AOFOG Constitution

CONSTITUTION OF THE ASIA & OCEANIA FEDERATION OF OBSTETRICS & GYNAECOLOGY (AOFOG)

ARTICLES 

ARTICLE I      Identity

The Asia and Oceania Federation of Obstetrics and Gynaecology (AOFOG), 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 in Tokyo, Japan in 1957.

ARTICLE  II    Site, Incorporation & Duration

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

 ARTICLE III    Representation of the Federation

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 focus on the Asia and Oceania region:

  1. To promote the science and art of Obstetrics, Gynaecology and  Reproductive Biology.
  2. To promote quality total health care in women throughout life.
  3. To promote fetal and neonatal well-being.
  4. To support the study and implementation of population control.
  5. To promote regional and international cooperation and goodwill.

ARTICLE V    Membership

  1. Membership of the Federation shall be open to the National Society/College of Obstetrics and Gynaecology of each country in Asia and Oceania.
  2. When more than one National Society/College exists in a given country, each claiming the right to represent that country, the Societies/Colleges must resolve this problem within the country or else set up a coordinating committee recognized by two or more Societies/Colleges of that country.
  3. Where one National Society/College represents more than one country, that Society/ College shall be considered to represent each of those countries until such time that they wish to have their own independent representation.
  4. 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 Society/College of this territory or region is eligible for independent membership.
  5. 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

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

ARTICLE VIII Congress

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

ARTICLE IX   Supreme Authority

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

ARTICLE X General Assembly

  1. The General Assembly shall comprise nominated delegates of National Societies/ Colleges and Members of the Executive Board.
  2. The General Assembly shall meet at each congress and, if necessary, at extraordinary meetings.
  3. 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 as stipulated in the Constitution.
  4. The General Assembly shall appoint committees on the recommendation of Council for the implementation of the objectives of the Federation.

ARTICLE XI   Council

  1. Members of the Council shall be the Executive Board, Committee Chairs, nominees of the National Societies/Colleges and the Chair of the Organizing Committee of the next AOCOG.
  2. Members of the Council will be ratified by the General Assembly.
  3. The Council shall be empowered with the authority for the overall management of the Federation.

ARTICLE XII Amendments to the Constitution

Amendments to the Constitution shall only be made by a two-thirds (2/3) majority vote at a meeting of the General Assembly represented by no less than two-thirds (2/3) of the members of the General Assembly entitled to vote.

ARTICLE XIII Dissolution of the Federation

A decision to dissolve the Federation can only be made by a three-fourths (3/4) majority vote at a General Assembly specifically convened for this purpose and attended by no less than three-fourths (3/4) of the members of the General Assembly entitled to vote.

BY-LAWS 

BY-LAW I    Secretariat

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

BY-LAW II Objectives

  1. To promote, encourage and assist endeavours in all fields related to the specialities.
  2. To disseminate and communicate information and knowledge.
  3. To improve teaching standards in the speciality.
  4. To disseminate knowledge and skills in those aspects of Obstetrics, Gynaecology and Reproductive Biology which present problems peculiar to Asia and Oceania.
  5. To recommend common policies in these matters when requested by National Societies/Colleges.
  6. To represent National Societies/Colleges whenever joint action can or should be pursued in such matters.
  7. To organize international scientific congresses.
  8. 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.
  9. To promote research in the speciality.
  10. To publish a journal in the speciality.
  11. To award scholarships, lectureships, orations, travelling fellowships and prizes as determined from time to time.
  12. 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.
  13. To seek assistance, financial or otherwise, from National Bodies, International Agencies, Foundations or any other interested party.
  14. To acquire, maintain and dispose of any assets to further the activities of the Federation.

BY-LAW III     Application for Membership

           A National Society/College may become a member in accordance with Article V provided it fulfills the following conditions:
  1. Applies in writing to the Secretary-General of the Federation enclosing a copy of its constitution which satisfies the Federation that its objectives are in tandem with those of the Federation.
  2. Declares its intention to abide by the Constitution of the Federation.
  3. 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.

