WFUMB CONSTITUTION & BYLAWS
(To take effect from October, 1988)
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(Constitution Revised May 04, 2013; Bylaws Revised March 22, 2015)
Because of the increasing application of ultrasonic techniques in biological and medical research and practice, groups have been organized in various parts of the world to promote cooperative effort in these areas. In order to integrate this effort further and expand the cooperation on an international basis, a world federation of Affiliated Organizations was indicated. In accordance with this principle and with the decision of the constituent assembly meeting in Vienna, Austria, in June 1969, there is hereby organized an international non‐profit scientific organization which shall be a federation under the following Constitution.
ARTICLE 1: NAME
The name of this organization shall be the World Federation for Ultrasound in Medicine and Biology, Inc. (WFUMB).
ARTICLE 2: ADDRESS
The headquarters of WFUMB shall be as designated by the Administrative Council.
ARTICLE 3: OBJECTIVES
The objectives of WFUMB shall be scientific, literary, and educational. Its aims shall be to encourage research in the field; to promote international cooperation in the field; and to disseminate scientific information. In pursuit of these aims, WFUMB may, in relation to its specific field of interest, engage in the following activities: sponsorship of meetings; publication of an official journal and other official documents; cooperation with other societies and organizations in specific learning; appointment of commissions on special problems; and awarding of prizes and distinctions. It may promote the formation of national or regional societies or groups, the coordination of bibliographic and informational services and the improvement of standards in terminology, equipment, methods, and safety practices, and generally shall promote improved communication and understanding in the world community using ultrasound in medicine and biology.
ARTICLE 4: MEMBERSHIP: AFFILIATION AND ASSOCIATION
4.1. WFUMB membership shall be composed of primarily Affiliated Organizations that have a major interest in the field of medical and biological ultrasound and whose scientific stature is in keeping with the aims of WFUMB. These organizations may be scientific societies or subgroups thereof or other regional or national bodies as specified in 4.2, 4.3.1 and 4.3.2 below. Individuals who are members of such Affiliated Organizations shall be known as Affiliates of WFUMB.
4.2. Organizations desiring affiliation must present evidence that they are carrying on one or more of the following activities in an area relevant to the use of ultrasound in medicine and biology: holding regular meetings; publishing a journal of good scientific standard; maintaining study groups on particular topics. Such an organization must be on a non‐profit basis and maintain high ethical standards; and must have a constitution or other formal documentation of its organization and operation.
4.3.1. Wherever such an arrangement is practical, several such national groups shall jointly apply for affiliation as a federation based on geographical, linguistic or other common factors. In addition, individual societies that are now members will be encouraged to form regional federations. Normally, and except by a resolution of the General Assembly with respect to a particular situation, not more than one national or regional organization covering the same geographical area may become Affiliated.
4.3.2. Not more than one international specialty organization may become Affiliated for any specialty. Such a specialty organization must demonstrate broad representation within such a specialty and must provide world‐wide coverage.
4.4. Applications for affiliation to WFUMB must be made to WFUMB using procedures specified in the bylaws. If an application is approved by the Administrative Council, it shall then be presented to the General Assembly for approval.
4.4.1. Membership of organizations approved for affiliation by the General Assembly shall be regarded as provisional for two years and confirmed in the absence of a claim for recognition by other societies seeking to represent the same country or region during this period. During this provisional period, the Affiliated Organization will have all the privileges and responsibilities of membership. If a rival claim is made, this will be reported on by the Administrative Council, and affiliation shall then be decided by vote of the General Assembly.
4.5. Individual membership in WFUMB shall be through one class of membership: Honorary Life Members.
4.5.1. Individuals who have rendered uniquely valuable service to WFUMB may have bestowed upon them the title of Honorary Life Member.
4.5.2. Subject to endorsement by the Administrative Council, nominations for Honorary Life Membership shall be presented to the General Assembly for ratification.
ARTICLE 5: REGISTER
5.1. A register of Affiliated Organizations shall be kept by WFUMB. It shall include a listing of current executive officers and address(es) and a current census of membership of Affiliated Organizations. A supplementary file shall include current copies of constitutions and bylaws or other official documentation of the Affiliated Organization.
5.2. A register of Honorary Life Members shall be kept by WFUMB.
ARTICLE 6: RESPONSIBILITIES OF AFFILIATED ORGANIZATIONS
As a condition of membership, Affiliated Organizations shall agree to:
6.1. Publish or otherwise disseminate to all their members WFUMB calls for papers, news releases, conference notices and announcements.
