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Constitution and By laws

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ASIAN-OCEANIAN FEDERATION OF CONSERVATIVE DENTISTRY Draft, January 1, 2017

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Article 1: Name and legal domicile

The name of the organization shall be “The Asian-Oceanian Federation of Conservative Dentistry” (hereafter referred to as the 'AOFCD').

The AOFCD is organized having its legal domicile and official address, B163 Seoul National University Dental Hospital, 101 Daehag-ro, Jongro-gu, Seoul, Korea 03080.

The Federation was constituted in Seoul, Korea on January 22, 2018.

In defining the scope of the AOFCD, the following descriptions will apply:
  • • Asia-Oceania: The collection of countries included in the Asian and Oceanian geographic region.
  • • Conservative Dentistry:
    The discipline of Conservative Dentistry spans all aspects of the conservation of natural teeth and dentition and related treatments. The scope includes cariology or management of caries and non-carious tooth loss, preservation of tooth structure, operative dentistry, restorative dentistry, endodontics, periodontics, dental materials, aesthetic and cosmetic dentistry, minimally invasive dentistry, tooth whitening, preventive dentistry, and related learning and teaching.
Article 2: Objects

The prime objectives of the AOFCD shall be to contribute to the promotion of oral health in the public interest and to facilitate communication and cooperation amongst the members in the Asian and Oceanian regions by encouraging excellence in he clinical practice, teaching and research pertinent to the scope of Conservative Dentistry. The AOFCD shall be a non-commercial, non-profit making organization.

Article 3: Membership
There shall be six classes of membership:
a) Full Membership
Any Asian or Oceanian national society, association or other organization in the field of Conservative Dentistry in Asia and Oceania shall be eligible to apply for Full Membership of the AOFCD. Such an organization must be able to demonstrate that it is promoting national and, where appropriate, international standards of excellence and the development of new knowledge and understanding in the field of Conservative Dentistry as judged by the Executive Committee of the Federation and sanctioned by the General Assembly. If there are one or more associations in a country fulfilling the criteria, each of the associations can become a Full Member.
b) Associate Membership
Other organizations and institutions which do not fulfill the requirements of Full Membership but have a special interest in the objectives of the AOFCD shall be eligible to apply for Associate Membership of the AOFCD, as judged by the Executive Committee of the Federation and sanctioned by the General Assembly.
c) Corporate Membership
Manufacturers of dental materials, equipment and instrumentation, publishers and other commercial organizations with a special interest in the objectives of the AOFCD shall be eligible to apply for Corporate Membership of the AOFCD as judged by the Executive Committee of the Federation and sanctioned by the General Assembly.
d) Individual Membership
Individuals with interests in the objectives of the AOFCD, regardless of whether he/she is a member of a member society, association, or organization, shall be eligible to apply for Individual Membership of the AOFCD. Individual Membership is open to dentists, researchers, employees of dental manufacturer, and other dental professions who are conducting, or have conducted, research in the field of Conservative Dentistry, or have published scientific papers in dental journals in the field of Conservative Dentistry.
e) Student Membership
Student Members shall be individual persons enrolled in a full time undergraduate or postgraduate university course in dentistry provided they have been recommended to the Executive Committee by one of their teachers.
f) Honorary Membership
Honorary Membership will be limited to individuals identified by the Executive Committee of the AOFCD and sanctioned by the General Assembly as having made an exceptional contribution to Conservative Dentistry.
List of honorary members: (for example: oooooo, Seoul, Korea)
Article 4: Application and election to Membership