             Upon approval by the Council, the application will be forwarded to the General Assembly for ratification.

BY-LAW IV     Termination or Suspension of Membership

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

                                    a)   by default in payment of annual membership fees over a period of time which shall not normally exceed thirty six (36) calendar months.

                                    b)    if any action/s  of the member contravenes the Constitution and is deemed to be detrimental to the reputation or interests of the Federation.

                   2)         Such termination or suspension can only be made by the members of the General Assembly on the recommendation of Council and by a two thirds (2/3)                                    majority of the members of the General Assembly present and entitled to vote.

                   3)         Written notice will be given to the affected National Society / College. 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 during which time the affected party will have the right to reply / appeal to the Council / General                                            Assembly.

BY-LAW V      Fellowship

                   The Federation may award two (2) types of Fellowships:

  1. 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 was confirmed by the General Assembly prior to the demise. Fellows shall be invited to attend Council meetings and the General Assembly but will not have voting rights. They shall not hold positions on the Executive Board or  Chair Standing Committees They shall have their Registration fee waived at the AOCOG.
  2. 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. Honorary Fellows will not be accorded the same privileges as Fellows as indicated above.

BY-LAW VI     Financial Contribution to the Federation

  1. Each National Society/College shall pay to the Federation a yearly membership fee which shall be determined every 2 years by the General Assembly upon the recommendation of the Council having taken into consideration the prevailing inflation and currency evaluation. Every effort will be made by the National Socities/Colleges to remit their dues to the Federation’s Bankers.
  2. In special circumstances where there are national currency restrictions which prevent the membership fee being transferred to the Federation’s Bankers, this fee shall be held in credit for  the Federation by the respective National Society/College. Only the AOFOG Council shall have authority to approve such a decision and shall have sole discretion in deciding how such monies may be used. Such Societies/Colleges shall submit an annual statement of account to the Council and the General Assembly when it meets at congresses.
  3. The General Assembly may from time to time levy additional subscriptions for the Journal of the Federation.

BY-LAW VII  Congress Fee

  1. A National Society/College hosting a Federation Congress and/or Pre/Post Congress meetings shall pay twenty-five percent (25%)of the Registration Fee collected from the delegates for both the Congress and Pre/Post Congress meetings towards the funds of the Asia and Oceania Federation within twelve (12) calendar months of the Congress.
  2. A National Society/College hosting a Federation Congress and/or Pre/Post Congress meetings shall contribute no less than fifteen percent (15%) of all income (gross) generated from exhibitors to the Federation.
  3. Audited accounts of the congress should be submitted within twelve (12) calendar months of holding the congress.

BY-LAW VIII   Responsibility of the General Assembly

  1. 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.
  2. The General Assembly shall consider the audited financial report and the budget for the ensuing term of office.
  3. The General Assembly shall determine which National Society/College will host the next congress.
  4. The General Assembly shall ratify the members of the Executive Board, Council and Committee Chairs.
  5. The General Assembly shall appoint committees on the recommendation of Council for the implementation of the objectives of the Federation.

BY-LAW IX     Delegates to the General Assembly

                   1)        Each National Society/College will have representation in each  General Assembly proportionate to its membership as follows:

                                             less than 1000          =          2
                                             1001-3000               =          3
                                             3001 – 5000             =          4
                                             more than 5000         =          5

                  2)         Each National Society/College entitled to vote, is eligible for only two (2) votes at any General Assembly.

                  3)         Each member of the Executive Board shall be entitled to one (1) vote.