6.2. Supply WFUMB and the editor-in-chief of WFUMB’s official journal with advance information on their own meetings and activities.
6.3. Notify WFUMB of changes in leadership, changes in membership numbers, and changes to their constitution and bylaws.
6.4. Appoint a member of their leadership as liaison to WFUMB and supply WFUMB and the editor-in-chief of WFUMB’s official journal with this individual's name and contact details. This is in addition to the Affiliate’s selection of one or more General Assembly delegates to WFUMB.
6.5. Pay annual per capita membership dues. Affiliated Organizations having more than one category of membership may select those categories they wish to designate for affiliation.
(a) The per capita membership dues will be determined annually by the Administrative Council.
(b) Annual dues from Affiliated Organizations are based upon 100% of the number of members in the categories of membership of the organization that have been chosen for affiliation.
(c) Not later than 1 March of each calendar year, each Affiliated Organization shall send to WFUMB an annual dues payment based on the fee designated in 6.5.(a) and the number of members as designated in 6.5.(b), at 31 December of the prior year. The Affiliated Organization shall also specify which categories of membership are to be affiliated to WFUMB.
ARTICLE 7: PRIVILEGES AND RIGHTS OF AFFILIATED ORGANIZATIONS
The following privileges and rights are granted to Affiliated Organizations by virtue of their affiliation:
7.1. Access to WFUMB resources for purposes of world coverage of their own news.
7.2. Permission to indicate the affiliation on their stationery or elsewhere, consistent with the objectives of WFUMB.
7.3. Representation on the General Assembly of WFUMB as provided by the Constitution.
7.4. Ability to offer their members reduced subscription rates to WFUMB’s journal.
7.5. Access to reduced rates for WFUMB publications and reduced registration fees at WFUMB congresses, where available.
ARTICLE 8: TERMINATION OF MEMBERSHIP
Affiliation may be terminated in any of the following ways:
8.1. Should an Affiliated Organization wish to resign, it must give six months’ notice to WFUMB in writing. It shall be responsible for the annual membership dues for the effective year of resignation.
8.2. If the annual membership dues of an Affiliated Organization have not been paid on or before 1 March of that year, the Affiliated Organization will be suspended until dues payment has been received by WFUMB. If the membership dues in arrears have not been paid by 31 December of that year, the organization shall cease to be an Affiliated Organization as of that date, unless otherwise decided by resolution of the Administrative Council.
8.3. An Affiliated Organization may be suspended by the Administrative Council or expelled by the General Assembly, on the grounds that its conduct is detrimental to the honor or interests of WFUMB. It shall be responsible for the annual membership dues for the effective year of termination.
ARTICLE 9: THE GENERAL ASSEMBLY
9.1 The General Assembly shall be composed of the voting delegates of the Affiliated Organizations and the members of the Administrative Council, as non‐voting attendees.
9.2. The principal functions of the General Assembly shall be to:
9.2.1. Establish WFUMB policy.
9.2.2. Elect the members of the Administrative Council.
9.2.3. Elect officers of WFUMB.
9.2.4. Receive and approve reports of the Administrative Council and make recommendations thereto.
9.2.5. Amend the Constitution of WFUMB when required.
9.3. A General Assembly meeting shall be convened every two years, at such times and places as prescribed by the Administrative Council, in accordance with Article 11.1.
9.4. Business of the General Assembly will be carried out as specified in Articles 11 and 12.
ARTICLE 10: SELECTION AND TENURE OF GENERAL ASSEMBLY DELEGATES
10.1. The certified number of votes of each Affiliated Organization shall be equal to its paid-up membership as certified by WFUMB.
10.2. In any membership year, which runs from 1 January to 31 December, paid-up membership of an Affiliated Organization shall be as specified in Article 6.5.
10.3. Each Affiliated Organization shall be represented in the General Assembly by one, or under the conditions of Article 10.5, more than one delegate, who shall have authority to cast votes amounting to the certified number of votes for the Affiliated Organization.
10.4. The name of its delegate(s), and that of not more than one alternate for each delegate, shall be communicated by air mail or electronic means to WFUMB immediately on appointment by the Affiliated Organization at least 10 days in advance of the General Assembly meeting.
10.5. An Affiliated Organization may be represented by more than one delegate. In such a case, the split of votes available to each delegate shall be specified in advance by the Affiliated Organization.
