Statutes and By-Laws


Table of Contents


NAME, LEGAL DOMICILE AND APPLICABLE LAW uparrow

Statute 1

1.1 The Association shall be known as the European Crystallographic Association.

1.2 The legal domicile of the Association is in Nijmegen, The Netherlands.

1.3 The Association is subject to Dutch Law.

OBJECTIVES uparrow

Statute 2

2.1 The objectives of the Association are: a. to contribute to the advancement of crystallography in all its aspects, including related topics concerning the non-crystalline states; b. to promote European cooperation in crystallography.

2.2 For these purposes the Association shall have the power: a. to adhere to the International Union of Crystallography as a “Regional Associate”, b. to organize meetings and conferences on subjects falling within the purview of the Association, c. to set up committees or other bodies for special purposes, d. to initiate, promote and coordinate crystallographic research requiring European cooperation, e. to organise special projects which shall be financed independently of the regular operations of the Association, f. to participate in joint committees with other associations or other scientific bodies in matters of interest to the Association, g. to do all such things as are appropriate for fulfilling its objectives.

2.3 The term ‘European cooperation‘ is understood to include countries which are not part of Europe geographically to the extent that is considered of interest to the Association.

MEMBERSHIP uparrow

Statute 3

3.1 The membership of the Association shall consist of members in three categories

  • National Members (National Adhering Bodies);
  • Affiliate Members (legal bodies)
  • Individual Members (individual persons).

3.2 The National Members are crystallographic associations of countries or regions which have been accepted by the Council and have paid their current subscription; the National Members have the right of representation and voting in the Council via an appointed delegate.

3.3 Any company, corporation or other organisation with a scientific interest related to crystallography may, with the approval of the Council, become an Affiliate Member, on payment to the Treasurer of the appropriate fees. The Affiliate Members shall elect representatives for the Council.

3.4 Any individual person with a scientific interest related to crystallography may, with the approval of the Executive Committee, become an Individual Member, on payment to the Treasurer of the appropriate fees. The Individual Members shall elect representatives for the Council.

3.5 Countries which are not part of Europe geographically may be admitted at the discretion of the Council.

3.6 In a country the Adhering Body is normally the National Crystallographic Association. If such an association does not exist, a body may be approved by the Council to represent the practising crystallographers of that country. Wherever the term National Crystallographic Association is used in these Statutes or in the By-Laws, it shall be taken to mean such a body.

3.7 Any number of countries may agree to form a group in order to name or establish a single Adhering Body. This body shall form a joint national or regional committee for crystallography. Wherever the terms Country and National Crystallographic Association are used in these Statutes or in the By-Laws, they shall be taken to mean such groups of countries and joint national or regional committees for crystallography.

3.8 If an Individual Membership is rejected by the Executive Committee, the Council still retains the power to approve the Individual Membership application.

3.9 The Secretary undertakes to maintain an accurate membership list.

3.10 Membership of the Association is personal, i.e. one cannot become a member of the Association by inheritance, or by fusion or splitting of legal bodies.

The COUNCIL / COMPOSITION / DUTIES and POWERS uparrow

Statute 4

4.1 The work of the Association shall be directed by the Council which is composed of delegates appointed by the National Members and elected representatives of Affiliate and Individual Members. The International Union of Crystallography may send a non-voting delegate (Observer) to meetings of the Council.

4.2 Each National Adhering Body shall be represented on the Council by one person appointed (delegated) by the Adhering Body concerned. The representatives of Affiliate or Individual Members are elected on the basis of one representative for 100 Affiliate and Individual Members, where the total number of representatives is obtained by rounding downwards. Each such appointed or elected representative is a member of the Council (Councillor) and shall have one vote. The rules for the election of both representatives of the Affiliate or Individual Members shall be defined in the By-Laws.

4.3 The Council shall normally hold at least one ordinary meeting in each calendar year, i.e. the annual meeting as referred to in Statute 16, and normally during the European Crystallographic Meeting or the Congress of the International Union of Crystallography. The date and place of meeting, unless determined at the previous meeting of the Council, shall be determined by the Executive Committee.

4.4 The Council shall have all powers of a general meeting of an association, which include: a. to decide on all matters of policy of the Association, b. to take appropriate action on any matters concerning membership of the Association in agreement with Statute 3, c. at an ‘election meeting‘ of the Council, to elect the President, the Vice-President, the Secretary, the Treasurer and the other Officers of the Association, d. to agree the annual reports and accounts [including all minutes, audited accounts, etcetera], as well as the budget and the annual membership contributions.

