Constitution of The International Federation for Tropical Medicine

PREAMBLE

The field of Tropical Medicine has a distinguished history of some one hundred years, marked by many achievements in the protection of human health. Although many of the most important diseases which form the subject of this discipline (such as malaria and yellow fever) have receded from the more temperate areas of the world, they remain important or overwhelming health problems in the tropical areas; for the most part the developing nations.

Almost from the first, Tropical Medicine and Tropical Public Health have been remarkably multi disciplinary in nature involving not only physicians, nurses and veterinarians, but also engineers, entomologists, parasitologists, microbiologists and epidemiologists.

Within the past decade developing countries and international organizations have redefined the health problems and priorities much more broadly to address additional major causes of death, disability and diseases in vulnerable groups. These problems (enteric diseases, respiratory diseases, nutrition, and family planning) have resulted in national health policies and programs committed to primary health care and a demand for the participation of health planners, demographers, social scientists and health service researchers. Previously, the need for periodic meetings for the exchange of scientific information was met by the International Congresses of Tropical Medicine and Malaria. In view of the expanded definition of Tropical Medicine and recent scientific advances in the field, there is a need for a continuing, active infrastructure for the organization of periodic Congresses. In the periods between Congresses there is also a need for a well defined method for co ordination and exchange of information among national Tropical Medicine Societies. Therefore, this document also makes provision for continuing international activities which shall:
1. Contribute to the advancement of Tropical Medicine and International Health;
2. Encourage the formation of new national societies and/or increase national membership;
3. Facilitate the transfer of research knowledge and its applications to practitioners in the tropics;
4. Disseminate information about opportunities for education and training in Tropical Medicine;
5. Advise national societies on research funding opportunities in Tropical Medicine;
6. Co Sponsor interim regional meetings and/or scientific sessions on specific subjects of national or regional importance.

ARTICLE 1
NAME, ORIGIN AND FUNCTION
1.1 This organization shall be called "The International Federation for Tropical Medicine" (hereinafter referred to as "The Federation").
1.2 This Federation shall, upon mutual agreement of the two bodies, succeed the International Interim Committee of the International Congress on Tropical Medicine and Malaria. This Constitution shall also replace the "Rules" published by that body.
1.3 The principal function of the Federation shall be the sponsorship and organization of periodic International Congresses of Tropical Medicine and other appropriate meetings. The additional functions of the Federation shall include the dissemination and exchange of information on Tropical Medicine, the promotion of cooperation among national societies and other appropriate scientific activities.

ARTICLE 2
MEMBERSHIP
Membership of the Federation shall be the membership of all affiliated national societies of Tropical Medicine including sections or divisions of medical societies that are directed to Tropical Medicine and related disciplines.

ARTICLE 3
THE GENERAL ASSEMBLY
Voting delegates shall be nominated by the member organizations of the IFTM on the basis of one voting delegate per member organization to constitute the General Assembly. The General Assembly shall normally meet at the Congress and shall elect a Council to conduct its business. The President of the Federation Council shall preside at the General Assembly.

ARTICLE 4
FEDERATION COUNCIL MEETING
The Federation Council shall consist of 16 nominees, but only one from each nation, selected by the General Assembly from among its members. If more than 16 nominations shall have been made, elections shall be by ballot at the meeting of the General Assembly, the 16 persons receiving the largest number of votes being declared elected (see Article 7). The members of the Executive Committee are ex officio voting members of the Council. The incoming Council members shall serve beginning at the end of the Congress for the inter Congress period and through the subsequent Congress. Elected Council members are eligible for reelection for one further term only.

ARTICLE 5
THE EXECUTIVE COMMITTEE
The Council shall elect a President, a Vice President (who shall be the President elect), a Secretary, a Treasurer and one other person from a member society. These elected members, together with an active member of the Local Organizing Committee of the immediate past Congress and an active member of the Local Organizing Committee of the immediate future Congress, chosen by their relevant organizing committees, shall constitute the Executive Committee. The Executive Committee shall serve for one inter Congress period and the elected members shall be eligible for reelection; except that the President shall not be eligible for immediate reelection. Should a vacancy occur in the Executive Committee between the Congresses, the remaining members of the Executive Committee may appoint a substitute member. The members of the Executive Committee shall automatically be members of the Council.

ARTICLE 6
FEDERATION COUNCIL MEETINGS
The Federation Council shall meet at the time of the International Congress and an agenda will be drawn up and submitted to the Federation Council members before the International Congress. A simple majority of all council members present and voting at the Council shall decide all Federation business and policy. Other meetings may be held between Congresses if required, when decisions shall be reached by a simple majority of those voting in a mail ballot of the Council members. Responses must be received by the Executive Committee within 3 months of the initial posting of balloting papers. A quorum shall be 30% of the Council membership.

ARTICLE 7
NOMINATION AND ELECTION PROCEDURES
The Executive Committee shall send to national organizations a call letter for voting delegates and for nominations to the Council at least 6 months before the Congress. The voting delegates should be chosen by the relevant member organization with the Executive Committee being notified at least 3 months before the next Congress. The Council shall be elected by the voting delegates at the Congress in a written ballot from a list drawn up by the Executive Committee and any other nominations made by the general membership. Such nominations must reach the Executive Committee 3 months prior to the Congress.