10.6. Delegates shall be chosen only from those categories of membership in the Affiliated Organization which have been chosen for affiliation with WFUMB.
10.7. The WFUMB President may appoint a Credentials Committee to examine and approve the credentials of delegates to the General Assembly.
ARTICLE 11: MEETINGS OF THE GENERAL ASSEMBLY
11.1. The General Assembly will meet every two years at the time of the scientific congress of WFUMB.
11.2. An extraordinary assembly meeting may be called by the Administrative Council at other times on petition of two or more Affiliated Organizations, which hold among them at least 10% of the voting rights of WFUMB.
11.3. The agenda of the General Assembly meeting shall be circulated to Affiliated Organizations at least 10 days and not more than 50 days in advance of the Assembly Meeting. It shall include at least:
(a) Reports from officers,
(b) Reports of standing committees of the General Assembly,
(c) Counting of election ballots for officers,
(d) Any old or new business presented by the Administrative Council,
(e) Any proposed amendments to the Constitution,
(f) Discussion of matters of general interest presented by any delegate. Such items are to be submitted for review at the Administrative Council meeting prior to the General Assembly meeting,
(g) New business
11.4. The President of WFUMB shall preside over the General Assembly meeting. In the absence of the President, the meeting shall be presided over by the Vice‐President 1.
11.5. The next President shall be installed at the end of the regular General Assembly meeting at which he/she was President‐Elect.
11.6. All Affiliates may attend a General Assembly meeting and participate in the discussion. Only duly elected voting delegates may vote. Vote may be by show of hands indicative of voting rights except on questions of amendments or selection of officers where a written ballot will be required.
11.7. The Secretary, or his or her designee, shall keep minutes of each meeting of the General Assembly, which shall, after confirmation by the presiding officer, be kept by WFUMB. Copies of the minutes or extracts shall be sent to all Affiliated Organizations who request them.
11.8. A quorum shall consist of voting delegates who, among them, represent the voting rights of at least 50% of the full Affiliated Organizations membership. A simple majority shall be sufficient to carry a decision.
11.9. Lacking a quorum, all business transacted must be ratified as specified in Article 12.
ARTICLE 12: PROCEDURES FOR INTERIM VOTING BY THE GENERAL ASSEMBLY
In the intervals between meetings of the General Assembly and subject to resolutions of the Administrative Council, items of WFUMB business may be submitted to the General Assembly for voting. This procedure shall be as follows:
12.1. WFUMB shall prepare an appropriate ballot form and send, by air mail or electronic means, a copy to each Affiliated Organization’s liaison, as described in Article 6.4.
12.2. Replies should be communicated in writing, via air mail or electronic means to WFUMB within 60 full days from the date of communication.
12.3. A unanimous vote of the air mail or electronic ballot must be received to determine the decision. In the event the vote is not unanimous, then a meeting [virtual or in person] should take place in order for the resolution to be reconsidered.
ARTICLE 13: ADMINISTRATIVE COUNCIL
13.1. The day-to-day affairs of WFUMB shall be administered by an Administrative Council which shall consist of:
Immediate Past President
Representatives of Affiliated Organizations as described in Article 13.2
Up to 3 Co‐opted Councilors as described in Article 13.6
Editor, WFUMB journal (ex‐officio)
13.2. Each Affiliated Organization shall be entitled to nominate a councilor to serve on the Administrative Council.
13.3 The election of officers shall be carried out as follows:
13.3.1. The Nominating Committee as described in Article 14 shall invite names of candidates for consideration of leadership opportunities within WFUMB (including officers and committee positions) from:
(a) Affiliated Organizations
(b) Current Administrative Councilors
Candidates shall be only from those categories of membership in the Affiliated Organization which have been chosen for affiliation with WFUMB.
13.3.2. Nominations for the officers of WFUMB shall be selected by the Nominating Committee and presented to the Administrative Council at the time of an Administrative Council meeting in the year prior to the WFUMB congress. The Nominating Committee may select no more than 2 officer nominations from one Affiliated Organization.
13.3.3. The Administrative Council, after examination of nominations may accept or modify the nominations for each office. The nominations must be communicated to all Affiliated Organizations at least 120 days before a meeting of the General Assembly.
13.3.4. WFUMB shall prepare a ballot, including a write-in option, of all nominees for each office. The ballot shall be presented by the Administrative Council by air mail or electronic means to all Affiliated Organizations at least 30 days before a meeting of the General Assembly.
