PAN-AFRICAN MOSQUITO CONTROL ASSOCIATION (PAMCA) BYLAWS
ARTICLE I: NAME AND HEADQUARTERS
Section 1: Name
The name of this Association shall be the Pan-African Mosquito Control Association, hereinafter referred to as the PAMCA.
Section 2: Headquarters
1. The Headquarters of the PAMCA shall be in Nairobi, Kenya and will be hosted by the Kenya Medical Research Institute (KEMRI).
2. The PAMCA shall be incorporated in the country in which the Headquarters is located, or in a country designated by the Board
Section 3: Duration
PAMCA is established for an unlimited term
ARTICLE II: OBJECTIVE AND PURPOSES
Section 1. Overall objective
The overall objective of the PAMCA is to promote control of and research on mosquitoes and related subjects in the broadest sense and to disseminate information on the bionomics of mosquitoes and related subjects across Africa and worldwide.
Section 2. Specific objectives
Specific objectives are:
1. Improvement of the life quality of the people by reducing the mosquito nuisance level,
2. Promotion of African co-operation and participation in mosquito control projects in Africa and developing countries,
3. Promotion of the study, prevention and control of mosquito borne diseases
4. Development and implementation of new materials, techniques and tools for mosquito control,
5. Enhancing control measures based on Integrated Pest Management principles by favouring methods with low toxicological profile and low environmental impact,
6. Preservation of wetland biodiversity by usage of selective materials and methods for mosquito control and promoting participation in management of natural areas,
7. Specification, development and standardization of rules of “good laboratory and field practice” in testing and application of insecticides, sampling methods, monitoring techniques, treatment procedures and other control measures,
8. Organization of educational and training courses, visits and staff exchanges between the members of the association, in order to achieve better professional skills in accordance with PAMCA aims,
9. Promotion of general public and authorities awareness about mosquito control and related subjects,
10. Promotion of any activities of research, evaluation and expertise,
11. And in general promotion of exchange of information and knowledge in the broadest sense in accordance with the objectives of the association, therefore publishing activities, organization of any events, exhibitions and meetings.
ARTICLE III: MEMBERSHIP AND DUES
Section 1. Classes of Membership.
A. Regular Members:
Anyone concerned with or interested in mosquito control and related work, and desiring to participate in the promotion and improvement of such work, may become a member by filing an application and by paying any dues owed. Regular members shall pay annual dues set by the Board, and will be entitled to hold office, serve on committees, propose motions, vote in PAMCA elections and participate at officially called business meetings.
B. Associate Members:
Anyone concerned with or interested in mosquito control and related work, and desiring to participate in the promotion and improvement of such work, may become an associate member by filing an application and by paying any dues owed. Associate members shall pay annual dues set by the Board, and be entitled to serve on committees, propose motions and participate at officially called business meetings.
C. Student Members:
Any undergraduate or graduate student enrolled in an accredited college or university, and taking at least one-half full schedule as defined by the college, is eligible for student membership. A student must be certified as meeting these requirements by their department head or major advisor. This must be done at the time of application and at each renewal date. Student members shall pay annual dues set by the Board, receive the Bulletin, and be entitled to serve on committees, propose motions, vote in PAMCA elections and participate at officially called business meetings. .
D. Sustaining Members
Any agency, organization, company, or individual interested in furthering the efforts of the PAMCA may, upon approval by the Board, become a sustaining member by payment of annual dues as set by the Board. Sustaining members shall be listed annually on the PAMCA website, and will have the right to display the PAMCA Sustaining Member logo. Each Sustaining Member will receive either one Regular membership or two Associate memberships. There shall be two categories of PAMCA Sustaining Member:
1). Governmental Sustaining Member. Any governmental agency interested in furthering the efforts of the PAMCA may become a sustaining member.
2). Corporate Sustaining Member. Any non-government, commercial organization or individual interested in furthering the efforts of the PAMCA may become a sustaining member.
E. Life Members:
Any member may become a life member upon a lump sum payment (number to be decided) the current annual dues, and thereafter shall be exempt from further payment of dues. Life members shall be entitled to hold office, serve on committees, propose motions, vote in PAMCA elections and participate at officially called business meetings.
There shall be a limit (number to be decided) life members. After the limit is reached, members may elect to be placed on a waiting list on a first-come, first-served basis.
