The name of the Association shall be the International Association for the Study of Traditional Asian Medicine (hereinafter called “The Association”). (For the purposes of this Association, ‘Asian,’ shall be deemed to include the whole geographical area of Asia, as region of origin of Asian medicines, including transnational Asian communities elsewhere, along with North Africa.)
2. OBJECTS AND PURPOSES OF THE ASSOCIATION
The objects and purposes of the Association are: To promote and encourage the study of traditional Asian medicines, including both the ‘classical’ systems and local and tribal traditions, as well as their globalised forms, in all their aspects – historical, philosophical, anthropological, sociological, and biomedical.
The powers of the Association shall be deemed to include:
- the accepting of any gift, whether subject to a special trust or not, for any one or more of the subjects or purposes of the Association;
- the taking of such steps from time to time as the Council or the members in general meeting may deem expedient for the purpose of procuring contributions to the funds of the Association, whether by the way of donations, subscriptions, or otherwise;
- the printing and publishing of such newspapers, periodicals, books, leaflets, or other documents as the Council or the members in general meeting may think desirable for the promotion of the objects and purposes of the Association;
- the doing of all such other lawful things as are incidental or conducive to the attainment of the objects and purposes of the Association or of any of the objects and purposes specified in the foregoing provisions of this sub-rule.
4.1 A person is eligible to be a member of the association on payment of appropriate subscription fee mandated by the council. Membership shall be good for the duration of time agreed by the council A person shall not be admitted to full membership until their admission as a member is approved by the Council, or by the Secretary-General acting on behalf of the Council.
4.2 The Secretary-General shall be empowered by the Council to act on its behalf in admitting new members whose names shall be referred to the Council as soon as possible.
4.3 A member of the Association may, at any time, resign from the Association by delivering or sending by post to the Secretary-General a written notice of resignation.
4.4 Upon receipt of a notice under rule 4.3, the Secretary-General shall remove the name of the member by whom the notice was given from the register of members, whereupon that member ceases to be a member of the Association.
4.5 A right, privilege, or obligation of a person by virtue of their membership of the Association –
- is not capable of being transferred or transmitted to another person; and
- terminates upon the cessation of their membership, whether by death, resignation, or otherwise.
4.6 Members are not to be liable to contribute towards payment of liabilities of the Association.
4.7 Student members shall be full time students at recognized institutions. They shall pay a reduced membership fee, but shall not have voting rights.
4.8 Institutional members shall be libraries, museums, institutions of higher learning and other organizations acceptable to the Council. Institutional members will not vote on the affairs of the Association.
5. INCOME AND PROPERTY OF THE ASSOCIATION
5.1 The income and property of the Association, however derived, shall be applied solely towards the promotion of the objects and purposes of the Association and no portion thereof shall be paid or transferred, directly or indirectly, by dividend, bonus, or otherwise, to any member of the Association for personal use.
5.2 The Association shall not –
- appoint a person who is a member of the Council to any office of the Association to the holder of which there is payable any remuneration by way of salary, fees, or allowances; or
- pay to any such person any remuneration or other benefit in money’s worth (other than the repayment of out-of-pocket expenses).
5.3 Nothing in rules 5.1 or 5.2 prevents the payment in good faith to a servant or member of the Association of –
- remuneration in return for services actually rendered to the Association by the servant or member or for goods supplied to the Association by the servant or member in the ordinary course of business;
- interest at current bank overdraft rate on money lent; or
- a reasonable and proper sum by way of rent for the premises let to the Association by the servant or member.
6. ACCOUNTS OF RECEIPTS, EXPENDITURES ETC
6.1 True accounts shall be kept
- of all sums of money received and expended by the Association and the matter in respect of which the receipt or expenditure takes place; and
- of the property, credits, and liabilities of the Association
6.2 The Treasurer of the Association shall faithfully keep all general records, accounting books, and records of receipt and expenditure connected with the operations and business of the Association in such form and manner as the Council may direct.