13.3.5. Ballots from voting delegates should be returned to WFUMB at least 7 days before the meeting of the General Assembly.
13.3.6. Election to each office shall be decided by a simple majority of the voting rights of all such ballots received.
13.3.7. In the event that no General Assembly Meeting is being held, election shall be under the procedures as indicated in Article 12.
13.4. Each officer and elected member of the Administrative Council shall hold office as follows:
13.4.1. A term of office shall be from the end of the session of the General Assembly which elected him or her until the end of the subsequent session of the General Assembly or until his or her successor takes office except as specified in Article 13.4.4.
13.4.2. Councilors shall be eligible for two successive terms after which one full term must elapse before they are again eligible. Councilors appointed to fulfill an unexpired term as specified in Article 13.5 are eligible for two full terms of office following his or her interim appointment.
13.4.3. The maximum number of consecutive terms for office bearers shall be as follows:
(a) The President-Elect shall be elected to serve a two-year term only. At the end of this period the President-Elect becomes the President and serves a further two-year term as President only. The President-Elect may not be re-elected to this office.
(b) The Vice President 1 and Vice President 2 are eligible to serve one two-year term, after which one full term must elapse before they are again eligible.
(c) The Treasurer and Secretary are eligible to serve three two-year terms, after which one full term must elapse before they are again eligible.
13.4.4. In the event no meeting of the General Assembly is held within two calendar years, the President shall proceed with an election under Article 13.3 of the Constitution.
13.5. In the event of the death or resignation of an Administrative Councilor during his or her term of office, the Affiliated Organization shall appoint a replacement until the next session of the General Assembly. In the event of the death or resignation of an office bearer during his or her term of office, the replacement shall be appointed as specified in the bylaws.
13.6. The President, in collaboration with the Administrative Council, may co‐opt up to three persons who shall serve as members without voting rights for a term which shall be fixed by the Administrative Council.
13.7. The Administrative Council shall prepare a set of bylaws specifying the principal administrative procedures of WFUMB, including the formation of ad hoc committees and working groups. The Administrative Council shall ensure that copies of such bylaws and of any updates or amendments are available electronically to Affiliated Organizations.
13.8. The operation of the Administrative Council is under the provisions of this Constitution and of the Bylaws.
13.9. The Administrative Council shall perform all of the functions of a Board of Directors according to applicable law.
ARTICLE 14: NOMINATING COMMITTEE
A Nominating Committee shall be made up of the current officers as well as any Administrative Councilors of Affiliated Organizations not represented in the officer core, with the President‐Elect as Chairman.
ARTICLE 15: AMENDMENTS
15.1. Amendments to this Constitution may be initiated by:
(a) Recommendation of the Administrative Council, or
(b) Petition of any Affiliated Organization to the Administrative Council.
15.2. Proposed amendments to the Constitution shall be delivered to Affiliated Organizations at least 60 days before an officially convened session of a General Assembly at which voting is to take place, and acceptance shall require a two‐thirds majority of the certified voting rights cast. If, however, less than two‐thirds of the total certified voting rights of WFUMB is represented at the meeting, the matter shall be put to a mail or electronic ballot of the entire General Assembly as described in Article 12.
15.3. Proposed amendments to the bylaws shall require a two‐thirds majority of the Administrative Council, at a scheduled meeting or as described in Article 12 for their adoption.
ARTICLE 16: COOPERATION WITH OTHER INTERNATIONAL ORGANIZATIONS
The Administrative Council shall be the representative of WFUMB in dealings with other international organizations. It shall be authorized to make suitable arrangements for cooperation with other organizations having mutual or parallel interests. Affiliation with other international bodies shall be referred to the General Assembly.
ARTICLE 17: PERSONAL LIABILITY
Members of the Administrative Council and affiliates of WFUMB shall incur no personal liability in respect to commitments of WFUMB. Membership of any category in WFUMB shall commit individuals to no more than payment of their annual subscription.
ARTICLE 18: DISSOLUTION
18.1. A decision to dissolve WFUMB shall be taken at a meeting of the General Assembly and shall require a two‐thirds majority of the certified votes cast. A Liquidator shall be appointed by the General Assembly.
