Rules of the Association
1. The name of the
Institution (hereinafter called "the Association") is "The Association for
2. The Association
shall be a voluntary non-profit making body of persons associated for the
purpose described below.
3. The objects for
which the Association is established are charitable, and are:
(a) To promote
learning and advance education in the field of radiation research.
(b) To extend, increase and disseminate knowledge of radiation research in the
fields of biology, chemistry, physics, medicine and other related disciplines.
(c) To affiliate or join in association with any other charitable body,
institution or society whose interests and objects are similar, ancillary or
considered to be helpful to the objects of the Association.
(d) To receive and apply donations, subscriptions and funds from persons and
organisations designed to promote the objects aforesaid, or any of them, and
to hold funds in trust for same.
(e) To do all such things as are incidental or the Association may think
conducive to the attainment of the above objects or any of them.
(i) Any persons who
are concerned, interested or engaged directly or indirectly in the fields of
radiation biology, radiation chemistry, radiation physics, radiation oncology,
radiography, radiation protection or in any related pursuit, or who are able
to contribute to the objects of the Association, may be eligible for election
to membership of the Association.
(ii) There shall be one class of membership which shall be open to persons of
any nationality, except that, in accordance with these general principles, a
person may be elected to Honorary Membership on the basis of distinction in
his or her field, and/or service to the Association. Honorary Membership
should not exceed 20 living persons.
(iii) Election to membership and Honorary Membership shall be made by the
Committee. The Committee's decision in all elections to membership and
Honorary Membership shall be final and no reason need be assigned by them for
non-election to membership.
(iv) Any member may resign his or her membership by giving to the Secretary
notice in writing, including by valid e-mail, to that effect.
(i) The Annual
Subscription for members shall be set by the General Meeting (see 7), on the
recommendation of the Committee. The Annual Subscription for students and
retired members shall be one half that of ordinary members of the Association.
Membership is free to Honorary Members.
(ii) Annual subscriptions shall be payable in advance on the 1st of July in
each year. Whatever time a person applies for election to the membership, the
full annual subscription shall apply for the current year, except that if
he/she applies for membership after 1st March the subscription will
apply from 1st July of that year.
In the event of any person subsequently not being elected under rule 4(i) they
shall be entitled to the return of any subscriptions already paid.
(iii) Any member whose subscription is more than three years overdue shall
cease to be a member unless the Committee otherwise decide.
6. Expulsion from Membership
The Committee may
expel from the Association any member whose conduct is such as shall, in the
opinion of the Committee, be injurious to the character and interests of the
Association or render him unfit to be a member of the Association. Before a
member is expelled his/her conduct shall be inquired into by the Committee and
he/she shall be given an opportunity to defend themselves and to justify or
explain their conduct. If two thirds of the members of the Committee present
when the matter is inquired into are of the opinion that the member has been
guilty of such conduct as aforesaid and that the member has failed to justify
or explain it satisfactorily the Committee may call upon the member to resign,
and if they does not resign, may expel them from membership. Provided always
that a member so expelled shall have a right of appeal to members at the next
General Meeting and the members present at such a meeting shall decide by a
two thirds majority on a secret ballot whether the Committee's decision to
expel the member shall be confirmed.
7. General Meeting
(i) A General
Meeting of the Association shall take place not less frequently than once in
every two years, at such a place as may be determined by the Committee. As far
as possible, the General Meeting shall be held in conjunction with a
Scientific Meeting at which attendance of members is unrestricted. Fourteen
days' notice giving details of time, place, agenda and resolutions shall be
given in the case of each General Meeting.
(ii) A quorum for a General Meeting shall not be less than two officiating
members and three ordinary members of the Committee personally present with
ten other members.
(iii) The above-mentioned meeting shall be called General Meetings. All other
meetings shall be called Special General Meetings.
8. Special General
(i) The Committee
may, whenever they think fit, convene a Special General Meeting.
(ii) Alternatively, the Secretary may convene a Special General Meeting
forthwith upon the request in writing, including valid e-mail, of twenty five
members of the Association stating the purpose for which the meeting is
(iii) At least twenty-eight clear days' notice shall be given of a Special
General Meeting. Every such notice shall specify the place, the day and the
hour of the meeting and the business to be conducted.