F. Honorary Members:
Any person who has rendered exceptionally distinguished service in the various fields of mosquito control and related work may be accorded special recognition by election to honorary membership by receiving a three-fourths majority of a ballot. Nomination for this honour must first be in writing addressed to the Board and mailed to the Headquarters, bear the signatures of ten members in good standing and be endorsed by three-fourths of the Board. Honorary members shall be entitled to hold office, serve on committees, propose motions, vote in PAMCA elections and participate at officially called business meetings.
Section 2. Admission.
New members are admitted by the General Meeting according to the proposal of the Board.
Members may quit the association:
– By written resignation, at least 3 month before the end of the year.
– By exclusion as sanction for all acts constituting a material loss or a moral harm to the association, pronounced by the General Meeting according to the proposal of the Board.
– By expel pronounced by the Board for non-payment of the dues.
ARTICLE IV: FINANCES.
Section 1. Proceeds.
Proceeds of the association are composed of dues of the members, grants from governmental or private organisms, donations and legacies, income from its funds and all other resources that are not inconsistent with the laws in force.
All monies due to the Society will be collected, disbursed, and accounted for by the Secretary/Treasurer. The Secretary/Treasurer will provide detailed financial reports to the Board and to the PAMCA membership.
Section 2. Expenditures.
Expenditures are ordered by the Secretary/Treasurer. The Secretary/Treasurer may delegate part of his/her powers, by written advice and with Board approval, to any other member of the Board, or to a permanent member of the staff of the association.
Section 3. Dues.
The amount of annual dues for each category of members is set yearly by proposal of the Board and approval by General Meeting.
Membership dues are payable until January 1. New membership dues received before October 1 shall be counted as members for the current year. New membership dues received on or after October 1 shall be credited to the fiscal year beginning on the following January 1.
Section 4. Fiscal year.
The fiscal year will commence January 1 and end December 31of each calendar year.
Section 5. Liability.
No officer or member of the association will be personally liable for any debts, liabilities, and obligation of the association.
Officers and Board members shall receive no salary for their duties regarding PAMCA.
ARTICLE V: REGIONAL SUBDIVISIONS AND DIRECTORSHIP
Section 1. Regions.
There shall be recognized regions within the territory of the PAMCA. The states, countries, and/or territories comprising each region shall be listed in this section of the bylaws. Tentative regions are East-South Africa, West Africa, and North-Central Africa.
Section 2. Establishment of New Regions.
A. A new region may be established in accordance with the bylaws amendment procedures except that the written proposal must be submitted to the Headquarters over the signatures of (number to be decided) or more PAMCA members who reside within the area to be covered. The proposal must set forth the regional territorial limits, state the purpose for formation, offer evidence that an organized unit already exists and that its establishment will be useful to and meet the objectives of the PAMCA. The proposal shall be accompanied by written concurrence of the Regional Director(s) of any existing region(s) upon whose boundaries the proposed new region would encroach. Confirmation of a newly established region shall require a two-thirds vote of members voting in a ballot. Regional voting privileges are conferred at the same time that a new area is formally approved according to the bylaws and a Regional Director elected. B. Regions may be disbanded by the Board, if membership falls below (number to be decided) members and active participation in Board activities is lacking.
Section 3. Directors.
A. Each region shall elect a Regional Director to serve on the PAMCA Board for a three year term, with tenure limited to two consecutive terms.
B. Regional Director Candidates. If the incumbent Regional Director is eligible for and desires to run for a second term and the Regional Nominating Committee, after a thorough search for nominees, is unable to locate other qualified candidates for the position, and the search has included a published invitation for nominations, then the incumbent may run unopposed; however, the ballot shall provide space for a write-in candidate. Each association may recommend one or more candidates based on the candidate’s active participation in the PAMCA, active involvement in mosquito control research and/or operational work, active participation in local, state or regional associations and willingness to work as a Regional Director. Ten or more members from a region may also recommend a candidate for consideration.
C. Election of Directors. Ballots shall be handled by Headquarters which will verify PAMCA members in good standing within the particular region and distribute ballots directly to them. Ballots shall then be returned directly to Headquarters for counting at an announced time and place so that interested PAMCA members may attend.