4.5 The Council shall have power a. to amend these statutes, and to dissolve the Association in accordance with Statutes 1719. b. to set up any Special Interest Group, General Interest Group or other body it may deem necessary for the administrative and scientific work of the Association, or to approve such a body, and to determine the terms of reference of such a body.

SUSPENSION uparrow

Statute 5

5.1 The Executive Committee has the power to suspend a member of the Association from his rights for a maximum period of one month if the member acts in conflict with his membership duties or has seriously damaged the interest of the Association by his conduct. During the suspension period any rights derivable from membership of the Association cannot be claimed.

TERMINATION OF MEMBERSHIP uparrow

Statute 6

6.1 The membership terminates: a. by death or for a legal body when the member as a legal body no longer exists; b. by withdrawal (resignation) by the member; c. by defaulting through the Association; d. by deprival (removal) through the Association.

6.2 a. A member can withdraw at any time by giving written notice to the Secretary. The Secretary shall acknowledge in writing within eight days that he has received this notice. b. Resignation of membership by the member is possible within one month after receiving notice that the Association has decided to change its legal constitution into another legal form or to merge (amalgamate, fuse).

6.3 Defaulting of membership through the Association is possible at any time by the Executive Committee at a two months’ notice when the member – after repeated written reminders – by the first of October did not fulfil its financial duties or any other duties which might be imposed by the Statutes. This specifically refers to payment of the appropriate renewal subscription (fees). Defaulting by the Executive Committee shall be in writing with statement of reasons and shall have immediate effect.

6.4 Deprival of membership through the Association is possible only in case a member acts or has acted in conflict with the Statutes, By-Laws or decisions of the Association, or in case the Member does or has done unreasonable harm to the Association. Deprival shall be by the Executive Committee in writing with statement of reasons. The member shall be given opportunity to appeal to the Council. Pending the appeal the membership is suspended. The decision of the Council for such deprival shall require the affirmative vote of at least three-quarters of those members of the Council present and eligible to vote.

6.5 In case the membership of any National Adhering Body, Affiliate or Individual Member is terminated for whatever reason, the subscription for the current year has to be paid in its entirety, unless the Executive Committee decides otherwise.

COUNCIL / MEETINGS uparrow

Statute 7

7.1 A Meeting of the Council is called by the Executive Committe in writing and giving at least two months notice.

7.2 Except for the annual meeting defined in Statute 16 meetings will be held when the Executive Committee considers it desirable or appropriate, or when one-tenth of all members who are qualified to vote request such a meeting. This request shall be made in writing and shall include the proposed agenda for the meeting.

7.3 The Executive Committee shall, after receiving a request as defined in 7.2, call a Meeting of the Council within one month. The members who requested the meeting can call the Meeting of the Council themselves, and in the manner usually adopted by the Executive Committee, if their request is not carried out by the Executive Committee within one month after receiving the request.

7.4 Meetings of the Council can also be held when Councillors are present at different locations, provided reliable electronic communications are possible as if the Councillors were present at an actual meeting.

Statute 8 (decisions) uparrow

8.1 a. Only the members of the Executive Committee, the representative of the International Union of Crystallography and the representatives of the Members of the Association have access to the meetings of the Council, unless the Council from time to time decides otherwise.

Only the representatives of the Members of the Association have the right of vote; they have one vote each.

Each member has the right to delegate (by means of a written notice) his voting power to a proxy (Substitute) who does not need to be a member of the Association.

Suspended Members of the Association and suspended members of the Executive Committee have no access to the meeting of the Council with exception of the meeting in which the decision about the suspension is discussed.

b. All decisions of the Council shall require the presence of at least one half of the number of Councillors or their proxies.

8.2 A decision that is in writing and unanimously accepted by all Councillors even when they are not present at a meeting of the Council has, conditional on of the prior knowledge of the Executive Committee, the same validity as a decision of the Council.

Such a decision shall be written down by the Secretary in the book of minutes, and shall be made known at the next meeting of the Council.

8.3 Voting about persons shall be in writing, otherwise voting is orally.

The acceptance of proposals by acclamation is allowed if it is proposed by the President and approved by the Council.

