Southern African Society for Plant Pathology

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Constitution

Accepted on 23 January 2007, Kopanong, Johannesburg
(This Constitution supersedes all previous versions)

ARTICLE 1: NAME

The name of the Society is "The Southern African Society for Plant Pathology", referred to as The Society.

ARTICLE 2: LEGAL PERSONALITY

The Society is a juristic person and the bearer of its own rights and duties.
The Society does not pursue any financial gain for or through its members and no member is entitled to any of the assets of The Society by reason of membership, either before or after the dissolution of The Society.
No member of The Society and no member of the Council of The Society are liable for the fulfillment of any duty or the payment of any debt, which might be incurred by The Society.

ARTICLE 3: AIM

The aim of The Society is to promote Plant Pathology in Southern Africa by:
Acting as the official mouthpiece of Plant Pathologists in Southern Africa;
Providing opportunities for plant pathologists to meet and exchange information of mutual scientific interest;
Coordinating affiliation with related scientific societies in Southern Africa, as well as with corresponding and related foreign societies;
Gathering and disseminating information on Plant Pathology.

ARTICLE 4: MEMBERSHIP

Eligibility

Any person possessing at least a bachelor's degree in Plant Pathology or an equivalent degree in a related discipline, from a recognized university, and registerable as a Natural Scientist or Natural Scientist in Training in accordance with the requirements of Act no. 55 of 1982, as amended, is eligible for Ordinary Membership.
Any person or group associated with Plant Pathology or a related discipline or activity and deemed acceptable by the Council on the grounds of training, experience or position is eligible for membership in any of the categories listed in the Bylaws of The Society.
Rights and privileges of members are given in the Bylaws of The Society.

ARTICLE 5: PATRONS

Any person, organization or institution may, with the approval of Council, become a Patron of The Society after payment of an annual fee to be determined at the Biennial General Meeting.
Rights and privileges of Patrons are given in the Bylaws of The Society.

ARTICLE 6: COUNCIL

The business of The Society shall be conducted by a Council elected by enfranchised members. The Council shall consist of a President, Vice-President, Secretary, Treasurer, Webmaster and four Additional Members, each Additional Member preferably representing a different geographic region of Southern Africa.
The term of office of Council Members shall be four years from 01 April to 31 March. Council Members may be re-elected.
Members of the Council shall be elected by ballot. Written nominations for Council Members, on official nomination forms, shall be submitted to the Secretary at least two months prior to the Biennial General Meeting. Each nomination shall bear the signatures of two enfranchised members as proposer and seconder, and the nominee shall express acceptance of the nomination in writing. If no nomination is received for any particular office on the Council, the office shall be filled by nomination and election at the Biennial General Meeting.
In case of death or resignation of a Council Member, the Council shall designate a successor to serve for the unexpired term of office.
No Council Member shall receive a salary or any other compensation for services rendered to The Society.
The President, Vice-President, Secretary and Treasurer shall preferably reside in centers, which are in close geographic proximity.
The President, Vice-President, Secretary and Treasurer shall act as the Executive of the Council.
The Council shall meet at least once a year and shall decide on its own procedure. The President or, in his absence, the Vice-President shall act as chairperson at Council Meetings.
Three members shall constitute a quorum of the Council.
The Council shall have power to co-opt members for particular purposes.
The Council shall conduct the affairs of The Society in accordance with the terms and requirements of this Constitution and of the Bylaws of The Society.

ARTICLE 7: BIENNIAL CONGRESS

A Congress of The Society shall be held every two years as determined by the preceding Biennial General Meeting. Written notice of the Biennial Congress shall be sent to each member at least sixty days prior to the Congress.
The Biennial Congress shall include:
1. A biennial General Meeting
2. A symposium for scientific discussion.
3. Arrangements for the Biennial Congress shall be made by a Congress Organizing Committee in consultation with the Council and according to the relevant Bylaws.
The Congress Organizing Committee shall consist of three members elected at the Biennial General Meeting of The Society for a term of one year (01 April to 31 March). All members of the Committee should preferably reside in the centre where the Congress for that year is to be held. The Congress Organizing Committee shall appoint its own convener and shall decide on its own procedure. It has the right of co-option.
The Vice-President shall serve as liaison between the Congress Organizing Committee and the Council.

