Section I ‐ Name and Legal Address

pdfIFToMM Constitution Bylaws 2019

Article 1.1

The name of the organization is IFToMM, also referred to herein as the "Federation".

Article 1.2

The mission of IFToMM is the promotion of Mechanism and Machine Science. Whenever appropriate, this shall be stated after the name: IFToMM, The International Federation for the Promotion of Mechanism and Machine Science.

Article 1.3

The legal address of the Federation is:

15 Dineen Drive, Fredericton NB E3B 5A3, Canada

Section II ‐ Purposes of the Federation

Article 2.1

To promote research and development in the field of Machines and Mechanisms by theoretical and experimental methods, along with their practical application.

Article 2.2

To broaden contacts among persons and organizations of different countries engaged in scientific or engineering work in the field of Machines and Mechanisms, or related sciences.

Article 2.3

To organize the World Congress on Machine and Mechanism Science; to sponsor national, or regional conferences and symposia with international participation.

Article 2.4

To promote the exchange of scientific and engineering information and experts; to assist in the publication of the proceedings of the international congresses and symposia of the Federation, and other special publications.

Article 2.5

To encourage the visits of experts and students between the countries, either as individuals or as teams.

Article 2.6

To assist the developing countries in their work in Mechanism and Machine Science by sponsoring the visits of experts, organizing special courses, and other undertakings.

Article 2.7

To honor eminent researchers, engineers and organizations in the field of Mechanism and Machine Science.

Article 2.8

To establish the necessary relationships with other international organizations and unions whose activities are of interest to the Federation.

Section III ‐ Membership

Article 3.1

Membership in the Federation is in one of the following classes.

o Voting Members:

A. National or territorial organizations, referred to as Member Organizations, of which there can be only one from each territory. By territory is meant a geographical entity with an independent budget and a recognized scientific and engineering activity. Each Member Organization must nominate a Chair who communicates with the President and the Secretary General on behalf of that Member Organization.

  • B. International organizations with allied interests.

o Non‐voting Members:

C. Honorary Members: engineers and scientists with international reputations in mechanism and machine science whom the Federation wishes to honor.

D. Temporary Associate Members: A national or territorial organization, especially from a developing country, and of which there can be only one from each territory.

Article 3.2

The national or territorial Member Organization may be a National Council for Mechanism and Machine Science, a National Academy of Sciences, an appropriate scientific or engineering society or institute, or an association thereof.

Article 3.3

Membership in the Federation is incompatible with any use of the activities of IFToMM for political, or commercial purposes.

Section IV ‐ The General Assembly

Article 4.1

The General Assembly is the supreme body of the Federation and determines its policy.

Article 4.2

The General Assembly is composed of:

A. Representatives of Members in classes A and B (see Article 3.1). Each of these Members may send up to five (5) representatives to attend the General Assembly, but only one of these, who is designated Chief Delegate, is entitled to vote. Members of the Executive Council may not act as Chief Delegates.

B. Members in Classes C and D. These have only an advisory voice and are not entitled to vote.

C. Members of the Executive Council. These have no vote, except for the President as Chair of the General Assembly (under the provision of Art. 4.5).

Article 4.3

At least 50 percent plus one of the Members of the Federation entitled to vote, must be represented at a General Assembly to constitute a quorum. The Chair of a Member Organization who is unable to take part in the sessions of the General Assembly may authorize a person who will attend the General Assembly as Chief Delegate to represent that Member Organization and exercise its vote by addressing a letter or email to this end to the Secretary-General. No delegate to the General Assembly may carry more than one vote.

Article 4.4

The General Assembly has the right to decide on all matters concerning the Federation. A simple majority of the Voting Members in attendance is required to approve all motions, with the exception of amendments to the Constitution and cases covered by Article 8.6. Amendments to the Constitution require a two‐hirds majority of the Voting Members in attendance.

Article 4.5

The President, or the Vice‐resident in the absence of the President, shall chair the sessions of the General Assembly. The Chair of the General Assembly votes only in the case of a deadlock. At the moment of election of the incoming Executive Council, the Chair is transferred temporarily, and only for this election, to the Chair of the Nominating Committee.

Article 4.6

The sessions of the General Assembly are convened during the World Congresses, or not less than once every four years. Extraordinary sessions of the General Assembly may also be called at the request of not less than one‐hird of the Voting Members. Such sessions must be convened within one year of the request. The date and place of the sessions of the General Assembly are determined by the Executive Council.