8.4 Proposals shall be accepted by a majority of votes, unless the statutes say otherwise. In cases of equality of votes the president has a casting vote.

At elections, a person who receives more than half of all the votes shall be deemed to be elected.

If no candidate has obtained this majority, then, if necessary after an intermediate voting round, another vote will be held between the two candidates who received the largest numbers of votes; the candidate who now gets the largest number of votes shall be deemed to be elected.

In case of a tie at this last vote the decision shall be made by the drawing of lots.

8.5 Votes shall be taken to mean valid votes. Abstentions or blank votes are invalid votes, unless the statutes say otherwise. Abstentions and invalid votes only count to establish the quorum.

8.6 The President’s judgement in Council concerning the result of the voting shall be final, unless the correctness of a vote is questioned immediately after the judgement; in such event another vote shall take place

if it is required by the majority of the councillors, or,

if it is required by one Councillor in case the voting took place other than by roll-call or in writing;

the most recent result cancels the result of any earlier voting.

Statute 9 (direction, minutes) uparrow

9.1 The President of the Executive Committee chairs the Council. In his absence the Vice-president or an other Officer of the Committee shall take the chair.

9.2 Minutes of the meeting of the Association shall be made by the Secretary or another Officer of the Executive Committee appointed by the President, and approved at the next Council.

EXECUTIVE COMMITTEE uparrow

Statute 10

10.1 The Executive Committee shall administer the Association. The Executive Committee is responsible to the Council and shall participate in its deliberations. The Executive Committee shall carry out the decisions of the Council and give effect to the general policy of the Association as determined by the Council.

10.2 The Executive Committee consists of at least seven (7) persons. The Council defines the number of members of the Executive Committee and which office they shall hold. If the number of members has fallen below the minimum number the Executive Committee shall continue in power as long as it has at least two members. The Executive Committee shall take appropriate steps to return to the required minimum number and within reasonable time.

10.3 The Council appoints the members of the Executive Committee on the proposal of the Committee or of at least five (5) Councillors. A member of the Executive Committee need not be a Councillor.

10.4 The Officers of the Association constituting the Executive Committee are a. the President, b. the Vice-President, c. the Secretary, d. the Treasurer, e. the Past-president, f. Educational Coordinator, g. three Additional Members. As a rule every third year the ordinary meeting of the Council shall elect the Officers of the Executive Committee and the sitting Officers shall resign.

The President is not eligible for re-election to any other office in the Executive Committee. The other members of the Executive Committee are eligible for re-election to the same office, but shall not serve in that office for more than two full consecutive terms.

The Officers of the executive Committee appointed to intermediate vacancies shall hold office until the next Council meeting; in case this next Council meeting is NOT an election meeting, intermediate elections will take place for the same vacancy and the elected Officer shall hold office until the next election Council meeting. In case the same officer is re-elected at the election Council, he is allowed to serve for another maximum period of two full consecutive terms.

10.5 The Council has the power to suspend or to remove an Officer of the Executive Committee. The decision requires a majority of at least two-thirds of the valid votes. A suspension which does not turn into a removal within one month shall terminates at the end of this period.

10.6 Officers of the Executive Committee can resign by giving three months notice in writing.

10.7 The Executive Committee has the power to contract agreements to obtain, alienate or encumber property, or agreements of bail or fellow-debtor, or to guarantee the debt of a third party.

10.8 The President and the Vice-President cannot be a Councillor during his term of office.

REPRESENTATION uparrow

Statute 11

11.1 Both the Executive Committee and the President or- in case of his absence, the Vice-President – may be the official representative of the Association. In this respect they may delegate their powers to another Officer or, by written permission of the Executive Committee, to any other person.

11.2 The Executive Committee may delegate its powers regarding financial matters to the Treasurer.

SPECIAL INTEREST GROUPS uparrow

Statute 12

Special Interest Groups in any area of crystallography or General Interest Groups may be proposed by four (4) or more Councillors or twenty (20) or more Affiliate or Individual Members. The establishment of any Special or General Interest Group requires the approval of the Council. Rules about the establishment, dissolution and procedures of Special or General Interest Groups shall be specified in the By-Laws.

FINANCES uparrow

Statute 13

13.1 a. The financial means of the Association can be obtained among other things by:

  • subscription fees from the Members;
  • taxes;
  • donations;
  • subsidies;
  • contributions from sponsor(s);
  • inheritances and legacies.

b. Inheritances can be accepted by the Association only under the condition of inventory.