ARTICLE 8: GENERAL MEETINGS

All members may attend General Meetings and take part in the discussions.
The President or, in his/her absence, the Vice-President, shall be the Chairperson at a General Meeting.
Twenty per cent of the enfranchised members of The Society shall constitute a quorum at a General Meeting.
The Biennial General Meeting shall deal with the following matters:
The President's report;
The Treasurer's report, which shall include a financial statement, audited by an auditor appointed by the Council, of funds received and administered by The Society;
Reports of Branches, Sections, Groups and Committees of The Society;
Election, when necessary, of members of the Council for the next term of office;
Election of members of the Organizing Committee for the next Congress;
Transaction of any business and adoption of resolutions on any matter of importance to The Society.
5. Deferred Biennial General Meeting.
If a quorum of members is not present at the appointed time of a General Meeting, the meeting shall adjourn for thirty minutes. If a quorum is not present on reassembly, a Deferred Biennial General Meeting shall be held with the members present.
The Agenda prepared for the Biennial General Meeting shall be dealt with by the Deferred Biennial General Meeting.
The Deferred Biennial General Meeting shall have the same powers and functions as a Biennial General Meeting, but may neither consider nor adopt proposed changes to the Constitution of The Society.
6. Extraordinary General Meeting.
An Extraordinary General Meeting may be convened by the Council when deemed necessary. The Council must convene an Extraordinary General Meeting within thirty-five days if requested in writing to do so by at least five per cent of the enfranchised members of The Society.
Notice of an Extraordinary General Meeting must be sent to members at least twenty-one days prior to the date proposed for the meeting.
Only matters for which the Extraordinary General Meeting has been convened shall be dealt with at such a meeting.
Twenty per cent of the enfranchised members of The Society shall constitute a quorum for an Extraordinary General Meeting.

ARTICLE 9: AFFILIATIONS, BRANCHES, SECTIONS, GROUPS AND COMMITTEES

The Society may affiliate with other organizations, establish Local Branches in any centre, establish Sections or Groups representing specific subject fields, and appoint Committees to further the aims of The Society.
The establishment, functions, and rules of procedure of all Local Branches, Sections, Groups and Committees of The Society shall be in accordance with the relevant Bylaws.

ARTICLE 10: LANGUAGE MEDIUM

The language used by speakers at any meeting or gathering of members may be any of the national languages of the country in which it is held, as considered appropriate by the speaker; however, the speaker should present summaries in English, where this is not the language of presentation. Any member will have the right to ask for a translation of any formal proposal or other official transaction where this was not given in English.
All international and national notices of the Society shall be at least in English.
Notices exclusively concerning the Council may be in the consensus language of choice of the Council; however, for the purpose of records a summary in English should be made of all executive decisions.

ARTICLE 11: AMENDMENTS

This Constitution may be amended only during a Biennial General Meeting of The Society and by a two-thirds' majority vote of the members present. Proposals for amendments may be made in writing by enfranchised members. Proposals, seconded by two enfranchised members, must reach the Secretary at least sixty days prior to the Biennial General Meeting.
The Secretary shall circulate proposed amendments to all members to reach them at least fourteen days prior to the Biennial General Meeting.
Proposed changes which are submitted to the Secretary but which cannot be considered by the Biennial General Meeting because of the lack of a quorum shall be placed on the agenda of the following Biennial General Meeting.
Bylaws of The Society may be amended after acceptance of verbal proposals during a Biennial General Meeting by a two-thirds' majority vote of the enfranchised members present.