The nominee receiving the greatest number of votes shall be elected. Should there be a tie for Regional Director, the Regional Nominating Committee shall vote off the tie. The Regional Directors shall be advised of their election by the President. Each Regional Director shall be expected, during their tenure of office, to attend the annual business meetings, interim board meetings and to represent the region in all matters pertaining to the PAMCA.
The timetable for nomination of Regional Director candidates, distribution of ballots, counting of ballots, notification of election and announcement of results to the membership, shall be in accordance with the schedules established for the nomination and election of officers set forth in Article VII and VIII of these bylaws.
Term of Directors will be so arranged that approximately one-third of the directorships are up for election each year.
ARTICLE VI: ADMINISTRATION
Section 1. Board of Directors.
The Board shall administer the affairs of the PAMCA
Members of the Board shall consist of all the Regional Directors. The President shall serve as Chairperson of the Board; the President-elect shall serve as vice chairperson.
Meetings of the Board
Meetings of the Board of Directors shall be called at least once a year and as often as necessary by the President or by written request from three of the Regional Directors to the President. The Secretary/Treasurer and the Executive Director shall be non-voting members.
Decisions of the Board shall be taken by a simple majority of voting members. The presence of at least half of the members of the Board of Directors is necessary to take valid decisions. In case the quorum will not be achieved, another meeting shall be called, which shall deliberate validly whatever the attendance may be. In case a member of the Board is unable to attend a meeting, he may give written delegation of his voting privileges to another member of the Board. No member of the Board shall receive more than two proxies.
Section 2. Officers, Executive Committee.
The Executive Committee shall have general supervision of the affairs of the association, make recommendations, and shall perform such other duties as are specified in the bylaws. The executive committee shall be subject to the policies established by the Board.
The Officers of the PAMCA shall constitute the Executive Committee. The Officers shall be the President, the President-elect, the Past-president, the Executive Director and the Secretary/Treasurer. The President, the President-elect, and the Past-president shall serve for one year. The Executive Director and the Secretary/Treasurer shall serve for a period of three years.
– Election of Executive committee
The President-elect shall be elected yearly by a written ballot sent to all PAMCA members in good standing, as mentioned at Article IX, Section 3. The elected officer shall serve one year as President-elect before serving one year as President, and the following year as Past-president. The Executive Director and the Secretary/Treasurer shall be elected by the Board of Directors. In case of a vacancy in the office of President and/or President-elect, the next officer in line would ascent to the office so vacated. Vacancy of any other office, including National Director, Executive Director or Secretary/Treasurer, shall be filled by Board action.
Meetings of the Executive Committee shall be called at least once a year and so often as necessary by the President or by a written request of three of its members.
A quorum of the executive committee shall be a simple majority thereof. Decisions of the Executive Committee shall be taken by a simple majority of voting members. The presence of at least the half of the members of the Executive Committee is necessary to take valid decisions. In case the quorum will not be achieved, another meeting shall be called, which shall deliberate validly whatever the attendance may be. In case a member of the Executive Committee is unable to attend a meeting, he may give written delegation of his voting privileges to another member of the Executive Committee. No member of the Executive Committee shall receive more than two proxies.
ARTICLE VII: POWERS AND DUTIES OF OFFICERS AND BOARD MEMBERS
Section 1. Board of Directors.
The Board shall administer the affairs of the AFMCA and carry out list program and policies and shall act for the AFMCA between Annual Meetings.
It shall have the following specific power, responsibilities, and duties:
1. Adopt rules to govern its own proceedings
2. Supervise the financial administration
3. Establish the annual budget
4. Confirm and approve establishment or abolition of standing or special committees and appointments of individuals as members or chairpersons of committees
5. Prescribe policies governing the activities and functions of the PAMCA
6. Determine the place and date of annual and special meetings and notify the membership thereof
7. Report its actions and decisions to the membership at each General Meeting for ratification or approval and publish these reports annually in the bulletin
8. Elect the Executive Director and the Secretary/Treasurer
9. Propose the amount of annual dues for each category of members
10. Propose nomination of honorary members, admission of new members and exclusions
Section 2. President
The President of the PAMCA shall be Chairperson of the Board and the Executive Committee, and shall have the usual responsibilities and powers of supervision and management, such as pertains to the office, and such other powers as are specified in the bylaws or properly assigned from time to time by the Board and shall have the following specific powers and duties:
– Preside at all meetings
– Ex-officio member of all committees except the Nominating Committee
– Present questions of policy for consideration by the Board
– Execute, along with the Headquarters, all legal documents
– Establish or abolish standing and subcommittees in accordance with Article IX, and appoint members of all committees with Board approval
– Call special meetings, initiate special action by correspondence or other means, name representatives to act in the name of the PAMCA with instructions when warranted and
– Perform other duties normally expected of the office.