6.3 The Accounts, books, and records referred to in rules 6.1 and 6.2 shall be kept at the Association’s office or at such other place as the Council may decide.
7. BANKING AND FINANCE
7.1 The Treasurer of the Association shall, on behalf of the Association, receive all moneys paid to the Association and forthwith after the receipt thereof issue official receipts therefor.
7.2 The Council shall cause to be opened with such bank as the Council selects a banking account in the name of the Association into which all moneys received shall be paid by the Treasurer as soon as possible after receipt thereof.
7.3 The Council may receive from the Association’s bank or bankers for the time being the cheques drawn by the Association on any of its accounts with the bank or bankers and may release and indemnify the bank or bankers from and against all claims, actions, suits, or demands that may be brought against the bank or bankers arising directly or indirectly out of those cheques or the surrender thereof to the Association.
7.4 Except with the authority of the President or Secretary-General, no payment shall be made from the funds of the Association, but the Treasurer may provide the Officers with a sum to meet urgent expenditures, subject to the observance of such conditions in relation to the use and expenditure thereof as the President and Secretary-General may impose.
7.5 No cheques shall be drawn on the Association’s bank account except for the payment of expenditures, that has been authorized by the President or Secretary-General.
7.6 All cheques, drafts, bills of exchange, promissory notes, and other negotiable instruments shall be signed by the Treasurer
8.1 At each general meeting of the Association, the members present shall appoint a person to carry out the external financial review of the Association, or confirm such appointment previously made by the Council.
8.2 A person appointed at a general meeting shall hold office until the general meeting next after that at which he is appointed, and is eligible for re-appointment.
8.3 If an appointment has not been made at a general meeting, or the position has become vacant, the Council shall appoint an accountant of the Association and the person so appointed shall hold office until the next succeeding general meeting.
8.4 The accountant may be removed by a resolution of the Council, in which case the Council shall appoint another accountant to act until the next general meeting or the then current financial year of the organization.
9.1 Once at least in each election cycle of the Association, the accounts of the Association shall be examined by the accountant.
9.2 In his or her report to the Secretary-General, and in certifying to the accounts, the accountant shall state –
- whether he or she has obtained the information required;
- whether, in his or her opinion, the accounts are properly drawn up so as to exhibit a true and correct view of the financial position of the Association according to the information at his or her disposal and the explanations given to him or her and as shown by the books of the Association; and
- whether the rules relating to the administration of the funds of the Association have been observed.
9.3 The Treasurer of the Association shall cause to be delivered to the accountant all necessary accounts, books and records of the Association, for the independent review.
9.4 The accountant –
- has a right of access to the accounts, books, records, vouchers, and documents of the Association;
- may require from the servants of the Association such information and explanations as may be necessary for the performance of their duties as auditor;
- may employ persons to assist them in investigating the accounts of the Association; and
- may, in relation to the accounts of the Association, examine any member of the Council or any servant of the Association
10. GENERAL MEETING
10.1 The Association shall hold a general meeting, normally as part of an international congress on traditional Asian medicine, at intervals of not more than five and not less than two years.
10.2 The general meeting shall be held on such day as the Council may determine.
10.3 The general meeting shall be specified as such in the notice convening it.
10.4 The ordinary business of the general meeting shall be –
- to confirm the minutes of the last preceding general meeting.
- to receive from the Council, auditor and servants of the Association reports upon the transactions of the Association during the last preceding financial year;
- to install new officers elected by mail ballot of all members in the months before the meeting;
- to appoint or confirm the accountant.
11. SPECIAL GENERAL MEETING
The Officers may, whenever they think fit, convene a special general meeting of the Association.
12. NOTICES OF GENERAL MEETINGS The Secretary-General of the Association shall, at least three months before the date fixed for holding a general meeting of the Association, notify all members of the place, day, and time for the holding of the meeting, and the nature of the business to be transacted thereat.
13. BUSINESS AND QUORUM AT GENERAL MEETINGS
13.1 All business that is transacted at general meetings, with the exception of that specially referred to in rule 10.4 above as being the ordinary business of the general meeting, shall be deemed to be special business.