18.2. Failing the appointment of a Liquidator, liquidation shall be carried out by the Administrative Council then in office acting as a Panel of Liquidators. Any assets from the liquidation shall be distributed to such non‐profit organizations of like aims as the Liquidators shall decide, consistent with the certificate of incorporation of WFUMB.
ARTICLE 19: GIFTS AND GRANTS
WFUMB shall be empowered to accept gifts, donations, grants and other funds within applicable laws.
ARTICLE 20: PUBLICATIONS
WFUMB shall be empowered to publish or to enter into agreement with others to publish such journals and other publications as may be authorized by the General Assembly.
ARTICLE 21: LANGUAGES
The working language of WFUMB shall be English: however, a wider selection of official languages shall be encouraged for international scientific meetings wherever this is economically feasible.
ARTICLE 22: EXPENSES
The expenses of the delegates attending meetings of the General Assembly shall not be a charge on the funds of WFUMB.
ARTICLE 23: APPLICABLE LAW
As WFUMB is incorporated in the State of New York, USA, it is not intended that this Constitution supersede the laws of that State, and wherever inconsistent, New York State law will govern.
(Revised and Reissued January 2017)
ITEM 1: APPLICATIONS FOR AFFILIATION
Application must be made to the Federation through its Secretary by an authorized officer representing the organization. The form of application shall include the following information:
(a) adequate identifying information, (b) copies of constitution and By-Laws (up-to-date) or satisfactory official documentation in lieu of these, (c) names of current executive officers and the address of the Secretary, and (d) census of membership, with or without individual names.
ITEM 2: BILLING AND COLLECTION OF ANNUAL SUBSCRIPTIONS
The Secretary shall bill Affiliated Organizations for their subscription where the billing will be to the designated representative.
ITEM 3: ALLEGATIONS OF MISCONDUCT
On receipt of complaint concerning the conduct of an Affiliated Organization, the Secretary shall submit it to the Affiliated Organization concerned for explanation. The complaint and the explanation shall be considered by the Administrative Council. If further action is required, the report shall be submitted to the General Assembly.
ITEM 4: DUTIES OF OFFICERS
4.1. President. The President shall be the chief executive officer of the Federation; he or she shall preside at all meetings of the members and of the Administrative Council; he or she shall have the general management of the affairs of the Federation and shall see that all orders and resolutions of the Administrative Council are carried into effect.
4.2.1. Vice-President 1. During the absence or disability of the President, the Vice-President 1 shall have all the powers and functions of the President. The Vice-President 1 shall perform such other duties as the Administrative Council shall prescribe.
4.2.2. Vice-President 2. During the absence or disability of the Secretary or Treasurer, the Vice-President 2 shall replace the Secretary or Treasurer if there is a need to do so.
4.3.1. The Treasurer shall have the care and custody of all the funds and securities of the Federation, and shall deposit said funds in the name of the Federation.
4.3.2. The funds of the Federation shall be deposited in bank accounts, or investments which guarantee preservation of the principal, including certificates of deposit, mortgage pool certificates and US Treasury bills with principal guaranteed.
4.3.3. The Treasurer shall, when duly authorized by the Administrative Council, sign and execute all contracts in the name of the Federation, when countersigned by the President.
4.3.4. The Treasurer shall sign all checks, drafts, notes, and orders for the payment of money, which have been authorized by the Administrative Council and included in the agreed budget. Specific authorization by the President or Secretary is required for any payment exceeding $5,000.
4.3.5. The Treasurer shall at all reasonable times exhibit the books and accounts to any Councilor or member of the Federation upon application at the office of the Federation during ordinary business hours.
4.3.6. The Treasurer shall maintain a Reserve Fund, containing a sum equal to the estimated cost of running the Federation for three years, and initially containing the sum of $270,000. These funds are not to be used for current expenditure without specific resolution of the Administrative Council.
4.3.7. The Treasurer shall, approximately 3 months before each General Assembly, have an audit of the accounts of the Federation made by a suitably qualified auditor appointed by the Administrative Council, and the auditor's report examined by the Finance Committee, and shall present such auditor's report and the Finance Committee report (in writing) to the General Assembly.
4.3.8. The Treasurer shall present to each Administrative Council meeting and each General Assembly a report setting forth in full the financial condition of the Federation.