4.1 Application

a) Full Members
Asian and Oceanian national organizations in the field of Conservative Dentistry are eligible to apply for Full Membership subject to acceptance of the AOFCD By-laws and a commitment to support the objectives of the AOFCD, and to pay annual dues. The annual dues for Full Membership shall be 1,000 US dollars.
Application for full membership will be made at any time to the General Secretary who will submit the application to the Executive Committee for consideration. The General Assembly will have the power to sanction the granting of Full Membership on the recommendation of the Executive Committee.
b) Associate Members
Other organizations and institutions which do not fulfill the requirements for Full Membership but have a special interest in the objectives of the AOFCD are eligible to apply for Associate Membership subject to acceptance of the AOFCD By-laws and a commitment to support the object of the AOFCD, and to pay annual dues. The annual dues for Associate Membership shall be 300 US dollars.
Application for associate membership will be made at any time to the General Secretary who will submit the application to the Executive Committee for consideration. The General Assembly will have the power to sanction the granting of Associate Membership on the recommendation of the Executive Committee.
c) Corporate Membership
Manufacturers of dental materials, equipment and instrumentation including preventive and related products, publishers, and other commercial organizations with a special interest of the objectives of the AOFCD are eligible to apply for Corporate Membership subject to acceptance of the AOFCD By-laws and a commitment to support the object of the AOFCD, and to pay annual dues. The initial dues for Corporate Membership shall be 10,000 US dollars. Thereafter the annual dues for Corporate Membership shall be 3,000 US dollars.
Application for corporate membership will be made at any time to the General Secretary who will submit the application to the Executive Committee for consideration. The General Assembly will have the power to sanction the granting of Corporate Membership on the recommendation of the Executive Committee.
d) Individual Membership
Individual members who have a special interest in the objectives of the AOFCD are eligible to apply for Individual Membership subject to acceptance of the AOFCD By-laws and a commitment to support the object of the AOFCD, and to pay annual dues. The annual dues for Individual Membership shall be 50 US dollars.
Application for individual membership will be made to the General Secretary by registering each biennial ConsAsia scientific meeting, and the General Secretary shall have the power to sanction the granting of Individual Membership.
e) Student Membership
Student members who have a special interest in the objectives of the AOFCD are eligible to apply for Student Membership subject to acceptance of the AOFCD By-laws and a commitment to support the object of the AOFCD, and to pay annual dues. The annual dues for Individual Student Membership shall be 25 US dollars.
Application for student membership will be made to the General Secretary by registering each biennial ConsAsia scientific meeting provided they have been recommended to the Executive Committee by one of their teachers, and the General Secretary shall have the power to sanction the granting of Student Membership.
f) Honorary Membership
Proposals for Honorary Membership may be made by any Full Member at any time. Nominations will be sent to the General Secretary who will submit the nomination to the Executive Committee for consideration. If necessary, the Executive Committee may request documentary evidence of the nominee’s contributions to Conservative Dentistry and/or the Federation to support the nomination. The General Assembly will have the power to sanction the granting of honorary membership on the recommendation of the Executive Committee.
The names of Honorary Members will be announced and recorded at Biennial General Meeting.
g) Groups
Members of the AOFCD interested in any scientific branch or professional field related to the scope of Conservative Dentistry, which aims to conserve natural teeth and dentition, with the approval of the Executive Committee, may organize a Group to further the objectives of the Federation. A Group will be comprised of a minimum number of more than three Full Member organizations and/or fifty individual members.
Application for organizing a Group will be made at any time to the General Secretary who will submit the application to the Executive Committee for consideration. The General Assembly will have the power to sanction the granting of a Group on the recommendation of the Executive Committee.

4.2 Election

Decisions on entry to any category of membership require a majority of at least two thirds of the votes present at both the Executive Committee and General Assembly. This paragraph does not apply to decisions on entry to Individual Membership or Student Membership.

Article 5: Privileges of Membership

The prime objectives of the AOFCD shall be to contribute to the promotion of oral health in the public interest and to facilitate communication and cooperation amongst the members in the Asian and Oceanian regions by encouraging excellence in the clinical practice, teaching and research pertinent to the scope of Conservative Dentistry. The AOFCD shall be a non-commercial, non-profit making organization.

Article 6: Resignation or Termination of Membership

Any Full, Associate, or Corporate member is entitled to resign its membership at any time by delivering a written notice of its intention to resign to the General Secretary. A member organization’s resignation shall take effect 6 months after the delivery of such notice.

Any member organization which has failed to pay its dues on time, or is deemed to be failing to meet the requirements of membership of the AOFCD, shall have its membership terminated by the General Assembly.

Any Honorary, Individual, or Student Members are entitled to resign their membership at any time by delivering a written notice of its intention to resign to the General Secretary.

Article 7: General Assembly
a) Composition
The General Assembly shall consist of representatives of members present at a duly convened meeting.
b) Quorum
The quorum shall be more than 50% of those eligible to attend.
c) Powers
The General Assembly shall be the only legislative body of the AOFCD and shall have the following powers:
  • i. to enact, amend, and repeal the Constitution and By-laws of the AOFCD;
  • ii. to elect and approve appointments to the Executive Committee and other constitutional committees of the AOFCD;
  • iii. to appoint auditors;
  • iv. to authorize the signing of contracts with other organizations for projects of mutual benefit.
The General Assembly shall:
  • v. approve the accounts, the administration, and management of the financial affairs of the AOFCD by the Executive Committee;
  • vi. initiate proposals conferring with the objectives of the AOFCD;
  • vii. decide on the annual dues and approve the budget;
  • viii. approve the time and place of future General Assemblies and scientific meetings.
  • ix. approve the granting of Full, Associate, Corporate, or Honorary Membership.
  • x. approve the termination of Full, Associate, or Corporate Membership.
d) Sessions of the General Assembly

