||Council shall be the final authority in the interpretation of the Constitution or Bylaws.|
AAPPLICATION FOR MEMBERSHIP /ASSOCIATE MEMBERSHIP
||Applications to join AAPPS as a Member or Associate Member shall be addressed to the President of the Association on such forms and providing such information as may be required. The President may schedule the application for decision by postal ballot of Council or for discussion at the next Council Meeting and shall notify the applicant of the decision.|
||Notice of a General Meeting (Clauses (4.1) and (4.2) of Constitution) should contain the proposed Agenda. Members or Associate Members wishing to raise other items should inform the Secretary in writing at least one month before the General Meeting.|
||At an Ordinary General Meeting, the Agenda shall include the following:|
(a) to receive the report of the President;
(b) to receive the audited financial report from the Treasurer;
(c) to elect the new Council.
NOMINATIONS TO COUNCIL
||Nomination by outgoing Council: Six months before each Ordinary General Meeting, the outgoing shall determine the size of the next Council in accordance with Clause (5.1) of the Constitution and propose a slate of candidates no fewer than the number of positions to be filled, bearing in mind the need for balance, continuity as well as the injection of fresh talent. The Secretary shall then inform Member Societies of the number of positions to be filled and of the slate of candidates proposed, and request Member Societies to second the nominations if desired. All such nominations will be valid only if seconded by at least one Member Society three months before the Ordinary General Meeting.|
||Other nominations: The Secretary shall at the same time invite Member Societies to make other nominations if they so wish, such nominations being valid only if they have been seconded by another Member Society and reach the Secretary at least three months before the Ordinary General Meeting.|
||At least one month before the Ordinary General Meeting, the Secretary shall compile the list of all valid nominations, together with information on proposer(s) and seconder(s), and send the list to all Member Societies, and also to all Associate Member Societies for information.|
ELECTION OF COUNCIL
||The election of Council members shall be conducted by ballot at the Ordinary General Meeting, in one or more rounds as necessary. In each round of balloting each Official Representative of a Member Society will cast votes equal in number to the remaining positions. A multiple vote for one candidate is not permitted.|
||The candidates will be ranked according to the number of votes received, and starting from the candidate with the largest number of votes, each will be declared elected provided.|
(a) there is at least one remaining vacancy to be filled; and
(b) the number of votes received is a simple majority of the number of Official Representatives present and eligible to vote; and
(c) the election of the candidate would not cause more than 25% of the Council appointed/elected according to Clauses (5.2) and (5.3) of the Constitution to be from one country or region, as defined in Bylaws.
||If some vacancies remain, further rounds of balloting will be conducted subject to the same rules, after eliminating candidates|
(a) who have already been elected in a previous round; or
(b) whose election would cause more than 25% of the Council appointed/elected according to Clauses (5.2) and (5.3) of the Constitution to be from one country or region, as defined in Bylaws; or
(c) who received the fewest number of votes in the previous round; or
(d) who are present and voluntarily withdraw.
||The above steps are to be repeated until all vacancies are filled.|
||In Clause (5.3) of the Constitution and in the above Bylaws,“region” shall mean “a scientific community which effectively represents independent scientific community which effectively represents independent scientific activity in a definite territory”. In the event of ambiguity, the outgoing Council is empowered to determine, for the purpose of Clause (5.3) of the Constitution and these Bylaws, which country or region a particular candidate is from.|
DECISIONS OF COUNCIL
||Except where otherwise specified in the Constitution or these Bylaws, decisions of Council arrived at during a meeting shall be deemed valid only if|
(a) there is a quorum of two-thirds of the voting members present and the decision is reached by a majority of the voting members present; or
(b) such a quorum is not present but the decision is carried by a number constituting a majority of the voting members of Council; or
(c) such a quorum is not present but the decision is subsequently endorsed by a majority of the voting members of Council in a postal ballot.