4.4. Secretary. The Secretary shall keep the minutes of meetings of the Administrative Council and also the minutes of the General Assembly Meetings. He or she shall have the custody of the seal of the Federation and shall affix and attest the same to documents when duly authorized by the Administrative Council. He or she shall attend to the giving and serving of all notices of the Federation, and shall have charge of such books and papers as the Federation may direct; he or she shall attend to such correspondence as may be assigned to him or her, and perform all the duties incidental to his or her office. He or she shall keep a membership roll containing the names, alphabetically arranged, of all persons who are members of the Federation, showing their places of residence and the time when they became members.
4.5. Securities and Bonds. In case the Administrative Council shall so require, any officer or agent of the Federation shall execute to the Federation a bond in such sum and with such surety or sureties as the Administrative Council may direct, conditioned upon the faithful performances of his or her duties to the Federation and including responsibility for negligence and for the accounting for all property, funds or securities of the Federation which may come into his or her hands.
ITEM 5: CONVENING AND CONDUCT OF MEETINGS OF ADMINISTRATIVE COUNCIL
5.1. The Administrative Council shall be convened at intervals not greater than two years. The Secretary shall draw up the agenda.
5.2. A majority of members of the Administrative Council shall constitute a quorum.
5.3. Voting at Council Meetings shall be by show of hands, unless a secret ballot is requested, and a simple majority shall be sufficient to carry a decision.
5.4. The Secretary, or his or her designate, shall keep minutes of the proceedings of each Meeting of the Council. Copies shall be sent to all Members of the Council. The Secretary shall keep details of Membership.
5.5. The Treasurer shall keep financial accounts for each calendar year and produce accounts to be available, by 30 April in the following year, for review by the President or his or her designate. The Treasurer shall also prepare an annual budget and present this to the Administrative Council.
5.6. Immediately following each Meeting of the Administrative Council, or otherwise not later than 1 July in any calendar year when an Administrative Council Meeting is not to be held, the following material shall be circulated to all Affiliated Organizations and published in the Newsletter:
- (a) a copy of the audited accounts of the Federation for the previous years;
- (b) financial budgets, prepared by the Federation's Treasurer, for the current and following calendar years; and
- (c) a summary of the principal Resolutions and decisions made, and actions taken, by the Administrative Council and its officers during the period since the previous report.
5.7. Between scheduled meetings, Administrative Council business may be conducted by mail. A unanimous vote of the entire Council shall be required for passage. This is a requirement of New York State Law.
5.8. The Administrative Council shall invite a representative of each Affiliated Organization to attend its meetings as a non-voting observer and without cost to the Federation. It may also invite the officers of a future congress or representatives of the various committees which have been set up to attend its Meetings without the right to vote.
ITEM 6: EXECUTIVE BUREAU
6.1. There shall be an Executive Bureau which shall consist of the following officers of the Federation: viz. President, Vice-President 1 & 2, President-Elect, Secretary and Treasurer.
6.2. The Executive Bureau is empowered to act on behalf of the Council on urgent non-policy matters and to disburse funds.
6.3. Under New York State Law the Executive Bureau is not empowered to do the following:
- (a) The submission to members of any action requiring members' approval.
- (b) The filling of vacancies in the Administrative Council or in any committee.
- (c) The fixing of compensation of the Councilors for serving on the Administrative Council or on any committee.
- (d) The amendment or repeal of the By-Laws or the adoption of new By-Laws.
- (e) The amendment or repeal of any resolution of the Administrative Council which by its terms shall not be so amendable or repealable.
ITEM 7: TERMS OF REFERENCE OF COMMITTEES
Committee Chairpersons and Vice-Chairpersons of Committees are nominated by the President and approved by the Administrative Council at the first meeting after each General Assembly. Members of Committees are nominated by their Chairpersons, and approved by the Executive Bureau. The expenditure of Committees is the responsibility of the Chairperson, within a budget allocated by the Administrative Council.
7.1. Committee on Education for Medical Ultrasound
7.1.1. To collect and record information on matters related to education in medical ultrasonics in countries of Affiliated Organizations.
7.1.2. To promote and facilitate collaboration on education between Affiliated Organizations.
7.1.3. To represent the Federation in liaison with relevant international organizations.
7.1.4. To advise the Administrative Council on further specific action which it may deem desirable at any time for the Federation to undertake.
7.2. Publications Committee
7.2.1. To review the requirement for the Federation to publish reports, books, specifications, standards, and the like, and to make appropriate arrangements for such publications.
7.2.2. In consultation with members of the Editorial Board of the official journal, to advise the Administrative Council on matters concerned with the publication of the official journal of the Federation, including the appointment, reappointment and replacement of the Editor.
