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EMRA Statutes

 

These are the legally binding statutes of the Eye Movement Researchers Association, registered in November 2012. All members of the board of management and of the association generally are required to adhere to the statutes when acting for or representing the work of the association.

 

 

Statutes of The EYE MOVEMENT RESEARCHERS’ ASSOCIATION (EMRA)

 

1. NAME

1.1 The name of the association is “The EYE MOVEMENT RESEARCHERS’ ASSOCIATION” (hereafter “Association”).

 

2. PURPOSE

2.1 The Association aims to promote research and development in eye movement measurement and eye tracking technology and related research, through shared resources for conference management, publication, analysis and experimental tools and peer review networks, and by providing a forum for interdisciplinary collaboration within the field.

 

3. ACTIVITIES

The purpose of the Association will be fulfilled by any of the following activities:

 

3.1 The Association may provide a shared infrastructure, on a not-for-profit basis, for members wishing to host conferences in the field of eye tracking and related research.

 

3.2 The Association may utilize the EMRA website and corresponding mailing lists.

 

3.3 The Association may apply for research funding.

 

3.4 The Association may provide educational services.

 

3.5 The Association may provide consultation services.

 

3.6 The Association may promote the use of shared tools or resources at the disposal of the members.

 

3.7 The Association may organise EMRA student competitions.

 

3.8 The Association may exercise fundraising.

 

3.9 The Association may produce and maintain periodic peer reviewed publications.

 

3.10 The Association may produce and maintain shared analysis or experimental software and hardware on a not for profit basis.

 

3.11 The Association may work towards international standardization for the benefit of eye movement research, methodology and applications.

 

 

4. ADDRESS

4.1 The Association is legally based in Sweden.

 

4.2 The address of the Association will be available on the website of the Association.

 

4.3 The WWW addresses of the Association are: www.eye-movements.org. The email address of the Association is: association@eye-movements.org

 

5. MEMBERS

5.1 A person or an institution becomes a member (hereafter “Member”) of the Association by an application for membership to be approved by a member of the Management Board and by paying any applicable  membership fee.

 

5.2 Each Member is entitled to one vote in the General Assembly.

 

5.3 The General Assembly may suspend or expel a Member by majority vote.

 

5.4 Any Member may resign by writing to the President at any time. Resignation does not relieve the resigning Member from any obligation owed to the Association.

 

5.5 Membership of the Association is not transferable or assignable.

 

5.6 No Member is personally liable for any indebtedness or liability of the Association.

 

 

6. GENERAL ASSEMBLY

6.1 The affairs of the Association are approved by its General Assembly (“GA”). The GA is responsible for the actions performed on behalf of the Association.

 

6.2 The GA consists of all private Members of the Association and an elected representative of participating organisations.

 

6.3 The GA delegates the management of the activities to the Management Board (“MB”) by electing representatives to the board.

 

6.4 The GA biennially elects the MB and an auditor who is not a member of the MB for a two-year term.

 

6.5 The MB may extend or decrease the number of positions in the MB pending approval of the GA.

 

6.6 The GA selects the Members of the MB by a majority vote.

 

6.7 The President is responsible for coordinating the activities of the GA.

 

6.8 A member of the Association that is not a member of the MB chairs the meetings of the GA. The Secretary-Treasurer takes the minutes of the GA meetings. The President represents the Association in dealing with third parties. He or she performs all duties as may be prescribed by the GA. He or she may assign duties to other GA Members.

 

6.9 In the absence of the President, the Vice President takes over the duties of the President.

 

6.10 The Secretary-Treasurer prepares the annual report, the financial report and the yearly budget including a suggestion for the annual membership fee of the Association for presentation to the elected auditor at the end of each year.

 

6.11 The decisions of the GA shall be made by majority vote. The Secretary-Treasurer shall maintain a record of decisions made by the GA. The business of the GA shall be carried out through e-mail and other means of communication.

 

6.12 The GA meets annually in a face-to-face meeting or by e-mail. In a face-to-face meeting the Members may be present either in person or by proxy.

 

6.13 The agenda of a General Assembly meeting shall contain the following items:

1. Election of a Chair for the General Assembly

2. The President’s annual report about the activities of the Association

3. Audited financial report for approval of the GA

4. Size and the time of payment of the membership fee

5. Budget for approval.

6. Election of 6 board members and 3 substitutes (biennially)

7. Election of 1 Auditor (biennially)

8. Items on the agenda proposed by the Members

9. Any other business

There can be no votes under the “any other business” item.

 

6.14 At a GA meeting five per cent of the Members constitute a quorum. If the meeting and/or ballot is held by electronic means, one-third of the Members constitute a quorum.

 

6.15 Voting may take place by a show of hands at a meeting of the Members or by electronic, paper or mixed ballot. Decisions are approved by majority vote.

 

6.16 The date of a face-to-face or e-mail meeting of the GA shall be announced at least a month before the meeting. The agenda and accompanying documentation shall be available two weeks before the meeting.