13.2 Fifteen members personally present (being members entitled under these rules to vote thereat) constitute a quorum for the transaction of the business of a general meeting.
14. PRESIDENT TO PRESIDE AT GENERAL MEETINGS
The President, or in his or her absence, the Secretary-General, shall preside as chairman at every general meeting of the Association.
15. AFFAIRS OF THE ASSOCIATION TO BE MANAGED BY COUNCIL
The Council –
- shall control and manage the business and affairs of the Association;
- may, subject to these rules, exercise all such powers and functions as may be exercised by the Association;
- and, subject to the Ordinance and these rules, has power to perform all such acts and things as appear to the Council to be essential for the proper management of the business and affairs of the Association.
16. OFFICERS OF THE ASSOCIATION
16.1 The Officers of the Association shall be –
- a President;
- a minimum of three Vice-Presidents;
- a Treasurer;
- a Secretary-General;
- a Publications Editor;
- an Associate Secretary;
16.2 The Council may approve the appointment of not more than three Associate Secretaries to assist the Secretary-General and a Subscriptions Manager to assist the Treasurer in their work.
16.3 The provisions of 18.1 and 18.2, so far as they are applicable and with the necessary modifications, apply to and in relation to the election of persons to any of the offices mentioned in 16.1.
16.4 Each Officer of the Association shall hold office until the general meeting next after the date of his election but is eligible for re-election.
16.5 In the event of a casual vacancy in any office mentioned in 16.1, the Council may appoint one of its members to the vacant office, and the member so appointed may continue in office up to and including the conclusion of the general meeting next following the date of his appointment. If the President vacates his or her office for any reason their place shall be taken by the Secretary-General.
16.5 The Publications Officer shall be responsible for the production of the Association’s journal, if any. If the journal has two co-editors, both shall be regarded as Publications Officers and full council members.
17. CONSTITUTION OF THE COUNCIL
17.1 The Council shall consist of –
- the officers of the Association ; and
- a minimum of 10 (ten) other members, who shall be selected by the Officers and other Council members.
17.2 Each ordinary councillor shall, subject to these rules, hold office until the general meeting next after the date of their election, but is eligible for re-election.
17.3 In the event of a casual vacancy occurring in the office of ordinary councillor, the Council may appoint a member of the Association to fill the vacancy, and the member so appointed shall hold office, subject to these rules until the conclusion of the general meeting next following the date of their appointment.
18. ELECTION OF OFFICERS
18.1 Nominations of candidates for election as Officers of the Association and Associate Secretary, who is appointed according Section 16 (2),
- shall be made in writing by members of the Association and
- shall be delivered to the Secretary-General of the Association in response to solicitation in the Newsletter.
18.2 The ballot for the election of officers shall be conducted by mail to all members in good standing.
19. VACATION OF OFFICE
For the purposes of these rules, the office of an officer of the Association or of an ordinary councillor becomes vacant if the officer or councillor
- resigns their office by writing to the Secretary-General, or in the case of a resigning Secretary-General, by writing to the President;
- ceases to be a member of the Association, or fails to pay all arrears of subscription due by them within fourteen days after they have received a notice in writing signed by the Treasurer stating that they have ceased to be a financial member of the Association.
20. MEETINGS OF THE COUNCIL AND SUB-COMMITTEE
20.1 The normal business of the Council shall be conducted by post and email, and the Secretary-General shall refer to the Council members all matters on which he is not authorized by Council to act personally. He shall normally follow the advice of the majority of the councillors.
20.2 The Council shall meet at least once at each international congress organized by the Association.
20.3 Special meetings of the Council may be convened by the President, or any four of its members.
20.4 Notice shall be given to members of the Council of any special meeting, specifying the general nature of the business to be transacted, and no other business shall be transacted at such a meeting.