7.3. Committee on Ultrasound Safety
7.3.1. To collect and record information on safety activities being undertaken by Affiliated Organizations and by other international bodies. To report on this to the Administrative Council periodically and, where appropriate, to promote the dissemination of such information to the general membership.
7.3.2. To promote and facilitate collaboration of safety matters between Affiliated Organizations.
7.3.3. To represent the Federation in liaison with relevant international organizations.
7.3.4. To advise the Administrative Council on further specific action which it may deem desirable at any time for the Federation to undertake.
7 4. Archives Committee
7.4.1. To collect and properly maintain primary documents and artifacts relevant to the history of the field of medical ultrasound, both diagnostic and therapeutic. To include, but not to be limited to, development of equipment, dissemination of techniques, basic research and organizational efforts.
7.4.2. To collect and catalog secondary documents relevant to the development of and research in the field of medical ultrasound as described in 7.4.1.
7.4.3. To facilitate the dissemination of knowledge of the history of medical ultrasound.
7.5 Collaboration Committee
7.5.1 To draft in conjunction with the education committee, guidelines for WFUMB co-sponsorship of scientific meetings and education programs for Council approval.
7.5.2 To examine application for co-sponsorship and make recommendations to Council on applicant programs.
7.5.3 To stimulate and initiate collaboration with commercial and non-commercial organizations on mutural ultrasound educational projects to promote the use of ultrasound worldwide.
7.5.4 Endorsement statement should be used by the COEs and change the word "agrees" to "endorse" or "does not reflect the view of the organization."
7.6. Finance Committee
7.6.1. To review the investments held by the Federation, and provide advice to the Treasurer on matters relating to the Federation's investments.
7.6.2. To report to each meeting of the Administrative Council on the nature and amounts of the investments held.
7.6.3. To oversee the Treasurer's activities.
7.6.4. To report to the General Assembly on the Auditor's report.
7.7 Communcation Committee
7.7.1 To facilitate communication of WFUMB and WFUMB-affiliated organizations
7.7.2 To maintain WFUMB website up-to-date
7.7.3 To publish WFUMB Newsletter "ECHOES" regularly in interval as WFUMB Administrative Council decides
ITEM 8: PLANNING AND ORGANIZATION OF SCIENTIFIC CONFERENCES GUIDELINES
8.1. Six years before a particular congress, the Administrative Council shall invite one or more potential host organizations to submit proposals for the organization of that congress. The Administrative Council may suggest certain special conditions at the time of signing the contract. All submitted applications to host the World Congress must be endorsed by the Affiliate Organization for the region.
8.2. Not more than 12 months later the relevant potential host organization(s) shall submit to the Administrative Council proposals giving information as far as it is practicable on the following:
8.2.1. whether the organization is registered as a "not-for-profit" organization,
8.2.2. the choice of congress sites under consideration, together with date(s),
8.2.3. the state of government regulations that might prevent or impose special conditions on attendance by any Federation Affiliate member,
8.2.4. the state of government regulations that might discriminate against any manufacturer in participating in an associated commercial exhibition,
8.2.5. the estimated requirements for financing the congress and exhibition, including an indication of the amount and scheduling of funds or guarantees that would be sought from the Federation (including non-host organization Affiliated Organizations),
8.2.6. proposals for allocation of any surplus from the congress and exhibition, including a statement of the impact on this of local tax and currency exchange laws (such a statement to be based on expert professional advice),
8.2.7. details on related meetings held within six months of proposed dates, e.g. ICR, RSNA, AIUM, European Federation. Details of meetings being held by the host organization as proposed, for the following and previous years.
8.2.8. a statement of support from the relevant Regional Organization member of WFUMB (preference will be given to bids with such support),
8.2.9. a statement concerning the intentions for publication of the Congress Abstracts Book (it is a WFUMB policy that the abstracts book be published as a Supplement to its Journal, Ultrasound in Medicine and Biology, where practicable).
8.3. Four years before the congress the Administrative Council shall formally select a host organization, on the basis of the above proposals and any supplementary information, which will then be authorized to commit major funds (e.g. in site booking) and to take up advances from the Federation for this purpose. At this time the Administrative Council may indicate preference for particular sites (particularly as it may affect style of the congress and overall cost of attendance) but the host organization may need to be given ultimate discretion to choose in the light of local circumstances. At this time also a congress organizing committee shall be formally established with agreed arrangements for representation by and communication with the Administrative Council.