ARTICLE 12: DISBANDMENT

The Society may be disbanded after acceptance of a motion to this effect by a two thirds' majority of the enfranchised members present at a Biennial General Meeting.
At disbandment the assets of The Society shall be transferred to an institution, organization or society nominated and approved by the Biennial General Meeting.

BYLAWS

1. These Bylaws are founded in the Constitution of The Southern African Society for Plant Pathology (The Society) and are binding on all its members.

2. MEMBERSHIP

Application for membership shall be on the prescribed form obtainable from the Secretary. All applications will be considered by the Council. The successful applicant becomes a member on payment of the appropriate membership fee.
Membership may be conferred in one of the following categories: Ordinary Members, Affiliated Members or Student Members. The Society may also honour members or other persons associated with Plant Pathology by conferring Honorary Membership on them.

Ordinary members: Ordinary membership may be conferred on any person possessing at least a bachelor's degree in Plant Pathology, or an equivalent degree in a related discipline from a recognized university and registerable as a Natural Scientist in accordance with the requirements of Act. No. 55 of 1982, as amended, or otherwise deemed acceptable by Council.
Affiliated Members: Any person possessing a technical diploma in Plant Pathology or a related discipline, or whose work is connected with Plant Pathology or a related discipline, but who does not qualify for ordinary membership, may be admitted as an Affiliated Member.
Student Members: Bona fide postgraduate students in Plant Pathology or a related discipline, who are not employed on a full-time basis, may apply for student membership. Membership should be renewed on an annual basis. Applications must be accompanied by appropriate documentation certified by the head of the student's university department.
Honorary Members:
1. Any member of The Society may nominate a person for election as Honorary Member on the grounds of an outstanding contribution to Plant Pathology or to The Society.
2. Written nominations, fully motivated and seconded by two members, must reach the Secretary in sufficient time before the Biennial General Meeting to allow inclusion in the agenda.
3. The nomination shall be announced at the Biennial General Meeting, and election shall then be by ballot.
4. The President of The Society shall present Honorary Members with membership certificates at a social function held during the Biennial Congress.

Rights and Privileges
1. Ordinary Members have all the rights and privileges of The Society, including the right to vote at General Meetings.
2. In compliance with Statute 5 of the International Council of Scientific Unions (ICSU), the Society endorses the right of scientists throughout the world to associate with and participate in international scientific activities without discrimination on the basis of race, religion, political philosophy, ethnic origin, citizenship, language or sex.
3. Honorary Members have all the rights and privileges of Ordinary Members but are exempt from membership fees.
4. Affiliated and Student Members have all the rights and privileges of Ordinary Members except the right to vote at General Meetings.
5. Patrons have all the rights and privileges of Ordinary Members. Each Patron may accredit a Representative to attend General Meetings. The credentials of the Representative must be submitted to the Secretary for ratification before the General Meeting.
6. All members shall have access to all scientific and social meetings organized by The Society and its recognized Local Branches, Sections and Groups.
7. All members shall receive all publications, notices and circulars distributed by The Society.
Membership Fees
1. All membership fees shall be determined by the Biennial General Meeting.
2. Membership fees of Affiliated and Student Members shall be one half of that paid by Ordinary Members.
Termination of Membership
1. A person admitted as a member of The Society shall remain a member until he/she resigns, is two years in arrear with the payment of membership fees or has his/her membership terminated by the Council.
2. A member whose membership is terminated by the Council shall be informed to this effect in writing.
3. A person whose membership has been terminated because of arrear membership fees may, within fourteen days of receiving notice to this effect, appeal in writing to the Council. After paying all arrear membership fees, as well as a levy equal to half of the prevailing annual fees, such a person may be reinstated as a member.

3. HONOURING MEMBERS AND NON-MEMBERS

1. The Society may honour members by electing them as Fellows of The Society. Both members and non-members may be honoured by awarding them the Christiaan Hendrik Persoon Medal. Young members may be honoured by awarding them the Young Plant Pathologist Award.