Section 3. President-elect and Past President.
The President-elect shall act in the absence of the President and shall assist the President whenever requested and shall announce standing and subcommittees upon taking office as President and thereafter during the term as warranted.
The Past President shall assist the President and the President-elect with the duties of their offices as directed.
Section 4: Executive Director.
The Executive Director shall have the following duties:
1. To perform or organise any action called for by the Board such as: current activities, to further the development of the PAMCA, and to coordinate the objectives, policies, responsibilities and services of the PAMCA
2. To record and keep all PAMCA and Board Meeting minutes and keep the membership informed through the official publications or correspondence 3. Administer the daily PAMCA affairs by providing the necessary
leadership and guidance to hired personnel and volunteer help
4. To have custody of the PAMCA seal and execute with the President of the Board all PAMCA legal documents and affix the seal thereto
5. To prepare and submit all reports as required by the PAMCA
6. To oversee all the financial transactions for the PAMCA as authorised by Board, in cooperation with the Secretary/Treasurer
7. To be legally bonded by a reputable organisation, institution or company in a state where PAMCA is active.
Section 5: The Headquarters shall have duties and responsibilities for managing the Association as defined in the current contract with PAMCA and in the PAMCA Procedures manual.
Section 6. Secretary/Treasurer
The Secretary/Treasurer shall have the following duties:
1. To perform or organise any action called for by the Board such as: current activities, to further the development of the AFMCA, and to coordinate the objectives, policies, responsibilities and services of the PAMCA
2. Receive regularly from the Headquarters a record of all moneys paid to or disbursed by the PAMCA
3. Serve as custodian of funds, title deeds, business papers, bonds and other securities belonging to the PAMCA
4. Manage, in consultation with the Board, the reserve funds of the PAMCA in such a manner as to insure their safe and steady growth
5. With Board approval, engage a certified public accountant to audit the books annually
6. Submit to the Board an annual financial statement for the current year together with the auditor’s report
7. Prepare, with the Headquarters Management Staff and Finance and Policy Committees, the proposed budget for the next fiscal year for consideration by the Board
8. Perform other duties relating to the office of Secretary/Treasurer as may be prescribed by the Board; and 9. Be legally bonded by a reputable company in the state where PAMCA is incorporated.
ARTICLE VIII: NOMINATION OF OFFICERS
Section 1. A Nominating Committee shall be established annually and will be composed of the Directors, with the immediate Past President serving as Chairperson.
Section 2. The Nominating Committee shall submit to the Headquarters by (date to be confirmed) its nomination(s) for each office to be filled in the ensuing year. The names of no more than three nominees for each office will be placed on the ballot. All nominations, including write-in candidates, shall carry the consent of the nominee and assurance that they will serve if elected.
ARTICLE IX: ELECTIONS
Section 1. Headquarters/Executive Director shall prepare a ballot containing the names of the referred nominees for the offices of President-Elect, Vice President, and other offices to be filled by election, with a space for a write-in candidate for each office. The name of the current President-elect, who automatically ascends to the office of President, shall not appear upon the ballot for election of officers. The Board of Directors may, at its discretion, submit the ballot to the voting members of the Association by mail, fax, email, or web based ballot. Voting members may cast one anonymous vote. The ballot shall be sent via mail, fax, email or web between September 15 and October 15 to all members eligible to vote. Regardless of the method of voting, all voting members will receive a letter by mail informing them of the election and voting procedure. Ballots shall also be sent to any new members joining through November 15, but no ballots will be sent after that date. The ballot, in order to qualify for counting, shall be returned to Headquarters on or before December 15 and the dues shall be paid by that date or the ballot will not be counted.