13.2 Each National Member shall pay an annual subscription which corresponds to the number of members of the National Adhering Body.

The contributions are defined in the By-Laws.

The subscription of Affiliate and Individual Members is given in the By-Laws.

The annual subscriptions for the calendar year to which they apply is to be paid by such date as is given in the By-Laws.

13.3 The unit contribution, stated in terms of a currency to be designated by the Executive Committee, shall be determined by the Council.

LIABILITY uparrow

Statute 14

14.1 The Association is liable only to the extent of its assets, and the Adhering Bodies, Affiliate Members and Individual Members are not individually liable for its corporate debts and liabilities.

14.2 The liabilities of the members of the Association are limited to the payment of their annual subscriptions.

14.3 No Officer of the Association shall individually be liable for the corporate debts and liabilities of the Association. The Association shall indemnify any Officer or former Officer in respect of any claims laid against him in respect of his authorised actions on behalf of the Association. At its discretion the Executive Committee may extend this indemnity to other persons in respect of their authorised actions on behalf of the Association.

14.4 The Association shall not accept any liability for any personal loss, damage or accident sustained by an individual not being an employee of the Association, engaged in any activity, including travel, on behalf of the Association.

FINANCIAL YEAR / ADMINISTRATION and ANNUAL REPORTS uparrow

Statute 15

15.1 The financial year is the calender year.

15.2 The Executive Committee shall maintain notes and books giving the financial situation and which show rights and duties at all times.

15.3 The Executive Committee shall keep the documents referred to in statutes 15.2, 16.1 and 9.2 for a period of ten years.

Statute 16 (annual meeting / auditing) uparrow

16.1 An annual Council shall be held within nine months after each financial year, unless the Council lengthens this period.

The Chairman of each Special Interest Group (or any other member approved by the Executive Committee) shall be responsible to the Executive Committee for any expenditure of funds by the Group.

The Executive Committee shall present an annual report on the policy and affairs of the Association. It also presents a balance-sheet and book of assets and liabilities with appropriate explanations to the Council for approval. These documents shall be signed by all members of the Executive Committee; if one or more signatures are not present, this shall be noted and explained.

16.2 The Auditor of the Association shall be a person or corporation authorised to act as a public accountant. The Auditor shall be appointed by the Executive Committee on the recommendation of the Treasurer. The Council has the power to appoint a different Auditor. The Executive Committee shall supply to the Auditor all necessary information, show on request all relevant financial items, and allow inspection of all official papers, documents and books.

16.3 Approval by the Council of the submitted accounts gives the Executive Committee a discharge of their responsibilities, except for any matters not shown in the accounts.

AMENDMENT OF STATUTES uparrow

Statute 17

17.1 The Statutes can be amended only by a decision of the Council. Any proposal to amend any Statute or Statutes shall be notified with the call for the meeting of the Council.

17.2 The proposal including the verbatim amendments shall be open to inspection at least three months before and until the close of the Council Meeting at which the vote on the proposal is to be taken.

17.3 To be approved any change in these Statutes shall require the presence or representation of two-thirds of the total number of Councillors, and requires the affirmative vote of not less than two-thirds of the Council members present or represented and entitled to vote.

Statute 18 uparrow

18.1 The amended statutes are valid when they are deposited by a Notary. Any member of the Executive Committee has the power to draw up the deed.

18.2 The Executive Committee shall deposit an authentic copy of the amendments and of the complete statutes at the office of the Chamber of Commerce at the city of legal domicile of the Association.

DISSOLUTION and SETTLEMENT uparrow

Statute 19

19.1 The Association can be dissolved by a decision of the Council. Approval of a proposal to wind up the Association requires the affirmative vote of at least two-thirds of those entitled to vote in a meeting of the Council where at least two-thirds of all Councillors are present or represented. The Association is also dissolved in all cases given by Law ( [ Dutch Law: ] Artikel 19, Boek 2 Burgerlijk Wetboek) .

19.2 The proposal to wind up the Association shall be notified with the call for meeting of the Council at which the vote on the proposal is to be taken.

Three months notice of such a meeting shall be required.

19.3 The settlement (liquidation) of assets, debts and liabilities shall be performed by the Executive Committee, or by one or more persons appointed by the Council, in accordance with the Law.