The General Assembly shall have its Regular Sessions whenever a ConsAsia meeting is organized. An extraordinary session of the General Assembly shall be convened by the Executive Committee, or a request can be made by at least five full members or a fifth of all full members. Representatives of the members shall be informed of the date and the time of the General Assembly at least 2 weeks before the meeting is convened. For urgent matters the Executive Committee can use an electronic mail sent to all the members of the General Assembly asking them for their opinion. If sufficient members respond in a positive way the issue is adopted. Attendance of the Members of the Executive Committee at meetings of the General Assembly shall be at the cost of the AOFCD (This support is postponed until a sufficient amount of budget will be saved by AOFCD and will be started by the General Assembly.)
Attendance of the representatives of the members at meetings of the General Assembly will be at the cost of the member organizations. AOFCD scientific meetings shall be organized according to ‘Guidelines on the Organization of AOFCD ConsAsia meetings’.

e) Order of business
The order of business at the General Assembly shall include the following, but may be varied as necessary:
  • i. the meeting shall be opened by the President;
  • ii. approval of the minutes of the previous General Assembly;
  • iii. report of the President;
  • iv. report of the General Secretary;
  • v. report of the Treasurer;
  • vi. report of the Auditors;
  • vii. report of the Editor;
  • viii. decision on annual dues;
  • ix. election and approval of the Officers of the AOFCD;
  • x. election of members of the Executive Committee;
  • xi. appointment of Auditors;
  • xii. approve venues of future meetings of the General Assembly of the AOFCD for the subsequent two years;
  • xiii. approve venues, dates and the responsible organization of future scientific meetings of the AOFCD at least four years in advance;
  • xiv. approve venues and dates for future meetings of the General Assembly at least two years in advance;
  • xv. any other competent business.
Members who wish to raise specific items of new business should normally inform the General Secretary at least eight weeks prior to a scheduled meeting of the General Assembly.
f) Decisions

Decisions of the General Assembly shall be carried by a simple majority of the votes present, either by a show of hands or secret ballot except where otherwise stated in the Constitution and By-laws. Each member may act as proxy for one absent member, providing that written notice has been given by the absent member to the General Secretary prior to the meeting.
The President or his/her alternate shall have a casting vote in the event of a tied vote.

Article 8: Executive Committee of the AOFCD
The Executive Committee shall be the administrative body of the AOFCD. The Executive Committee shall meet at least once a year.
a) Composition
The Executive Committee shall consist of the following members:
  • • The President 1
  • • The Vice President 2
  • • The President-elect 1
  • • The General Secretary 1
  • • The Treasurer 1
  • • The Editor 1
  • • At least two Councilors from different countries elected by the General Assembly from among the representatives of the members.
The members of the Executive Committee shall automatically become those of the General Assembly.
b) Functions

The President shall lead the AOFCD and preside over the General Assembly and meetings of the Executive Committee. He/she shall be elected for two years. He/she shall be elected at the General Assembly of each biennial scientific meeting and shall be from the country organizing the meeting. His/her tenure of office shall commence on the day he/she is elected, and end on the day of the General Assembly of the next biennial meeting. He/she shall report on the current state of the AOFCD to the General Assembly. He/she shall decide on questions of order and, after consultation with the other officers, shall be empowered to act on behalf of the AOFCD. Any such actions shall be reported to the next meeting of the Executive Committee. Following completion of his/her term of office, the President will, with immediate effect, become the Immediate-past President.

The Vice President shall perform such duties as may be delegated by the President, the Executive Committee, or General Assembly, especially with regards to liaison and research activities. He/she shall assume the duties of the President in his/her absence or if requested to do so by the President of the Executive Committee. In the absence of the President and the Vice President, the President-elect will act as a deputy to the President. He/she shall assume the duties of the President in his/her absence or if requested to do so by the President of the Executive Committee. In the absence of the President and the Vice President, the President-elect will act as a deputy to the President. He/she shall be elected for two years. He/she shall be elected at the General Assembly of each biennial scientific meeting. His/her tenure of office shall commence on the day elected and end on the day of General Assembly of the next biennial meeting.

The Immediate Past President. The term of office of the Immediate-past President shall come to an end on the day of General Assembly of the next biennial meeting.

Past Presidents. Past Presidents, following completion of their term of office as Immediate-past President will be entitled to join an Advisory Board of Past Presidents. This board will advise at the discretion of the President.