ARTICLE 8
ADMINISTRATIVE RESPONSIBILITIES OF THE COUNCIL
The Council shall:
8.1 Elect and appoint an Executive Committee;
8.2 Appoint a Congress Organizing Committee;
8.3 Select the host country for subsequent Congresses;
8.4 Advise, consult and provide all possible assistance to the host country of the subsequent Congress;
8.5 Assist, advise and facilitate communications among affiliated organizations;
8.6 Encourage and advise upon the formation and organization of new national societies of Tropical Medicine;
8.7 Liaise with international organizations such as the World Health Organization, the Food and Agriculture Organization and the World Bank to promote the advancement of Tropical Medicine;
8.8 Facilitate the transfer of research knowledge and its applications to practitioners in the tropics;
8.9 Disseminate information about opportunities for education and training in Tropical Medicine;
8.10 Co sponsor interim regional meetings and/or scientific sessions on specific subjects of national or regional importance.

ARTICLE 9
ADMINISTRATIVE RESPONSIBILITIES OF THE EXECUTIVE COMMITTEE
The Executive Committee shall:
9.1 Direct the affairs of the Federation and implement the directives of the Council;
9.2 Furnish help, advice and appropriate assistance to the Local Organizing Committee of the next Congress based upon the knowledge and experience of past Congress organization;
9.3 Be responsible for nomination and election procedures and for the organization of General Assembly and Council meetings;
9.4 Maintain records in a central location;
9.5 Manage financial affairs;
9.6 Accredit voting delegates

ARTICLE 10
DUTIES OF THE OFFICERS
10.1 Duties of the President shall be:
a) to preside at Executive Committee, General Assembly and Federation Council meetings;
b) to prepare, with the Secretary, agendas for meetings of the committees and Council;
c) to represent the Federation at official functions.
10.2 Duties of the Vice President shall be:
a) to preside at the meetings of the Executive Committee, the General Assembly and the Council in the absence of the President;
b) to be responsible for the production, up dating and interpretation of the Federation's Constitution and regulations.
10.3 Duties of the Secretary shall be:
a) to prepare, with the President, agendas for meetings of the Executive Committee, General Assembly and Federation Council;
b) to take, prepare and present appropriately minutes of all meetings and reports of activities of the Executive Committee and Council;
c) to maintain liaison between the Federation Committees and the Local Organizing Committees;
d) to correspond with member societies and organizations and to perform other appropriate duties as required.
10.4 Duties of the Treasurer shall be:
a) to serve as financial officer of the Federation;
b) to collect and manage Federation funds;
c) to prepare financial statements for the Executive Committee, the Federation Council and the General Assembly;
d) to ensure the correct auditing of funds collected by the Executive Committee or Council, including those for use by Local Organizing Committees;
e) to act as financial advisor to the Local Organizing Committees.
10.5 All appointments to office, Council or Committee membership and all positions (except those of auditors) shall be strictly honorary. Members' unavoidable expenses approved in advance by the Council may, however, be paid at the discretion of the Council.

ARTICLE 11
CONGRESS ORGANIZING COMMITTEE
The Congress Organizing Committee shall be appointed by the Council.
The Congress Organizing Committee shall:
11.1 prepare outlines of sessions, suggest session chairpersons and recommend subjects and themes for the guidance of the Local Organizing Committees;
11.2 advise the Local Organizing Committee upon the structure of the Congress based upon past experience;
11.3 ensure that a report from the immediate past Congress organization reaches the Local Organizing Committee of the next Congress;
11.4 provide leadership and direction in the mechanics of congress organization to the Local Organizing Committee of the next Congress.

ARTICLE 12
CONGRESS ORGANIZATION RESPONSIBILITIES
The time and place of the International Congress of Tropical Medicine shall be selected by the Council following the review of suitable applications. Normally, applications should be submitted in advance of the Congress to the office of the Secretary. The site of the next Congress will be decided by vote of the Council, a simple majority of those present and voting being decisive. The time and place of Congress shall be set two cycles in advance.

ARTICLE 13
FINANCES OF THE FEDERATION
Funds of the Federation shall be administered by the Treasurer as directed by the Council and shall be deposited in a bank approved by the Executive Committee. The treasurer's account shall be subject to annual audit and a full financial report prepared annually and submitted to the Council. The signing officers for financial affairs will be any two of the following: President, Treasurer or Secretary.
Member societies, affiliated and individual members of the Federation shall pay annual dues, the amount to be specified by action of the Council. Waivers of dues may be granted by action of the Council.

ARTICLE 14
RESOLUTIONS
Any member who wishes to have a resolution considered and voted upon should give notice of intent in writing to the Secretary three months before the meeting of the Council. Resolutions favorably accepted by the Council shall be presented before the Plenary session of the Congress for voting, a simple majority of those present being decisive. Resolutions must be relevant to Tropical Medicine or to the business of the Congress and shall not be political in nature.

ARTICLE 15
AMENDMENTS
Modifications or amendments of this Constitution may be proposed and seconded in writing by members of the Federation and submitted to the Secretary no less than three months before the meeting of the Council. Modifications or amendments of the Constitution require a two thirds majority of those Council members present, with a quorum of members present.
Alternatively, a modification or amendment can be adopted by two thirds vote of Congress membership in plenary session with a majority of Federation members registered at the Congress in attendance.

ARTICLE 16
RESOLUTIONS
The Federation may be dissolved by a vote of two thirds of the General Assembly, when a quorum is present; or by two thirds of votes of the total General Assembly membership solicited by mail ballot, notice having been given to the membership at least 3 months before the ballot. Funds remaining in the Treasury shall be transferred to another organization with similar aims, as decided by the Council.

Minutes of the IFTM GENERAL ASSEMBLY

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RE-FOUNDATIONAL ACT OF THE "INTERNATIONAL FEDERATION OF TROPICAL MEDICINE" (IFTM)

MINUTES OF GENERAL ASSEMBLY – Atlanta, 4 November 2010

JEJU – KOREA, October 1st, 2008 & Electronic Consultation for the IFTM Constitution