                  4)         Delegates of National Societies/Colleges that are suspended or 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 X     Meetings of the General Assembly

  1. The General Assembly shall meet once during each Congress organized by the Federation (AOCOG).
  2. The General Assembly shall meet in extraordinary sessions if convened by the Council or on the request of at least one-fifth (1/5) of its members.
  3. The quorum at a General Assembly to make decisions shall be half (1/2) the members of the General Assembly entitled to vote. Motions can be carried on a simple majority.
  4. The quorum for amendments to the Constitution shall be two-thirds (2/3) and Dissolution of the Federation shall be three-fourths (3/4) of the members of the General Assembly entitled to vote. Motions on the former can only be carried on a two-third (2/3) majority and the latter requires a three-fourths (3/4) majority (By-Laws XXI and XXII)
  5.  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 (3/4) of the members present and entitled to vote so decide, except in instances where a specified majority shall be required.
  6. The official language shall be English.
  7. Members of AOFOG, AOFOG Fellows, Young Scientist Awardees (YSAs) and Young Gynaecologist Awardees (YGAs)  may attend the General Assembly as observers.     

 BY-LAW XI  Agenda for the General Assembly

  1. 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.
  2. 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 XII Composition of the Executive Board and Council

  1.  The Executive Board shall be ratified by the General Assembly on the recommendation of Council and shall comprise:

                                    a)         The President

                                    b)         The Immediate Past President

                                    c)         The Vice-President

                                    d)         The President-Elect

                                    e)         The Secretary-General

                                    f)          The Chairperson of the Journal Committee

                                    g)         The Treasurer

                                    h)         The Deputy Secretary-General

                                    i)          One (1) Council Representative

Positions (a) to (f) will be elected by the Executive Board and positions (g) and (h) will be elected by the Council. For position (i), nomination and election will take place at the Council Meeting .Nominees must be from among the country representatives present in Council. This “Council Representative” will then become a member of the Exco and he/she will be replaced on Council by another  representative from the National Society/College that he/she originally represented.

                         2)       The Council of the Federation shall comprise the following:

                                     a)         The Executive Board

                                     b)         one (1) representative of each National Society/College (where a college is bi-national, there will be one (1) representative from each                                                            nation).

                                     c)         The Chairpersons of all Standing Committees and other Committees as approved by the General Assembly from time to time.

                                     d)         The Chairperson of the next AOCOG.

Only (a) and (b) are entitled to vote provided always that in (b) the National Society / College is in benefit and not suspended

Representatives to the Council shall be nominated by the respective 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.

                     3)       At no time shall a member country have more than one (1) member on the Executive Board except when the member is from the country of the Secretary-                                General or the Chairperson of the Journal Committee.

                     4)       The President, Vice-President and Council Representative shall serve for one (1) term only.

                     5)       The terms of the Secretary General and Chairperson of the Journal Committee are not time-limited.

                     6)       Other members of the Executive Board may only hold the same office for two (2) consecutive terms.

                     7)       The Chairperson of Standing Committees may hold office for up to two (2) consecutive terms and not to be eligible for re-election.

                     8)       The Presidency shall be rotated amongst member National Societies / Colleges. Every National Society / College has an equal right to assume the Presidency                                of the Federation. The National Society / College of an incumbent President can only make another nomination for this post after 4 General Assemblies                                      have lapsed.

                     9)       The representatives of National Societies/Colleges shall normally hold office until the next General Assembly held during a congress.

                     10)      Past Presidents and Fellows shall be invited to attend meetings of the Council and General Assembly as observers.

BY-LAW XIII  Standing Committees and Other Committees of the Federation

                   1)      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 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:

                                     a)         Maternal and Fetal Medicine

                                     b)         Minimally Invasive Gynaecologic Surgery

                                     c)         Oncology

                                     d)         Reproductive Endocrinology & Infertility 

                                     e)         Sexual and Reproductive Health                     

                                     f)          Ultrasound

                                     g)          Urogynaecology

                   2)        Other Committees

                                     a)         Fellowship Selection Committee

                                     b)         YGAA Committee

                                     c)         Publication Committee

                                     d)         Other Committees: these will be appointed as and when necessary and will cease when their specified task is completed.