The President-elect who will become President without further election shall be kept informed on all business. The President-elect shall be elected by the General Assembly from the venue country of the next meeting. The term of office of the President-elect will commence on the day of election two years prior to becoming President.

The General Secretary shall serve as secretary of the General Assembly and of the Executive Committee and advise the President. He/she shall prepare all official minutes, collect membership fees and dues, maintain a list of members of the AOFCD and their representatives, make annual reports to the Executive Committee and General Assembly, and assist with, and coordinate the preparation and organization of the annual General Assembly meeting and the meetings of the Executive Committee.

It will be the duty of the General Secretary to:
  • • perform such other duties relevant to the objectives of the AOFCD as may be determined by the Executive Committee;
  • • serve as the executive head of the Central Office and all of its branches and provide for the maintenance of the Central Office and all of its branches;
  • • co-ordinate the activities of all committees, councils, administrative boards, standing committees and other AOFCD component groups;
  • • mail notices pertaining to all sessions of the AOFCD, annual or special to the appropriate members.

The General Secretary shall be elected by the General Assembly. The term of office of the General Secretary shall commence on the day he/she is elected, and end on the day of the General Assembly of the next biennial meeting.
The General Secretary shall keep the President apprised of all activities and developments on at least a quarterly basis.

The Treasurer shall:
  • • serve as custodian of all monies, securities and other financial assets of the AOFCD;
  • • prepare an annual budget of the AOFCD's income and expenditure;
  • • submit the financial records of the AOFCD to the auditors;
  • • report annually to the Executive Committee and the General Assembly.

All reports shall be circulated in advance of the meeting(s) at which they are to be considered.

The Treasurer will provide whatever information may be requested by the Auditors and work with the Auditors in accounting for any anomalies identified in the accounts.

The Treasurer shall be elected by the General Assembly. The term of office of the Treasurer shall commence on the day he/she is elected, and end on the day of the General Assembly of the next biennial meeting. The Treasurer shall keep the President and the General Secretary apprised of all financial dealings and developments on at least a quarterly basis.

The Editor shall work closely with the President and General Secretary in maintaining the website of the Federation and in producing an electronic newsletter to be published at least every six months. The editor shall be involved in the publication of any documents produced by the Federation and in maintaining Federation archives.

The term of office of the Editor shall commence on the day he/she is elected, and end on the day of the General Assembly of the next biennial meeting.

The Councilors shall be elected by the General Assembly. The term of office of Councilors shall commence on the day of election, and end on the day of General Assembly of the next biennial meeting. The Councilors will represent the views of the membership at meetings of the Executive Committee.

c) Terms of Office

The terms of office for members of the Executive Committee shall be:

The President
The Vice President Two years
Two years
The President-elect Two years
The Immediate Past President Two years
The General Secretary Two years
The Treasurer Two years
The Councilors Two years
The Editor Two years

The General Secretary, Treasurer, Councilors, and Editor shall be eligible for re-election for a second term of office, and in exceptional circumstances, for re-election for a third term of office, the length of which shall be one year.

d) Powers and Duties

The Executive Committee shall direct and organize the activities of the AOFCD, execute the decisions reached by the General Assembly, and monitor the finances of the AOFCD. It shall appoint the General Secretary and the Editor, subject to the agreement of the General Assembly.

e) Sessions of the Executive Committee

The Executive Committee shall normally meet at least once a year and may also meet at the request of three or more members of the Executive Committee. In the first year of its term, the Executive Committee shall meet at the venue of the last meeting, and in the second year, it shall meet in the venue of the next meeting. The AOFCD will cover the cost of the attendance at meetings of the Executive Committee, including air-fare (economy class) and accommodations for two nights. (This support is postponed until a sufficient amount of budget will be saved by AOFCD and will be started by the General Assembly.)

f) Order of Business
The Order of Business for a session of the Executive Committee shall include the following, but may be varied as necessary:
  1. 1. the meeting shall be opened by the President;
  2. 2. approval of minutes of the previous session;
  3. 3. reports of the President, General Secretary, Treasurer, and Editor;
  4. 4. reports of the committees;
  5. 5. nominations for elections;
  6. 6. approval of Officers for recommendation to the General Assembly;
  7. 7. arrangements for future meetings of the AOFCD;
  8. 8. unfinished and new business.

The quorum shall be more than 50% of those eligible to attend. Decisions shall be made by simple majority vote of the members of the Executive Committee who are present, either by show of hands or by secret ballot, except where otherwise stated in the Constitution and By-Laws. The President or his/her alternate will have a casting vote in the event of a tied vote.