19.4 The assets of the Association, after discharge of all debts and liabilities, shall be transferred to a body or bodies having aims similar to those of the Association. The Council shall have power to designate such body or bodies and, if more than one, the proportions in which the assets are to be divided. In default of such designation the assets shall be transferred to the International Union of Crystallography.

19.5 After the dissolution the Association remains in existence as long as necessary for the settlements of its assets. In this period, the Statutes and by-Laws remain valid as far as possible.

In this period, documents and announcements of the Association shall have the name of the Association appended by the words: “in liquidation” / in Dutch: “in liquidatie”.

19.6 All books and documents of the Association shall be kept by a person or legal body, appointed by the liquidator(s) defined in Statute 19.3, for a period of ten years after the settlement.

BY-LAWS uparrow

Statute 20

20.1 The Council shall have power to formulate and amend By-Laws on any matters not covered by the Statutes, including

  • rules for membership,
  • the payments of annual fees, subscriptions and poll-taxes ( provided not more is requested than is allowed by the Statutes),
  • the duties of the Executive Committee,
  • the meetings,
  • rules for voting.

20.2 The By-Laws can be amended by a decision of the Council; the amendment(s) may be proposed by the Executive Committee. The amendment(s) can also be proposed in writing by at least two-thirds of the total number of Councillors. If the proposal does not originate from the Executive Committee, the Executive Committee shall be given opportunity for deliberation before the Council can make its decision.

20.3 The By-Laws may not be in conflict with the Law or the Statutes. The By-Laws may deviate from the Law or the Statutes only in cases which are permitted by the Law and the Statutes.

LAST STATUTE uparrow

Statute 21

The Executive Committee shall have the power to decide in all cases not covered by the Law, the Statutes or the By-Laws.

Finally, the Comparant declares:

  • the first financial year of the Association covers the period from the establishment up to 31 December 1997.
  • the members of the Executive Committee at the time of the establishment:
    • President: Carmelo Giacovazzo, born: Locorotondo (Italy), 14 Dec. 1940, address: Instituto di Ricerda Cristall., Dipartimento Geomineral. Campus Universitario, 70125 Bari, Italy.
    • Vice-President: Joel Bernstein, born: Cleveland (USA), 12 Sep. 1940, address: Dept. Chemistry Ben-Gourion Univ. of the Negev, P.O. Box 653 Beer Sheva, Israel 84120.
    • Secretary: Paulus Theodorus Beurskens, born: Tegelen, 24 Feb. 1934, address: Kroonsingel 3, 6581 BK Malden, Netherlands.
    • Treasurer: Sybolt Harkema, born: Noordeloos, 10 Dec 1940, address: Groenmarkt 30, 7201 HZ Zutphen, Netherlands.
    • Member: Frank Harmsworth Allen, born: Reading (England), 27 June 1944, address: Cambridge Cryst. Data Centre, 12 Union Road, Cambridge CB2 1EZ, Engeland.
    • Member: Maria Armenia Carrondo, born: Famaliceo (Portugal), 31 July 1948, address: Inst. Technol.Quim. Biolog., Apart. 127, Av. De Republica, 2789 Oeiras, Portugal.
    • Member: Peter Paufler, born: Dresden (Germany), 18 Feb. 1940, address: Inst. Kristall. Festk. Physik, Fak. Math. Naturwissensch. Technische Univ., D-01062 Dresden, Germany.
  • The address of the Association at the time of the establishment was: Toernooiveld 1, 6525 ED Nijmegen, Netherlands.
  • the present members of the Executive Committee are at the time of the amendment May 2012:
    • President: Santiago GARCIA-GRANDA, born: Verdicio-Gozon (Spain), 28 Nov. 1955, address: Dept. Quimica-Fisica y Analitica, Fac. Chemistry, Univ. Oviedo, Julian Claveria, 8, 33006 Oviedo, Spain
    • Past-President: John Richard HELLIWELL, born: Wickersley (UK), 19 Sep. 1953, address: School of Chemistry, The University of Manchester, Brunswick Street, Manchester, M13 9PL, United Kingdom
    • Vice-President: Andreas ROODT, born: Bloemfontein (South Africa), 15 March 1956, address: Department of Chemistry, University of the Free State, PO Box 339, Bloemfontein 9300, South Africa
    • Secretary: Petra BOMBICZ, born: Budapest (Hungary), 30 May. 1966, address: Department of Structural Chemistry, Institute of Organic Chemistry, Research Centre for Natural Sciences, Hungarian Academy of Sciences, H-1525 Budapest POB 17, Hungary
    • Treasurer: Radomir KUZEL, born: Jilemnice (Czech Republic), 29 Oct. 1955, address: X-Ray Group, Faculty of Mathematics and Physics, Ke Karlovu 5, Prague, 121 16 Praha 2, Czech republic
    • Member: Alessia BACCHI, born:Parma (Italy), 21 Aug. 1966, address: Dipartimento di Chimica Generale ed Inorganica, Chimica Analitica, Chimica Fisica, Universit? di Parma, Parco Area delle Scienze 17A, I-43100 Parma, Italy
    • Member: Luc Van MEERVELT, born: Hamme (Belgium), 11 Nov. 1958, address: Biomolecular Architecture, Departement Chemie, Katholieke Universiteit Leuven, Celestijnenlaan 200F, B-3001 Leuven (Heverlee), Belgium
    • Member: Wulf DEPMEIER, born: Sulingen (Germany), 25 Nov. 1944, address: Institut f?r Geowissenschaften der Universit?t Kiel, Olshausenstr. 40, Kiel, D-24098, Germany
    • Educational Coordinator, webmaster: Massimo NESPOLO, born: Siena (Italy), 14 Nov. 1964, address: CRM2, UMR-CNRS 7036, Institut Jean Barriol, Université de Lorraine, BP 70239, Boulevard des Aiguillettes, F-54506 Vandoeuvre-l?s-Nancy, France.
  • The address of the Association at present is: Jonathan 59, 6662 JJ Elst Gld, Nijmegen, Netherlands.