||Except where otherwise specified in the Constitution or these Bylaws, if no meeting can be conveniently called, decisions by postal ballot will be deemed valid if proposals receive approval from a simple majority of the voting members of Council.|
ELECTION OF PRESIDENT AND VICE PRESIDENT
||At its meeting referred to in Section 6.3 of the Constitution, the members of the next Council shall nominate one or more candidate for the post of President.|
||If two-third of the voting members of the new member Council are present, the election of President will be conducted at the Council meeting; otherwise the election will be conducted by postal ballot.|
||In either case, each voting new member of Council shall cast one vote and a candidate is elected if he receives a simple majority of the number of votes cast.|
||If no candidate receives a simple majority, the candidate with the fewest number of votes will be eliminated and any other candidate present may voluntarily withdraw. Further rounds of balloting will then be conducted until a candidate is elected.|
||After the President is elected, the new members of Council shall nominate one or more candidates for the poet of Vice- President and conduct the election in the same manner as for the President.|
REPORT OF THE PRESIDENT
||Before 1 March of each year, the President shall submit a written report to Council on the activities of the Association in the previous calendar year, as well as plans for the current calendar year.|
||At the Ordinary General meeting, the President shall also submit a written report to the Meeting on the activities of the Association during the entire term of office of the Council.|
||The outgoing President and Secretary shall write jointly to the new President and Secretary the activities of the previous term before 1 February of the next year.|
||All major expenditure must be approved in principle by Council. Any expenditure or financial commitment which may place the Association into debt, even for a temporary period, must be approved by a two-third majority of Council.|
||Council shall authorize the Treasurer to open bank account(s) in such locations and currencies and in such names as Council sees fit, provided that|
(a) each account is held in the name of the Association, or in the name of a Member Society, or in the name of an academic or research institution approved by Council, or jointly in the name of no fewer than three individuals approved by Council;
(b) each account must require the signature of at least two persons approved by Council for withdrawal;
(c) all withdrawals and payments above a certain sum determined by Council shall require the written approval of the President;
save that in jurisdictions where the procedure in (a) and/or (b) is precluded by banking regulations, Council may make alternate arrangements, the terms of which should be recorded in writing.
||Council shall appoint an outside auditor, who shall not be a member of Council, to scrutinize the accounts of the Association as prepared by the Treasurer prior to each Ordinary General Meeting.|
||Within two months of the end of each fiscal year, the Treasurer shall submit a financial report for the previous fiscal year for approval by Council: this report should be accompanied by receipts and vouchers for expenditure incurred. The auditor shall scrutinize and certify the accounts, adding such comments as deemed necessary, for submission to Council.|
||At least one month before the Ordinary General Meeting, the Treasurer shall submit via Council to the Ordinary General Meeting, an interim financial report for the present year. The audited annual financial reports pertaining since the previous Ordinary General Meeting shall also be submitted to the Ordinary General Meeting.|
||The financial reports referred to in Bylaws (26) and (27) shall include|
(a) a statement of all bank balance(s);
(b) a statement of all income and expenditure;
(c) a statement of sums outstanding, including any membership fees in arrears.
||Within one month of leaving office, the outgoing Treasurer shall hand over all accounts to the new Treasurer, and shall provide an interim financial report covering the period since the audited financial report to the Ordinary General Meeting.|
(Revised on August 18th, 1997)
Bylaws for AAPPS Divisions
(resolved at the 27th Council Meeting, Singapore, June 16, 2012)
The AAPPS Council shall establish Divisions. In each APPC meeting this Division structure will be fully utilized for session organization. Also, the Division itself may organize its own meetings.
2. Two Types of Divisions
A Division may be either a) a “regular” Division that originates from a specific science field, or; b) an “interdisciplinary” Division that originates from one issue or one instrument while it can span many disciplines.
3. Establishment of Divisions
a) Applications for the formation of a Division should be submitted to the AAPPS President.
The application should state:
－ the subject that the Division proposes;
－ the category of the Division of either “regular” or “interdisciplinary”;
－ the rules of the Division;
－ the core members of the Division (with at minimum, the name of the Chair), and;
－ a web address for the Division, if it exists.
b) The AAPPS Council must seek approval from no less than four member societies.
c) Division formation is subject to approval by the AAPPS Council.
d) The Division can also be terminated by the AAPPS Council.
4. Activities of Divisions
a) Divisions may organize sessions at the Asia Pacific Physics Conference (APPC) either solely
or jointly with other Divisions.
b) Each Division should report its activities at the AAPPS Council meeting, either in writing or
c) Each Division may organize its own meetings at any time.
d) No financial obligations exist between Divisions and the AAPPS Council.