Article 9: Auditors

There shall be two auditors, neither of whom may be members of the Executive Committee. They shall be elected by the General Assembly biennially. The Auditors shall represent the interests of the members. The Auditors are responsible for the examination of the financial state of affairs. The Auditors submit a report of the examination of the financial state of affairs to the General Assembly.

Article 10: Nomination and election of members of the Executive Committee

Nominations for elections as necessary will be sought by the General Secretary at least 6 weeks before a meeting of the General Assembly. Only AOFCD Representatives of Full Members and individual members who are recommended by at least 20 individual members may be nominated. Where a ballot is necessary this will be conducted by the General Secretary and will take the form of either a show of hands or a secret ballot by the General Assembly.

Each representative of a member may act as proxy for one absent representative, providing that written notice has been given by the absent representative to the General Secretary prior to the meeting. The members of the Executive Committee may vote at the General Assembly only as a representative. The President will have a casting vote in the event of a tied vote.

Article 11: Standing Committees

The General Assembly and/or the Executive Committee after approval of the General Assembly can establish Standing Committees to provide an opportunity to progress ongoing activities on specific areas of interest. Such Standing Committees shall have approved terms of reference with stated aims and objectives. The Executive Committee may ask a standing committee to undertake specific assignments.

Scientific Committee should be organized for next upcoming ConsAsia scientific meeting. It has responsibility to review the programs for the next scientific meeting constructed by the hosting organizing committee, to review the abstracts for presentation, select the presentation in lectures, and to support the publication of the proceedings of the scientific meeting. The scientific committee needs to be constituted by Editor, General Secretary, Treasures, and the Director of Academic affairs of hosting organization, and three or more representatives of Full Member organizations. The Chairman of the Scientific Committee will be the Editor of the AOFCD.

The Standing Committees shall report to the Executive Committee or the General Assembly as appropriate.

Standing Committees may incur expenditure, only with prior approval of the Executive Committee.

Article 12: Dues and currency

The Executive Committee shall recommend to the Regular Session of General Assembly for approval the level of annual dues for the different membership categories. The financial year shall correspond to a period of one year starting from the first day of the President’s term to the day after the first year of the President’s term ends. The Representative of each member shall be responsible for the collection of that member’s dues which should be received by the Treasurer, net of bank charges, by the day one month before the General Assembly each year.

The official currency of the AOFCD shall be the U.S. dollar.

The AOFCD's revenue budget consists of membership dues and income-allocated Consasia surplus (25% of the total surplus). The budget of AOFCD is composed of fund accounting (special purpose accounting) and general accounting (operating accounting). The management of assets shall be managed by opening a bank account under the name of AOFCD corporation.
For the general accounting that occurs every year, the Executive Committee shall decide on the execution, be audited, and report to the General Assembly held once every two years.
The acquisition and management of AOFCD property shall be decided by the Executive Committee and shall be reported to the General Assembly.

Property (movable, real estate) of this meeting cannot be allocated to each member.

The financial statements of AOFCD shall be prepared by the Treasurer at the end of the fiscal year, and shall be reported to the regular general meeting through the executive board following an audit.

Any matters not specified in this regulation shall be decided by the Executive Board and approved by the General Assembly.

Article 13: Liability

The liability of the AOFCD is limited to its assets. Personal liability of its members is expressly excluded.

Article 14: Language

The official language of the AOFCD shall be English.

Article 15: Amendments

These By-Laws may be amended at any session of the General Assembly by a two third majority, provided that the proposed amendments are communicated to the members at least three months before the date of the General Assembly at which the amendments are to be discussed and voted on.

Article 16: Dissolution of AOFCD

The AOFCD can be dissolved by a decision of a three-quarters majority of the present or represented Full Members.

The Executive Committee will carry out the liquidation, prepare a report and deliver the final settlement to the General Assembly, which decides upon the fate of the balance at the bank.

The balance at the bank will be distributed to other non-commercial, non-profit making organization(s) operating in the interest of the public.

In the event of a deficit balance, the liability of the membership will be limited to an amount not exceeding the level of the annual dues.

Article 17: Employment

If necessary, the Federation may take on employees whose employment, discharge and salaries shall be decided by the Executive Committee.

The Constitution and By-Laws were revised in January 20187.

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Asian Oceanian Federation of Conservative Dentistry

President : Cho, Byeong-Hoon   |   Business License No. : 512-82-72890

Address : B163, Seoul National University Dental Hospital, 101, Daehak-ro, Jongno-gu, Seoul, Korea

Tel. +82-2-763-3818    |   E-mail. ConsAsia2019@gmail.com

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