BYLAWS uparrow

By-Laws of the European Crystallographic Association as decided and agreed upon during the meeting of the ECC in Lisboa but with proposals about OPEN questions implemented and with several technical modifications [ circulars ECA#3 and ECA#5 ]

1. Council uparrow

1.1 The agenda of business to be transacted at a meeting of the Council shall be determined by the Executive Committee and shall be dispatched by the Secretary to the Councillors, to the Special Interest Groups, and to the Commissions of the Association at least ten weeks before the meeting.

1.2 Normally all nominations and elections to serve on the Council should be for a three-year term.

1.3 Representatives on the Council of the Individual Members shall be elected by a ballot from a list of all nominations signed by at least six Affiliate or Individual Members.

1.4 A quorum of the Council shall be the first whole number equal to or greater than one half of the total number of the Councillors.

1.5 All decisions of the Council shall be by a simple majority of those voting, unless specifically stated in the Statutes or By-Laws to be otherwise.If no majority exists, the President may use a casting vote.

2. Executive Committee uparrow

2.1 The Executive Committee shall meet at least once each year.

2.2 The Executive Committee shall make nominations to the Council for the Officers of the Association. Normally these nominations shall be made following a communication with the Councillors.

2.3 In the event of the resignation, death or disability of the President, the Vice-President shall assume the office of President until the close of the next ordinary Council meeting.In the event of another Officer cannot carry out his duties the President after consultation with the Executive may appoint or co-opt a new Officer until the close of the next ordinary Council meeting. In any such event, election for the office concerned will take place at next meeting of the Council, following the rules given in By-Laws 3. The duration of the office will be up to next election meeting of the Council.

2.4 The President, on his own initiative or at the request of the Executive Committee may invite any individual to be present at a meeting of the Executive Committee. Such an invited guest may take part in the discussions but shall have no voting power.

2.5 Minutes of the meetings of the Executive Committee shall be made. Two copies of the minutes shall be signed by the Chairman and the Secretary of the meeting at which they were approved, and shall be kept by the President and the Secretary.

2.6 The Secretary of the Association is Secretary of the Council and of the Executive Committee. In his absence from a session or meeting another Officer of the Association designated by the Executive Committee shall act as Secretary.

2.7 The President coordinates the activities of the Executive Committee, chairs the meetings of the Council, and does all such things as are appropriate for allowing the ECA to fulfil its purposes. The Vice-President assists the President and assumes his duties in the absence of the President and whenever the President is not able to perform his function. The Secretary is responsible for conducting the ordinary business of the Association, with the exception of the financial administration, and for keeping its records.The Treasurer of the Association is responsible for the financial administration of the Association and for keeping its accounts. The Additional Members of the Executive Committee do all such things as are considered appropriate by the Executive Committee.