                                    A National Society/College may nominate one (1) name with a  brief curriculum vitae to any of the Standing Committees. The nominations should be submitted                            three (3) months prior to the Council meeting.

                           The Chairs of the Committees will be appointed by Council on the recommendation of the Executive Board. Members of the Committees will be appointed by                                the Chair of the Committee in consultation with the President and the Secretary-General.

BY-LAW XIV Responsibilities of the Executive Board

  1. The Executive Board shall ensure that decisions made by the Council and the General Assembly are executed.
  2. The Executive Board shall advise the Council on the yearly budget and the distribution of funds available to meet the needs of the Federation.
  3. The Executive Board will report to the Council on casual vacancies in the Board/ Council/ Standing Committees that arise between General Assemblies and actions taken in ensuring a suitable replacement.

BY-LAW XV  Responsibilities of the Council

  1. The Council shall determine the action necessary to achieve the objectives of the Federation.
  2. The Council shall determine the yearly budget and the distribution of available funds to meet the needs of the Federation.
  3. The Council shall elect by secret ballot the positions of Deputy Secretary-General, Treasurer and Council Representative to the Executive Board. (see ByLaw XII)
  4. Chairpersons of Standing Committees shall be elected by the Council on the recommendation of the Executive Board.
  5. The Council shall submit the names of the members of the Executive Board and Chairpersons of the Committees to the General Assembly for ratification.
  6. Representatives of National Societies/Colleges on the Council shall normally coordinate AOFOG activities in their respective National Society/College.
  7. The Council shall have the power to fill casual vacancies on the Executive Board between General Assemblies in accordance with the provisions of By-Law XII.

BY-LAW XVI Duties of the Executive Board

  1. The President of the Federation shall chair all Executive Board, Council and General Assembly Meetings.
  2. In the absence of the President, the Vice-President and in the absence of both, the President-Elect shall preside.
  3. The President or Chairperson of the meeting shall have a casting vote.
  4. The President, the President-Elect and the Secretary-General shall be ex officio members of all Standing Committees of the Federation.
  5. The Officers of the Executive Board shall be members of both Council and General Assembly.
  6. 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.
  7. The Vice-President shall represent the President at scientific meetings or workshops if the President is unable to attend.
  8. The President-Elect shall be the adviser for the Young Gynaecologist Awardees.
  9. 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.
  10. 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.
  11. The Secretary-General shall be responsible for seeking nominations for Executive Board and Committee members.
  12. The Secretary-General will seek from National Societies/College the names of their representatives to Council and General Assembly.
  13. The Secretary-General and the Chairperson of the meeting shall sign the minutes of the meetings after confirmation.
  14.  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.
  15. The Treasurer shall be responsible for all financial matters of the Federation.
  16. The Treasurer shall circulate an audited and certified statement of all accounts of the Federation to the National Societies/Colleges annually and report to the General Assembly and Council meetings.
  17. Where possible, the Treasurer shall be the signatory of cheques together with any one of the following officers: President, Secretary-General and President-Elect. If the Treasurer is unavailable, two of the other office bearers may co-sign.
  18. The Chairperson of the Journal Committee shall be responsible for all matters relating to the editing and publication of the Journal.
  19. The Chairperson of the Journal Committee shall be empowered to obtain funds for this purpose from whatever available sources.
  20. The Chairperson of the Journal Committee shall submit an audited Financial Report to the Council annually.
  21. The Chairperson of the Journal Committee shall be empowered to co-opt  members of the Federation to assist him/her with his/her duties.

BY-LAW XVII Duties of Chairpersons of Standing Committees

                   1)       The Chairpersons of Standing Committees will promote and further the interests of the Committees among countries of the Federation.

                   2)       The Chairpersons shall convene meetings of the Standing Committees for that purpose. The committee shall comprise, where possible, representation from                                  each zone of the Federation.