20.5 Any six members of the Council constitute a quorum for the transaction of the business of a meeting of the Council.
20.6 No business shall be transacted unless a quorum is present.
20.7 At meetings of the Council the President, or in his or her absence, the Secretary-General, shall preside.
20.8 Questions arising at meetings of the Council or of any sub-committee appointed by the Council shall be determined on a show of hands or, if demanded by a member, by a poll taken in such manner as the person presiding at the meeting may determine.
20.9 Each member present at a meeting of the Council or of any sub-committee appointed by the Council (including the person presiding at the meeting) is entitled to one vote and, in the event of an equality of votes of any question, the person presiding may exercise a second or casting vote.
20.10 Written notice of each Council meeting shall be served on each member of the Council by delivering to them at a reasonable time before the meeting or by sending it by electronic means or by post in a prepaid letter addressed to them at their usual or last-known place of abode in time to reach them in due course of post before the date of the meeting.
21. SUB-COMMITTEES AND EXECUTIVE COMMITTEE
21.1 The Council may at any time appoint a sub-committee from the Council as it may think fit and shall prescribe the powers and functions thereof.
21.2 The Council may co-opt as members of a sub-committee such persons as it thinks fit, whether or not these persons are members of the Association, but a person so co-opted is not entitled to vote.
21.3 Three appointed members of a sub-committee constitute a quorum at a meeting of the sub-committee.
21.4 The President, the Treasurer, and the Secretary-General, constitute an executive committee, which may issue instructions in matters of urgency connected with the management of the affairs of the Association during the intervals between meetings of the Council and where any such instructions are issued shall report thereon to the next meeting of the Council.
22. MEMBERSHIP FEE
The membership fee payable by members shall be prescribed by the Council
23. FINANCIAL YEAR
The financial year of the Association is the period beginning on 1st January in each year and ending on the 31st December of the same year.
24.1 A notice may be served by or on behalf of the Association upon any member either personally or by sending it through the post in a prepaid letter addressed to the member at their usual or last-known place of abode.
24.2 References in this Constitution to the sending or serving of written notice and the like may be interpreted to refer to contact by electronic means or Newsletter
24.3 Each member is responsible for ensuring that the Secretary-General has an up to date and functional electronic mail address at which the member can be reached.
The Association shall hold an international congress open to scholars, specialists and others interested in the fields covered by the Association at intervals of not less than two and not more than five years.
The location of the next congress shall be decided by the Council after soliciting invitations from different potential hosts.
26. REGIONAL AND NATIONAL CHAPTERS
26.1 The Association shall establish regional chapters as groups organize in different regions of the world and petition for affiliation. No region will have more than one chapter. Chapters are intended to represent regional rather than political units.
26.2 Officers of the regional Chapters should submit an annual report to the Secretary-General of the Association for the Council by the end of each fiscal year, December 31, which includes a financial statement and a report of publications, conferences and other activities of the regional chapter.
26.3 Copies of all publications of the regional Chapters should be sent to the Publications Editor and the Officers of the Association.
26.4 Officers of the regional Chapters should be members of the Association.
26.5 The Council shall be empowered to withdraw recognition from Chapters
- that do not have at least ten members in good standing in the IASTAM, or
- the objectives or activities of which are inconsistent with or in conflict with objectives of the Association.
27. BASHAM MEDAL
An award in the name of Professor Arthur Llewellyn Basham is to be awarded, when so merited, on the occasion of the ICTAM meetings. The award was instituted by Prof. Paul U. Unschuld during his period as president of IASTAM. The principle of the award is to preserve the memory of Prof. Basham, co-founder of IASTAM with Prof. Charles Leslie, and to recognise special contributions by IASTAM members to promoting the goals of IASTAM.
28. ALTERATION OF THE CONSTITUTION
28.1 The rules may be amended by resolution passed by at least 60% of the full membership of the Council, voting in an e-mail ballot or in a general meeting.
28.2 Notice of the proposed amendment shall be mailed to ordinary members or announced in the Newsletter, and the members given at least three weeks from the date of mailing to make any comments on the proposed changes. Such comments should be sent to the Secretary-General, who will advise Council members of any comments before the ballot takes place.