2. Fellows

Any member of The Society may be elected as Fellow in recognition of support for and service to The Society and to Plant Pathology.
To be considered for nomination as Fellow, nominees must have (i) at least ten years' uninterrupted membership of The Society, (ii) served and promoted the interests of The Society and (iii) made a contribution to Plant Pathology in research, teaching, or extension.
Written nominations with motivations must be signed by a Proposer and Seconder, both of whom shall be enfranchised members of The Society, and must reach the Secretary of The Society at least sixty days prior to the Biennial General Meeting.
Nominations shall be considered by a Selection Committee consisting of the President of The Society and four Additional Members appointed by the Council. Each Additional Member of the Selection Committee must be a Member of The.Society of at least five years' standing.
The President of The Society shall present Fellows with an appropriate certificate at a social function held during the Biennial Congress.

3. The Christiaan Hendrik Persoon Medal

The Christiaan Hendrik Persoon Medal is awarded by The Southern African Society for Plant Pathology for outstanding achievement in Plant Pathology or any other field approved by the Council of The Society.
The award shall be an engraved medal with a gold content to be determined by the Council.
The award shall be made not more often than once every three years.
Any member of The Society may nominate a candidate for the award, but the nomination must be fully motivated and must be signed by at least ten members of The Society.
The nomination shall be submitted to the President of The Society, who acts as Convener of a Selection Committee.
The Selection Committee shall consist of the President of The Society and four Assessors appointed by the Council.
Each Assessor must be a member of The Society of at least five years' standing.
The nomination is confidential. If the Selection Committee finds a nomination unacceptable, all correspondence regarding that nomination shall be destroyed.
The President of The Society shall present the medal at a social function held during the Biennial Congress.

4. Young Plant Pathologist Award

Awards are available for ten deserving "young" plant pathologists who require financial assistance to attend congress.
Applicants should be paid up members of the society (more than 6 months).
Applicants must submit their CV, a short motivation and the abstract of their presentation by October 31.
The award consists of a cash prize together with a certificate, which will be awarded at the formal dinner during the biennial SASPP congress.
Applicants will be selected based on academic excellence and potential.
Applicants will be informed of the outcome of the election process within one month of the closing date.

5. Applied Plant Pathology Award

Awarded to a plant pathologist who made an outstanding recent contribution toward applied plant pathology. Application deadline: 31 October.
Requirements:
The nominee need not be a member of the SASPP.
Nominator must be a member of the SASPP.
An individual may receive the award more than once.
Self-nomination is not allowed.
Documents required: Documentary proof and letter(s) of support should be sent directly to the President, who will collate and distribute them to council. Note: The award consists of a certificate. Presentation of the award will take place during the awards ceremony at the formal dinner of the biennial SASPP congress.

6. Publicity Award of the Society

Awarded to a candidate based on his or her recent contribution to promoting general public awareness of plant pathology and related issues. Application deadline: 31 October.
Requirements:
The nominee and nominator must be current members of the SASPP.
An individual may receive the award more than once.
Self-nomination is not allowed.
Documents required: Documentary proof and letter(s) of support should be sent directly to the President, who will collate and distribute them to council. Note: The award consists of a certificate. Presentation of the award will take place during the awards ceremony at the formal dinner of the biennial SASPP congress.

7. J.E. Vanderplank Award

Awarded to an outstanding "young" plant pathologist based on evaluation of his or her research. The nominees will be evaluated primarily on the basis of quality, originality, and quantity of their published work. Application deadline: 31 October.
Requirements:
The nominee must be a current member of the SASPP.
Nominees are to have received their doctorate degree within the ten year period immediately preceding January 1st of the year in which the award is given. This will normally be an individual who received his or her degree 7-10 years previously.
An individual may receive the New Young Scientist Award only once.
Self nomination is not allowed.
The nominator must also be a member of the SASPP.
Nominees who are not chosen for the prize in the year in which they are nominated will be reconsidered for up to two additional years (within the 10-year limit). The President will request updates of the nominee's materials.
The nominator should submit four copies of the following items to the President: a current curriculum vitae and reprints of the nominee's most significant papers. In addition, a letter from the nominator that states the nominee's merits, and at the nominator's discretion, additional supporting letters should be sent directly to the President, who will collate and distribute them to council.

