Terms of Reference for the Executive Committee of the GTFCh
I. COMPOSITION OF THE EXECUTIVE COMMITTEE
Article 11.1 The executive committee consists, according to Article 11, Section 1 of the statues, of the president, two vice-presidents, the treasurer, the secretary, three observing members and the editor of the GTFCh's newsletter.
1.2 The managing directors in the context of Article 26 in the German Civil Code (BGB) are the president and the two vice-presidents.
Article 22.1 The membership in the executive committee begins with election by the general assembly and lasts until the next general assembly. Re-election is possible.
2.2 The executive committee members are obliged to participate in the committee meetings and any work undertaken. If participation is prevented in any way, this must be communicated to the president before the meeting.
Article 33.1 The president represents the society, invites to the executive committee meetings and general assemblies, and leads the negotiations. The president is obliged to inform the executive committee about all matters concerning the society and to provide the committee members with information when asked.
3.2 One of the vice-presidents deputises for the president in his absence, in all of his rights and duties. The order of deputising is fixed by the executive committee.
3.3 One of the vice-presidents is responsible for further education opportunities offered by the society.
3.4 One of the vice-presidents is responsible for overseeing the work groups.
3.5 The treasurer manages the financial resources. He/she collects the membership fees and is authorised to sign for any expenses the society incurs. Besides the treasurer, the managing directors are each authorised signatories. All expenses over 3000,- Euros require the authorisation of the managing directors (see article 1.2). The treasurer must submit a report to the general assembly concerning the income and expenditure and the financial state of affairs.
3.6 The secretary supports the president during the negotiations in the committee meetings and at the general assembly, and records the minutes at these.
3.7 The editor of the society's newsletter is responsible for issuing the newsletter at regular intervals – at least 3 times a year.
3.8 The observing members assume special executive tasks. These may be:
- office management
- supervising the homepage
3.9 The executive committee members have unrestricted access to all files and records belonging to the society.
3.10 The executive committee members perform their work on an honorary basis.
II. COMMITTEE MEETINGS
Article 44.1 The committee meetings must take place at least twice a year. The president can call a committee meeting at any time. He is obliged to call a meeting when the comittee decides this, or if at least two members lodge a request.
4.2 The invitations to the committee meetings are, as a rule, sent out at least three weeks beforehand, and include the agenda.
4.3 For advice on special subjects and tasks, the president may invite additional people to the meeting. These have a purely advisory role.
Article 55.1 Items which are not on the agenda can only be discussed if the executive committee decides this with a 2/3 majority. The president can change the order of the items on the agenda or leave items out. Before all items on the agenda have been dealt with, the meeting may only be curtailed if the president decides.
5.2 The president opens the discussion for every item on the agenda. If no one has anything more to add, he then deems the discussion closed and opens the matter for voting. The president can decide to defer or end the discussion. Before requesting that a discussion be deferred to a later date, the request to end the discussion must first be lodged.
5.3 The executive committee is quorate if at least five committee members – of which at least one is a managing director – are present.
5.4 The executive committee passes resolutions with a majority of those eligible to vote. In the event the vote is tied, the president exercises his casting vote. Voting is performed with a show of hands. If at least one committee member requests, then the ballot must be performed in secret.
5.5 The executive committee decides on the granting of the specialist titles „Forensic Toxicologist GTFCh“ or „Forensic Chemist GTFCh“ based on the final vote of the respective acknowledgement commission, arising from its code of procedures. The office of the GTFCh is responsible for the storage of the acknowledgement documents.
Article 66.1 The results of the executive committee negotiations are recorded in the minutes. Each committee member receives a copy of the minutes before the next committee meeting, four weeks after the last meeting at the latest. Objections to the minutes are to be lodged at the beginning of the meeting. The executive committee decides on any changes.
6.2 The executive committee meetings are not open to the public. In addition, the executive committee can treat individual matters confidentially.
6.3 The executive committee treats the electronic data file of the society's members confidentially and will not make it available for commercial purposes in this form.
6.4 The president informs the members about the committee meetings during the general assembly or through the society's newsletter.
6.5 Prior to the Mosbach Symposium, the executive committee elects the Stas- Laureate of the GTFCh. The election must be made with at least a 2/3 majority of committee members present.
6.6 Prior to the Mosbach Symposium and upon nomination of the admission committee, the executive committee elects the laureate of the most promising young scientists award of the GTFCh. The election must be made with at least a 2/3 majority of committee members present.
6.7 Prior to the general assembly, the executive committee decides which members of the general assembly will be nominated as honorary members of the GTFCh. The election must be made with at least a 2/3 majority of committee members present.
III. COMMISSIONS AND RESEARCH GROUPS
Article 77.1 The executive committee nominates commissions for acknowledgement of the specialist titles. Each of these commissions must contain at least one executive committee member. The chairpersons of the commissions must submit a report to the executive committee.
7.2 The executive committee appoints a commission for two years for the election of candidates for the most promising young scientists award of the GTFCh.
7.3 Over and above this, the executive committee may call a commission into being for a limited time to treat particular problems. The members of such commissions need not belong to the executive committee, but each committee must contain at least one executive committee member. The chairperson of the commission must submit a report to the executive committee.
7.4 According to Article 14 in the statutes, the executive committee appoints research groups for special tasks.
7.5 The formation, tasks, and composition of the commissions and research groups is to be disclosed to the society's members via the newsletter.
7.6 If a commission or research group is no longer required, then the executive committee determines their disbandment.
Article 88.1 When disputes concerning the society arise, these must be referred to a committee for arbitration if one of the persons involved so requests.
8.2 The arbitration committee comprises five members. Each of the parties nominates two members in the committee. The president chairs the committee.
Article 99.1 Requests for expulsion of a member of the society must be addressed to the president and the reason named. Every member may file a request. The member concerned must be notified in writing and has the right to appeal.
9.2 The executive committee decides on the request with a 2/3 majority and notifies both parties in writing.
9.3 Both parties may appeal against the decision within six weeks after notification and request that the matter be referred to the arbitration committee.
V. CONSTITUENT MEETING
Article 1010.1 In the constituent meeting, the executive committee decides which of the vice presidents will be responsible for further education opportunities offered by the society and which one for overseeing work groups.
10.2 In the constituent meeting, the executive committee appoints a member of the society as the office manager who can also be an observing member of the executive committee. Reappointment is possible.
10.3 In the constituent meeting, the executive committee appoints a member of the society as the president of the next Mosbach Symposium. He/she is invited to all committee meetings. Reappointment is possible.
10.4 In the contituent meeting, the executive committee appoints the collaborative testing supervisor and her/his substitute. If need be, the collaborative testing supervisor can be invited to the executive committee meetings. Reappointment is possible.
10.5 In the constituent meeting, the executive committee appoints the members of the election committees for the most promising young scientists award of the GTFCh. Reappointment is possible.
VI. AMENDMENTS TO THE RULES OF PROCEDURE
Article 1111.1 The president is responsible for the construction of the rules of procedure.
11.2 Statute-consistent amendments to the rules of procedure can only be decided if at least 2/3 of the executive committee members agree.
11.3 The rules of procedure of the executive committee and any amendments must be disclosed on the homepage and in the society's newsletter.
VII. EFFECTIVE DATE OF THE RULES OF PROCEDURE
Article 1212.1 The adoption of the rules of procedure is decided by the executive committee. The rules of procedure take effect on the day after their adoption.
12.2 The rules of procedure were adopted by the executive committee on the 5th of February 2009.
(according to Article 12, Section 3 of the statutes. In any case of doubt, only the German version is legally binding)