(iv) A quorum at a Special General Meeting, be it convened under Subclause (i)
or (ii), shall be twenty five members.
The Committee may
arrange Scientific Meetings of the Association at suitable times and places.
The arrangements for such meetings shall be made by the Committee through a
local organising committee or by some other body participating in the meeting.
10. Procedure of
General Meetings & Special General Meetings
Chairman/Chairwoman of the Committee shall preside as Chairman/Chairwoman at
any General Meeting. If the Chairman/Chairwoman is not present within fifteen
minutes after the time appointed for holding the meeting, then the numbers
present if sufficient to form a quorum shall choose a member of the Committee,
or if all members of the Committee present decline to preside, then they may
choose any member present to preside.
(ii) The Chairman/Chairwoman of the meeting may with the consent of the
meeting at which a quorum is present, or if such a meeting so decide, adjourn
the meeting from time to time, or from place to place, but no business shall
be transacted at such adjourned meeting other than business for which the
adjournment took place.
(iii) At all General Meetings any resolution put to the vote at the meeting
shall, unless the Rules otherwise provide, be decided by a show of hands by a
majority of the members present in person and entitled to vote, and a
declaration by the Chairman/Chairwoman of the meeting that a resolution has
been carried or lost shall be conclusive and the Secretary shall record this
in the minutes.
(iv) Every member present shall have one vote and in the event of an equality
of votes the Chairman/Chairwoman shall be entitled to a further or casting
(v) If within half
an hour of the time appointed for the holding of a General Meeting a quorum is
not present the meeting, if convened on the request of members, shall be
dissolved. In any other case it shall stand adjourned to such time as the
Chairman/Chairwoman shall decide.
11. The Committee
(i) The affairs of
the Association shall be managed by the Committee which shall be the governing
body of the Association and which will act on behalf of the Association within
the rules of the Association.
(ii) The Committee shall consist of a Chairman/Chairwoman, a
Vice-Chairman/Chairwoman who succeeds the Chairman/Chairwoman at the
completion of the latter's term of office, a Past Chairman/Chairwoman, a
Secretary and a Treasurer and up to ten, but no less than 5 ordinary members
in any one year.
(iii) Only members of the Association shall be eligible to hold office as
(iv) A member of the Committee may resign his/her office at any time by giving
notice in writing, including valid e-mail, to the Committee.
(vi) Subject to the above-mentioned maximum number, the existing members of
the Committee may from time to time appoint any member of the Association to
be an additional member of the Committee to fill a casual vacancy. Any member
so appointed shall retain his/her office only until the next committee
elections, at this time he/she shall then be eligible for re-election.
12. Election of the
(i) Nomination for
any vacancies on the committee will be requested from the membership by the
Secretary not less than 2 months before the 1st July deadline (See
12(ii)). If at that
time, more nominations are
received than places to fill, an e-mail ballot will be held. The Secretary
shall send to all Ordinary Members a ballot paper containing a list of the
names of the nominees. Voting for the election of Committee members shall be
by returning the ballot papers to the Honorary Secretary, by e-mail, by the
date stated on the ballot paper. Those candidates receiving the majority vote
will be elected for a place on the committee. The results will be announced
by e-mail to the membership and minuted at the next available General Meeting.
(ii) Any member
shall be entitled to nominate another member for each office, provided the
nominee has consented to stand and is eligible for the office. Nominations
shall be seconded by another member and shall be received by post or valid
e-mail according to the specified deadline stated. If there has not been at
least one nomination for each office, the Secretary shall, in consultation
with Committee members, make such provision as ensures that there shall be at
least one nominee for each office.
(iii) Providing that
they are happy to serve another term and that conduct, in the opinion of the
committee, is conducive to the successful running of the Association,
committee members do not have to be re-elected by the membership to serve a
second or third period on the committee (see 12(iv)).
(iv) All members of the Committee shall be elected for a period of initially
two years, to run from 1st July, and can remain on the Committee for up to six
years (serving three periods of two years each) provided that:
(a) The Secretary
and the Treasurer do not serve in those respective offices for more than two
consecutive two-year periods.
(b) The Chairman/Chairwoman and Vice-Chairman/Chairwoman shall not be eligible
to serve in those offices for consecutive two-year periods.