 

6.17 The decisions made by majority vote at the GA overrule decisions made by the MB.

 

6.18 Should a GA be summoned and not have a quorum, then a second GA is summoned within two weeks to be held after a month’s notice. At the second GA meeting any members present constitute a quorum.

 

7. MANAGEMENT BOARD

7.1 The MB consists of six members: a President, a Vice President, a Secretary-Treasurer, a Chair, a Shared Tools Manager and a Web Portal Administrator. Additionally, substitutes will be elected to stand by if a Member of the MB resigns. The Management Board may appoint new positions to the board where necessary to complete the agreed work for the term, pending approval of the GA. The auditor elected by the GA audits accounts annually and is not a member of the management board.

 

7.2 A Member shall serve in the MB for a maximum of three consecutive two-year terms.

 

7.3 The President chairs the meetings of the MB. The Secretary-Treasurer takes the minutes of the MB meetings.

 

7.4 The MB meets when necessary as judged by the President or if at least half of the members of the MB request the President to summon a meeting. Such a meeting must take place within one month of the date the President becomes aware of the request, either as a face-to-face meeting or by electronic means.

 

7.5 The decisions of the MB shall be made by majority vote amongst all members of the MB including members not present. In a face-to-face meeting the Member can be present either in person or by proxy. The President’s vote or in the absence of the President, the Vice President’s vote is decisive in case of equal votes.

 

7.6 The MB needs the approval of the GA to initiate actions that are not implied by the statutes, any earlier decisions or customs of the GA. The approval may be obtained post-hoc, but not later than six weeks after a decision has been made.

 

7.7 Duty as a MB member is unpaid. However, if it is judged reasonable by majority vote of the MB, compensation can be given for specific services. Those decisions are, however, subject to point 6.17.

 

7.8 The management board may appoint administrative staff for the purposes of maintaining the website, or managing group resources including funding, periodic publications and administration.

 

8. BOARD OF INDUSTRIAL ADVISORS

8.1 The management board may appoint a board of industrial advisors, with no more than one representative from each industrial organisation, for the purposes of collaboration. The board of industrial advisors may present a report or comment on the activities of the association to the GA, if the report is agreed by the majority of the board of industrial advisors.

 

8.2 The board of industrial advisors may elect new members as places become free, by majority vote, up to a maximum of 10 members, and a Chair of the board.

 

8.3 Open positions on the board of industrial advisors are announced to all members at least one month before voting.

 

8.4 All industrial members of EMRA are entitled to put forward candidates for the board of industrial advisors.

 

9. FINANCES

9.1 Contracts of and payments by the Association are signed by the President and one other member of the MB, having confirmed with the Secretary-Treasurer that the intended transaction is financially viable.

 

9.2 The budget raised by any participating organisation for the purposes of holding a Conference is approved by the Management Board and by the host institution (represented by the “Conference Chair”). A distribution of profits and losses between the Conference Chair and the Association shall be an appendix to the agreement between the Association and the Conference Chair. The budget of the Conference is not part of the budget of the Association.

 

9.3 Any person acting in good faith for or on behalf of the Association and with the approval of the GA shall be indemnified by the Association against any expenses incurred in connection with any claim or suit arising from that action.

 

10. CONFERENCES

10.1 The organisation of any Conference may be delegated to a Conference Chair by the GA. The budget of any Conference is approved by the MB for presentation to the GA. The Conference Chair shall form an organisation committee.

 

10.2 The MB shall make an agreement on behalf of the Association and the organisation committee. The Conference Chair shall control the execution of the agreement.

 

11. THE EYE MOVEMENT RESEARCHERS PORTAL

11.1 The EYE MOVEMENT RESEARCHERS Portal has an editor (the “Editor”).

 

11.2 The Editor appoints Associate Editors as needed.

 

11.3 The Editor prepares the annual financial report and a budget for the next year for the Portal, and shall have it included in the annual report and the budget of the Association.

 

12. INTELLECTUAL PROPERTY RIGHTS

12.1 Issues concerning intellectual property rights will be agreed upon on a case-by-case basis with the contractors.

 

12.2 Any shared tools developed by the organization or with financial or other material support of the organization will be open source.

 

13. AMENDMENTS

13.1 Any member may propose to the GA to amend, adopt or repeal any clause of this constitution. Amendments shall be accepted by majority vote of the GA. Such proposals must be sent to the Secretary-Treasurer at least two weeks in advance of the GA.

 

14. DISSOLUTION

14.1 The dissolution of the Association can take place if two consecutive GA meetings decide upon it.

 

14.2 On dissolution of the Association, its assets remaining after payment of all debts and liabilities shall be donated to UNICEF.

 

15. CONFLICTS

15.1 The Swedish version of the statutes is legally valid. Swedish law is applicable in case of any conflict related to the activities of the Association.

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