Note: The award consists of a plaque. Presentation of the award will take place during the awards ceremony at the formal dinner of the biennial SASPP congress.

4. BRANCHES, SECTIONS AND GROUPS

Members of The Society may, with the approval of the Council, establish local Branches in any centre.
Sections and Groups representing specific subject fields may also be established with the approval of the Council.
Each Branch, Section or Group shall elect its own office bearers and may draw up its own bylaws, which shall be submitted to the Council for approval.
Branches, Sections or Groups shall arrange their own meetings and functions.
The Council shall provide Branches, Sections and Groups with reasonable financial and other assistance.
Branches, Sections and Groups shall present written reports on their activities to the Biennial General Meeting.

5. COMMITTEES

The Society may appoint Standing Committees or Ad hoc Committee for particular purposes to further the aims of The Society.
Committees may be formed and members appointed either by the Councilor by a General Meeting.
Committees shall function within the framework of the Constitution and Bylaws of The Society and shall be responsible to the Council.
The Chairman or Convener of each Committee shall report on its activities to the Biennial General Meeting.

6. AFFILIATIONS

The Council may, on behalf of The Society, apply for membership of, or affiliation with, other organizations or societies with similar aims and interests on both a national and international level, after approval by a General Meeting.
The Council may, after approval by a General Meeting, allow affiliation with The Society of other societies with related interests.
Members of affiliated societies shall have the same rights of admission to and participation in the meetings and activities of The Society as members of The Society, but only Accredited Representatives, whose credentials have been submitted in writing to the Secretary prior to the General Meeting shall have the right to vote at General Meeting.

7. PUBLICATIONS

The Society may publish newsletters, bulletins, information circulars or other publications intended to further the aims of The Society or to inform members, institutions or the public of the activities and achievements of The Society and its members or affiliates.
The compilation, preparation and distribution of all publications shall be the responsibility of the Publications' Secretary.
General publications shall normally be distributed free of charge to members.

8. SYMPOSIUM

The Symposium consists of scientific sessions for the presentation of papers or posters by members, or by non-members at the invitation of the Council.
Authors of papers and posters shall submit abstracts of such papers or posters to the secretary of the Congress Organizing Committee by the date prescribed in the preliminary notice of the Symposium.
Abstracts of papers and posters shall be made available to all members of The Society, as well as to Patrons, sponsors, donors or other supporters.
Symposium sessions shall be open to the public.

9. CONGRESS ORGANISATION

The Congress Organizing Committee (OC), consisting of three members, is elected at the Biennial General Meeting as a Standing Committee of The Society.
The OC shall elect its own convener and decide its own procedures.
The OC may co-opt any member or members.
The OC shall be responsible for all aspects of the organization of the Congress, including:
1. Accommodation for delegates.
2. Venues for meetings, discussion groups, etc. and provision of all facilities and equipment such as slide and overhead projectors.
3. Receptions, entertainment, tea breaks.
4. Preparing and distributing circulars and other notices, the Congress Programme, and the Congress Proceedings.
5. Arranging for speakers for Keynote Addresses, though invitations to these speakers must come from the Council.
6. Choose a speaker for the opening keynote address which is named after Dr J.E. Vanderplank in recognition of his outstanding contribution to the field of Plant Pathology and to science in general. The address should be thought-provoking in the spirit of his philosophy. Preference should be given to inviting leading South African scientists.
7. Inviting persons well in advance to chair the different sessions.
8. Deciding on the acceptance of papers and posters.
9. Financial arrangements.
10. Reporting to Council, within three months of the Biennial Congress, on all expenditure incurred and income received during the Congress.

For further detail refer to: Guidelines for Congress Organizers