Section 2. Ballots will be tallied on the first Monday after January 1 by Headquarters. In the event of a web based ballot, Headquarters must submit to the President, a report of the online voting. In the event of a mailed ballot, the envelopes containing the ballots will be opened and tallied beginning at 1:00 p.m. on the first Monday after January 1. Headquarters must count the ballots in the company of at least two Officers or Directors of the PAMCA or their designee(s). Any member wanting to witness the count may do so by previous notice. The successful candidates will be notified by the President of their election within seven days after the count and at least two weeks prior to the annual business meeting. In case of a tie vote for any elective office, except Director, the election will be decided by a majority vote of the members voting in a run-off election.
Section 3. Newly elected Officers and Directors shall assume office at the close of the annual business meeting.
ARTICLE X: ANNUAL MEETING
Section 1. Annual Meetings.
The PAMCA shall hold an annual meeting, the place and date of which shall be determined by the Board and announced through the Bulletin, or such media the Board may decide, not less than eight months before the date set for said meeting and conference.
ARTICLE XI: PAMCA COMMITTEES
Section 1. There shall be two types of committees in PAMCA: standing and sub-. Except for those committees established by the bylaws, committees shall be established or abolished by the President with Board approval.
Section 2. Standing Committees. The following standing committees will be recognized: Annual Meeting, Archives, Bylaws & Policy, Finance, Industry, Legislative & Regulatory, Membership, Nominating and Awards, Publications, Public Relations, Science and Technology, and Member Education.
Section 3. Terms. Standing committee members shall serve for three years and will be appointed so that one-third of the positions within each committee expires each year. Subcommittee appointments will be for one year. Members may be reappointed.
Section 4. Committee Chairs and Members. The immediate Past President will chair the Nominating and Awards Committee. Chairpersons and members of other committees shall be appointed by the President in office at the time of the appointment. Names of Committee Chairs and members shall be submitted by the President annually to the Board for approval. Only PAMCA members in good standing may serve on standing committees. Non-members may serve on subcommittees.
Section 5. A member of the Board will be appointed by the President to serve as liaison for each standing committee.
ARTICLE XII: PUBLICATIONS
Section 1. Bulletin.
The PAMCA shall publish the Bulletin as its official publication and maintain a website as its electronic outlet. The Bulletin shall be published quarterly or more often as the Board of Directors may authorize. The PAMCA may occasionally publish, as public interest and needs warrant, special bulletins and other publications.
Section 2. Editorial Boards.
An Editorial Board consisting of up to five members shall be appointed by the President for each regular publication, including the website. Each member shall serve a three-year term, with member terms expiring alternating years. The President shall appoint a retiring member of the Editorial Board to serve as Chairperson during the last year of their term. The Chairperson of each of these boards shall serve as a member of the Publications Committee. In addition to the Editorial Boards for the regular publications, the President shall appoint a five member Editorial Board for each other publication that is being drafted. The members shall serve until the publication is completed, but will not serve on the Publications Committee.
Section 3. Publications Committee.
This committee shall consist of the Editorial Board chairpersons of the regular publications, including the website, and three members-at-large appointed by the President for three year terms, with at-large member terms expiring in alternating years. The President shall appoint a member-at-large to serve as chairperson during the last year of their term. The Publications Committee shall establish policies concerning all publications of the PAMCA and follow closely the development of bulletins and other special publications.
Section 4. Editors.
The Board shall appoint the Editor of the Bulletin and other regular publications after receiving recommendations from the Publications Committee. The President shall appoint the Editors of bulletins and special publications who shall also serve as Chairpersons of the Editorial Boards for their respective publications.
ARTICLE XIII: AMENDMENTS TO THE BYLAWS
Section 1. All proposals to amend the bylaws must be supported by 50 member signatures or by Board approval and shall be submitted to the Headquarters or to the chairperson of the Bylaws and Policy Committee. The report and recommendations of the Bylaws and Policy Committee shall be sent to the Board members at least sixty days prior to a membership vote. The Headquarters shall distribute ballots to each PAMCA member at least thirty days prior to the ballot deadline.
Section 2. Bylaws changes as specified in Article xiii, Section 1, shall be presented for ratification by ballot to members eligible to vote in PAMCA elections. Ratification requires a two-thirds vote of members voting.
Section 3. All approved amendments to the Bylaws shall be published in the Bulletin within 6 months of the ballot.