8.4. Two years before the congress, the following actions shall be taken:
8.4.1. The host organization shall report to the Administrative Council on its choice of site and provide an organization timetable, including firm reservation dates, budget outline including details of front money and cash flow plan (at current costs), anticipated revenue and surplus (if any). This shall include estimated attendance, proposed registration fee and exhibition charges, and shall also indicate currently available scales of hotel charges. The number of hotel rooms reserved, space estimated and facilities for the Meeting shall also be reported.
8.4.2. At the same time the Administrative Council and host organization together shall formulate a scientific program policy. This shall cover: choice of particular topics to be emphasized, balance of contributed papers, invited reviews, posters, scientific exhibits, and arrangements for selecting/rejecting contributions.
8.4.3. The Administrative Council and the host organization shall also then initiate joint plans for any publications (including abstract booklet) to result from the congress. At least to the extent that they may provide continuity between congresses, the Federation requirements here must be accepted. Expenses/surplus of publications and proceedings is considered a part of the congress. The form of publications and proceedings shall require the approval of the WFUMB administrative council.
8.5. A joint Meeting of the Administrative Council and host organization shall, if possible, be held at a time between one and two years before the congress, in order to agree to the detailed plans and figures resulting from Item 8.4.1. Preparatory to the Meeting, the host organization shall have submitted to the Administrative Council drafts of the registration, "Call for Abstracts" and exhibition space requisition documents which it intends to distribute. In support of this, a revised budget and cash flow plan shall be submitted to the Administrative Council by the host organization.
8.6. Publicity for the congress shall be coordinated with the host organization (including announcements and letterheads) and shall clearly indicate that it is under the auspices of the Federation. The host organization shall make use of the title "WFUMB '82," "WFUMB 2000," and the like, as well as the WFUMB logo.
8.7. Timely reports at regular intervals (and/or at the request for Administrative Council) shall be provided by the host organization to the Administrative Council on the progress of preparations for the meeting including financial status and problems encountered.
8.8. Policy of the Federation on features at commercial exhibits shall be adhered to.
8.9. The President of the Federation in the period immediately prior to the congress shall be "President of the Congress."
8.10. Attendance at the congress and active participation in its scientific sessions shall be open to anyone with a bona fide interest in the subject. A commercial exhibition is to be open to all attendees and any information displayed may be viewed freely. Photography of exhibits is to be at the discretion of the exhibitors.
8.11. Division of Meeting Surplus Revenue: Due to specific organizational variances, the WFUMB may negotiate an alternate agreement with the host society. Ideally, this activity will take place by the time the contract is awarded. If an alternate agreement is not made with the host society, the division of the meeting surplus revenue shall be as follows: • 70%-Host organization(s) • 30%-The Federation
8.12. If the Federation Congress is held at the same time as the normally scheduled meeting of the host organization, there shall be established a minimum level of surplus to be guaranteed to the host organization.
8.12.1. The guaranteed minimum surplus shall be determined in the following manner:
- (a) Averaging the surplus of the host organization's annual meeting over the four year period prior to the joint conference,
- (b) Averaging the paid attendance (includes member/non-member, resident/non-resident of host organization/ country) at the host organization's annual meeting over the four year period prior to the joint conference,
- (c) Averaging the number of commercial exhibit booth spaces at the host organization's annual meeting over the four year period prior to the joint conference.
8.12.2. This information is to be used in the following way to determine the minimum guaranteed surplus to the host organization:
- (a) If paid attendance and the number of commercial booth spaces at the joint conference are the same or more than the attendance and booth space average of the host organization's annual meeting for the four year period prior to the joint conference, the minimum guaranteed surplus for the host organization will be as described in 8.12.la above.
- (b) If paid attendance and the number of commercial booth spaces at the joint conference are less than the attendance and booth space average of the host organization's annual meeting for the four year period prior to the joint conference, there shall be a decrease in the level of the guaranteed surplus to the host organization to be determined in the following way:
A ratio of income derived from paid attendees and booth spaces attributed to the host organization at the joint conference
>income derived from average paid attendees and the average number of booth spaces for the host organization's annual meetings for the five year period prior to the joint conference
8.13. Should the Congress suffer a loss, the distribution of this loss will be in proportion to the advance funds contributed, and the Federation's maximum liability will be limited to its advance funds contribution.