3. Nominations and elections uparrow

3.1 All delegates (and alternates) shall be notified of the nominations presented by the Executive Committee under By-Law 2.2 for the Officers of the Association as early as possible and in any case at least ninety-six hours before the scheduled commencement of the session of the Council at which the vote is to be taken.

3.2 After the delegates have been notified of the nominations made by the Executive Committee, other nominations for Officers of the Association may be made by any five or more Councillors.

3.3 In voting for the President, Vice-President, Secretary and Treasurer of the Association, each of these offices shall be taken separately and voting shall be by secret ballot. A simple majority of the votes represented by the delegates present at the voting session shall be required for election. If there are two candidates or more for one of these offices, and an election is not achieved after two ballots, the candidate receiving the smallest number of votes in the second ballot shall be removed from the list.

4. Special or General Interest Groups uparrow

4.1 The formation of a Special or General Interest Group may be approved by the Council on receipt of a formal request from not less than 4 Councillors or 20 individual members.

4.2 The rules and regulations governing each Special or General Interest Group shall be approved by the Council

4.3 Applications for transversal or networking groups can be accepted by the Council. These groups will be named General Interest Groups and will follow the same rules as the Special Interest Groups defined in ECA Statutes.

5. Meetings and European Crystallographic Meetings (ECMs) uparrow

5.1 Individual members are entitled to attend the various kinds of meetings held under the auspices of the Association on payment of a reduced registration charge.

5.2 As a rule, European Crystallographic Meetings (ECMs) will be held two years out of three. The Executive Committee arranges for invitations to be received from potential host organisers and the Council decides upon the choice of dates and places.

5.3 ECM Programme Committee. In order to maintain a high standard in the organisation of ECMs, the Executive Committee appoints no less than two of its members to participate on the programme of the ECM. Special and General Interest Groups are invited to organise microsymposia during ECMs.

5.4 ECM Abstracts. The method of publication of the abstracts of ECMs remains the joint responsibility of the ECA through its Executive Committee and the Program Committee of the ECM.

6. Fees uparrow

6.1 The annual dues shall be expressed in terms of a unit fixed by the Council.

6.2 Any decisions to change the value of the unit fee shall be supported by three out of four votes cast. Any proposal by the Executive Committee to increase the unit fee shall be submitted to all Councillors at least three months before the Council is to meet to decide the matter.

6.3 Members of the Association pay fees as follows.

  • (a) National Members pay 1 unit per audited member of the Adhering Body otherwise for each practising crystallographer which it represents according to the World Directory of Crystallographers (WDC). Numbers are rounded to the nearest 25 but a minimum of 50 units has to be paid.
  • (b) Affiliate Members pay such number of units as decided by the Executive Committee.
  • (c) Individual Members pay 10 units.
  • The Members of the Association shall pay the annual fees before the first of April of that year.

6.4 Membership of a Special Interest Group shall not involve any additional fee to the Association.

6.5 The value of 1 unit equals 1€.

7. The Satellite conference of an ECM uparrow

7.1 The satellites associates to the ECM have to be close (within 2 or 3 days) in time to the ECM. The satellites to ECM must have a close link both geographically and scientifically to the ECM. The satellite activities must be agreed upon with the ECM Committees (Local and Program Committees). For the rest of pre- or post- ECM activities, the blackout period must be observed.

7.2 Applications should be supported by a letter from at least one SIG chair or if no relevant SIG exists by the Chair of an IUCr Commission.

7.3 Dates of other ECA supported conferences must be outside of a blackout period of ±1 month around the ECM’s and IUCr Congresses.