                                                                      Zone 1 (East Asia): Japan, Korea, Taiwan, China, Hong Kong,Macau, Mongolia

                                                                      Zone 2 (Oceania): RANZCOG, PNG, Fiji (Pacific Islanders)

                                                                      Zone 3 (ASEAN): Philippines, Indonesia, Malaysia, Singapore, Thailand, Myanmar, Vietnam,Cambodia

                                                                      Zone 4 (West Asia): India, Pakistan, Nepal, Bangladesh, Sri Lanka, Saudi Arabia, Egypt, Israel

                   3)        The Chairpersons should identify a co-chair or deputy-chair for the committee.

                      4)        The Chairpersons shall submit annual reports to the Council.

                   5)        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 a financial report pertaining to the income and expenditure to the Council.                      

BY-LAW XVIII Meetings of the Executive Board

 

  1. 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.
  2. 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.
  3. The Agenda shall be circulated to all members of the Executive Board at least one (1) month prior to the date of the meeting.
  4. The meeting of the Executive Board shall be valid if a quorum of four (4) is present.
  5. There shall be no representation by proxy.
  6. Minutes of Executive Board meetings shall be circulated to Board members within 28 days of the meeting.

 

 BY-LAW XIX Meetings of the Council

  1. The Council of the Federation shall meet once in each calendar year.
  2. 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.
  3. The Agenda shall be circulated at least one (1) month prior to the date of the meeting.
  4. Written reports of the Chairpersons of Committees shall be submitted to the Secretariat three (3) months prior to the meeting.
  5. The meeting of the Council shall be valid if a quorum of one-third (1/3) of those eligible to vote is present.
  6. Each member of the Executive Board and Representatives of National Societies/Colleges in benefit are eligible to one (1) vote. Chairpersons of Standing/Other Committees and the Chair of the Congress Organizing Committee will have no voting rights.
  7. Fellows and Past Presidents shall be invited to attend Council meetings as ex-officio members but will have no voting rights except for the Immediate Past President.
  8. There shall be no representation by proxy.

BY-LAW XX Congress

  1. 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.
  2. The venue of the congress will be decided by a simple majority of the members of the General Assembly entitled to vote.
  3. The National Society/College hosting the Asia and Oceania Congress of Obstetrics and Gynaecology (AOCOG) will be entrusted with the entire organization of the congress activities in consultation with the Executive Board. They will be responsible to the Executive Board and will be required to furnish annual reports to the Council.
  4. 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.
  5. The majority of the speakers should be drawn from the members of the Federation.
  6. A site visit may be deemed necessary by the Executive Board on a case to case basis.      

BY-LAW XXI Amendments to the Constitution

  1. Proposed amendments to the Constitution may be submitted by any member of the Council or National Societies/Colleges. Proposed amendments shall be submitted to the President and Secretary-General at least six (6) calendar months prior to the next General Assembly meeting. The Secretary-General shall notify in writing the proposed amendments to all the members of the Council and National Societies/Colleges within two (2) calendar months of the receipt.
  2. Amendments to the Constitution shall not be made unless there is a two-third (2/3) majority of the votes of the General Assembly and provided always that two-thirds (2/3) of the members of the General Assembly entitled to vote are present at that General Assembly.
  3. 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. If the quorum is still not reached, the decision can be made irrespective of the number present by a two-thirds (2/3) majority vote.

BY-LAW XXII Dissolution of the Federation

  1. The decision to dissolve the Federation shall require the presence of at least three-fourths (3/4) of the members of the General Assembly entitled to vote at the General Assembly meeting convened for that specific purpose. At least a three-fourths (3/4) majority vote of those present and entitled to vote will be necessary for the dissolution.
  2. 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.
  3. 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 (2/3) majority of those present.
  4. If the Federation is dissolved and has discharged all its financial obligations, any residual assets shall be transferred to another body with similar objectives as the Federation.
  5. The General Assembly present at the dissolution shall determine the recipients.