(c) Any Committee member who has served in an office of the Committee shall be
eligible to serve in another office in the next two-year period, provided that
he/she does not serve as an ordinary member of the committee for more than
three consecutive two-year periods.
(v) The Association
may by a resolution adopted at a General Meeting or Special General Meeting
remove any member of the Committee before the expiration of his/her period of
office and may appoint another member in his/her place, but any person so
appointed shall retain his/her office so long as the officer or member in
whose place he/she is appointed would have held the same if he/she had not
13. Procedure at
(i) The Committee
may meet together to undertake business as they think fit. Questions arising
at any meeting shall be decided by a simple majority of votes. In the case of
an equality of votes the Chairman/Chairwoman shall have a further or casting
(ii) A quorum of the Committee shall be four consisting of three members with
the Chairman/Chairwoman or the Secretary or the Treasurer. In the absence of
the Chairman/Chairwoman the Committee shall elect one of their number as
(iii) On the request of any three members of the Committee, the Secretary
shall at any time summon a meeting of the Committee within twenty-eight clear
(iv) The Committee shall cause proper minutes to be made of the proceedings of
all meetings of the Association and of the Committee and minutes will be
ratified by the committee at the next available meeting.
(v) All acts done by
any meetings of the members of the Committee or by any person acting as a
member of the Committee shall, notwithstanding that it afterwards be
discovered that there is some defect in the appointment of any such member of
the Committee or person acting as aforesaid or that they or any of them were
disqualified be, as valid as if every such person had been duly appointed and
was qualified to be a member of the Committee.
(vi) The office of member of the Committee shall be vacated if the member (a)
becomes bankrupt or makes any arrangement or composition with his/her
creditors generally or (b) becomes of unsound mind, or (c) resigns his/her
office by notice in writing, including valid e-mail, to the Committee.
(i) The Committee
shall cause proper books of accounts to be kept with respect to (a) all sums
of money received and expended by the Association, (b) all sales and purchases
by the Association, (c) all assets and liabilities of the Association.
(ii) At each General Meeting the Committee shall present to the members of the
Association an account of income and expenditure since the last General
Meeting made up to the preceding 31st December, together with a balance sheet
made up as at the same date.
(iii) The Committee shall have the accounts of the Association audited
according to the rules of the Charity Commission.
15. Winding Up
The Association may
only be dissolved by resolution at a General Meeting approved by seventy-five
per cent of the members present and voting. In the event of winding up, the
assets of the Association, after payment of debts and liabilities, shall be
transferred to a selected charitable institution of a similar nature to the
16. Changes in Rules
(i) The Committee
may, by resolution in that behalf, passed at any meeting by a majority of not
less than two thirds of the members present and voting (and is an absolute
majority of the whole of the Committee) and confirmed at the next General
Meeting by a like majority, alter, amend or add to these rules and such
alteration, amendment or addition shall be effectual between the resolution of
the Committee and the next General Meeting in any event. Any changes agreed
by the membership in principle will be minuted at the next available General
(ii) Members unable to attend the General Meeting at which such resolution is
voted on, may vote on such resolutions by post or valid e-mail. Votes received
by the Committee not later than thirty minutes before the time of the meeting
shall be added to those cast personally at the meeting.
17. Notices and
notice required to be given by these rules shall be given in such a manner as
the Committee may decide.
(ii) Communication within the
Committee, and between the Committee and Members, shall normally be by e-mail
unless the Committee decides otherwise.
(iii) It is the responsibility of
Members to inform the Secretary and/or Treasurer of their e-mail address for
such communications. In any event, failure of the Secretary/Treasurer or
Members to receive e-mail communications, regardless of cause, shall not be
deemed to result in any election or resolution being invalid, providing that
the Secretary/Treasurer has taken reasonable steps to e-mail Members at their
last known e-mail address and to maintain e-mail facilities to receive
(iv) Notices of General Meetings
and Special General Meetings, and of elections to the Committee, shall also be
posted on the Association's web site at the time of circulating the Membership
In the unlikely event of the Association becoming bankrupt, the liability of
Ordinary members would be limited to the amount of their subscription for the
year in question and any arrears which they had not paid, except that the
members would be liable for any particular debt which they had specifically
authorized the Committee to incur. Apart from this exceptional case, the
responsibility would fall upon members of the Committee, whose task it is to
manage the affairs of the Association.