propose candidates for election to the
Board, auditors and nominating committee. The nominating committee shall
have equal opportunities as a guiding principle and the representation
in the Board shall reflect the members in the Association.
10§ Finance
The financial year of the Association will run from 1st January to 31st
December. The audited accounts of the Association will be presented
at the AGM. Membership fee paid by a new member during the last quarter
of year 1 will cover the membership fee also for year 2.
All members pay an annual membership fee set by the Board and approved
at the AGM.
Invoices for annual membership fees will be issued by the Treasurer
according to the decision by the AGM of the previous year. Memberships
not renewed prior to 27th February of the year of activity will be deemed
to have lapsed.
11§ Accounts
The Treasurer of the Association is responsible for the maintenance
of accounts with respect to all money received and expended by the Association.
The Treasurer shall balance the books as soon as possible the year after
the financial year and send the accounts for annual revision by the
Auditors. The accounts and Minutes from all Board meetings held during
the financial year shall be available to the Auditors before end of
February the year after the financial year.
12§ Constitution
Any clauses of the Constitution may be amended or cancelled and new
clauses may be added by resolution passed at any AGM or EOM, provided
that the proposal to make such an amendment, cancellation or addition
shall be submitted to the Secretary two months prior to such a Meeting.
13§ Reimbursement
The Association reimburses Board members for all reasonable costs they
incur in the execution of their duties. The Board shall approve reimbursements
of all costs prior to payment. Payment details shall appear in the Minutes
of the Board meeting.
14§ Dissolution
If the Association is dissolved and there remains a net liability or
deficit this will be discharged by equal contribution from all members
of the Association at the time of dissolution. If the Association is
dissolved and there remains a net surplus, this will be disbursed by
equal distribution to all members of the Association at the time of
dissolution.
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