8. The ECA Prizes uparrow

8.1 Max Perutz Prize of the European Crystallographic Association

  • The Max Perutz Prize is awarded in recognition of meritorious achievements in any branch of crystallography by a crystallographer having a clear affiliation with the ECA region and being an individual member of the ECA. It can be for leadership or scientific contributions or both.
  • The ECA awards the Max Perutz Prize twice in a three-year cycle (year of the General Assembly of the IUCr excluded) at the ECMs, official general meetings of the ECA.
  • The president of the ECA appoints the chairperson of the Max Perutz Prize Committee, usually for a three-year period.
  • The Max Perutz Prize Committee is an independently convened group that works in confidence to discuss candidacies for the Perutz Prize, and is chaired by a member of the ECA Executive Committee. The president of the ECA monitors due process through general reports from the chairperson of the selection committee, but is in no way involved in the details of the deliberations or conclusions on the individual candidacies of the selection committee.
  • The chairperson of the Max Perutz Prize Committee issues a call for nominations approximately ten months before the prize is awarded.
  • A candidate for the Max Perutz Prize of the ECA is nominated taking in account the contribution which the candidate has made to the field of crystallography.
  • The nominee must have a clear affiliation with the ECA, directly associated with crystallography and a listed member of the World Directory of Crystallography.
  • The nominee shall not hold a current position on the ECA Executive Committee or member of the current Max Perutz Prize Committee.
  • Nominators may be an (i) ECA individual Member or (ii) any person from a national member of ECA or (iii) any CAM. The nominator must ensure a signed acceptance of the nomination by the nominee.
  • The nominator must indicate briefly why the candidate is nominated and may include matters such as publication record and motivate impact. However, uniqueness (i.e. pioneering contributions) and the usefulness of the nominee’s work should always be of prime importance to the selection committee.
  • Nominations close approximately five months before the award is made.
  • The chairperson of the Max Perutz Prize committee appoints six additional members to the committee representing the five focus areas of the ECA, taking into account recommendations by the SIG chairs. The committee considers the candidates, select the winning candidate by a clear majority, and forward the name of the successful Max Perutz Prize candidate to the president of the ECA, who makes the announcement.
  • The Max Perutz Prize Committee shall, when two winning candidates equal in stature are identified, give preference to the candidate from a different focus area than that of the previous Max Perutz Prize Laureate.
  • Where an Awardee’s research is in collaboration, the credits to the team or to particularly relevant partnerships are naturally expected to be acknowledged by the Awardee, and thereby to be specifically requested in the formal announcement drafting step.
  • The candidate receives the award at the official opening of the following ECM and presents a lecture at this occasion.

8.2 Erwin Felix Lewy Bertaut Prize of the European Crystallographic and Neutron Scattering Associations (ECA-ENSA)

  • The European Crystallographic Association (ECA) and the European Neutron Scattering Association (ENSA) awards a prize in memory of the scientific achievements of the late Erwin Felix Lewy Bertaut, which are cornerstones in both crystallography and neutron scattering.
  • It is awarded to a young scientist having a clear affiliation with the ECA/ENSA region (up to 5-8 years after finishing PhD-thesis) and an individual member of ECA/ENSA, in recognition of notable experimental theoretical or methodological contributions in the field of investigation of matter using crystallographic or neutron scattering methods.
  • ECA and ENSA will award the prize in a regular alternating sequence, or as specified by the two organisations based on mutual agreement.
  • ECA and ENSA appoint a Selection Committee for the evaluation of the quality of the candidates and the recipient of the prize. Membership in the Selection Committee is obtained by invitation extended jointly by ECA and ENSA executives, with a delegate of each executive (acting as chair and deputy chair for the committee) representing the Associations. The chair and deputy chair appoints another five members to the Selection Committee. The committee is chaired by the representative of the association which organizes the prize ceremony for that specific year.
  • The chairperson of the Selection Committee issues a call for nominations approximately eight months before the prize is awarded.
  • Nominations for the prize may be submitted by European scientists as individuals (self-nomination excluded) or on behalf of a group. Nominators may be (i) an ECA/ENSA individual Member or (ii) any person from a national member of ECA/ENSA or (iii) any Corporate Associate Member (CAM). The nominator must ensure a signed acceptance of the nomination by the nominee.
  • Nominations should include the motivation for the award, a brief curriculum vitae of the nominee and a short list of major publications. Letters of support from authorities in the field are accepted.
  • Nominations for the prize will be treated in confidence and although they will be acknowledged there will be no further communication.
  • Nominations close approximately four months before the award is made.
  • The nominations for the prize will be evaluated by the Selection Committee specified above. The committee considers the candidates, select the winning candidate by a clear majority, and forward the name of the successful Bertaut Prize candidate to the president of the association that organizes the prize ceremony for the specific year, who makes the announcement.
  • The prize ceremony is organized at European conferences organized by ECA or ENSA. The two Associations will decide on an alternate timing of the venue of the prize ceremony and organize the call for nominations according to their respective schedules of conferences.
  • The candidate receives the award at the following ECA/ENSA meeting and presents a lecture at this occasion.