Section V ‐ Executive Council

Article 5.1

The Executive Council is elected to manage the affairs of the Federation between the sessions of the General Assembly. It is composed of:

o President,

o Vice‐President,

o Secretary‐General, o Treasurer, and

o Six ordinary members.

In addition, the immediate Past‐resident is entitled to remain on the board of the Executive Council as a non‐voting member for a period immediately after the completion of his or her term as President and until the new term ends. Members of the Executive Council must be representatives of Members in Class A (see Article 3.1).

The persons elected to the Executive Council do not sit on the Council as representatives of their Member Organizations, but are charged to attend to the interests of the Federation as a whole. The Executive Council reports on its activities to the General Assembly.

Article 5.2

The Executive Council is elected by the General Assembly for a term of four years. The members of the Executive Council can be re‐lected consecutively only once. No Member Organization may have more than one of its members on the Executive Council.

Article 5.3

The Executive Council shall meet at least once each year, either in person or via telepresence. A member of the Executive Council who cannot attend a meeting of the Council may designate another member of the Council to vote as his or her proxy by written statement to the Secretary-General. One person may hold only one proxy. Decisions of the Executive Council are valid, provided its session is attended by at least five (5) voting members, not counting the proxies. Decisions are taken by simple majority, and in a case of deadlock the President has the deciding vote.

Article 5.4

In the absence of the President, by virtue of resignation or inability to preside, the Vice‐President takes over the functions of the President. In the absence of one of the other officers of the Executive Council (Vice‐President, Secretary‐General, or Treasurer), by virtue of resignation, or inability to exert his or her office, the Executive Council appoints one of its ordinary members to carry out the functions of the absent officer until the next session of the General Assembly.

Article 5.5

The President represents the Federation officially.

Article 5.6

The obligations of the Secretary‐eneral are: to act as the permanent center for the Federation, to direct the business and conduct all correspondence of the Federation, to convene the General Assembly, to keep and publish the minutes and transactions of the Executive Council and of the General Assembly.

Article 5.7

The Treasurer manages the financial affairs of the Federation, and is accountable to the Executive Council.

Article 5.8

The Executive Council may appoint staff to support its operation.

Article 5.9

The Executive Council may set up Permanent Commissions and Technical Committees, and may appoint experts to report to it on specific questions. Technical Committees may also be established jointly with other International Organizations.

Section VI ‐ World Congresses and Symposia

Article 6.1

World Congresses in Mechanism and Machine Science are held at regular intervals determined by the General Assembly. The host country, or territory of a future congress is determined by the General Assembly.

Article 6.2

At least two years before a World Congress the host Member Organization shall coordinate with the Executive Council such matters as the composition of the Organizing Committee, and the place and date of the Congress. The Chair of the Organizing Committee shall be a citizen of the host country, or territory. Representatives of other Member Organizations may also take part in the Organizing Committee.

Article 6.3

The duties of the Organizing Committee of the World Congress are to prepare and conduct the sessions, organize the review process and publish Congress reports. The Host‐Member takes full financial responsibility. After the publication of the proceedings of its Congress, the Organizing Committee is dissolved.

Article 6.4

Sponsorship by the Federation of national conferences or symposia must be approved by the Executive Council. Sponsorship may not be granted if the event is within three months before or after the IFToMM World Congress and if the event can be in conflict or in competition with the World Congress.

Section VII ・ Languages

Article 7.1

The official language of IFToMM is English.

Article 7.2

The language(s) of the host country, or territory may also be used for presentations and discussions at Conferences and Symposia sponsored by the Federation.

Section VIII ‐ Finance

Article 8.1

The financial resources of the Federation derive from:

a) entrance fees from new Members;

b) annual subscriptions from the Members of the Federation;

c) subsidies, gifts, and grants from organizations or individuals.

The Federation shall maintain an Honor Roll on which shall be entered every year the names of organizations, or individuals who have donated gifts, legacies, or other contributions to the Federation.

Article 8.2

The Executive Council is responsible for administering the finances of the Federation. It may also set up a Reserve Fund.

Article 8.3

The operational staff appointed by the Executive Council may receive salaries from the Federation.

Article 8.4

There are five categories for annual subscription for Voting Members. A territory that asks to join the Federation must specify in its application the category in which it proposes to belong. Admission to the Federation in the desired category is subject to the approval of the General Assembly, upon recommendation of the Secretary‐General.

Honorary Members pay no annual subscription.

Article 8.5

A Member may transfer into a category with higher dues at any time, but may transfer into a category with lower dues only with the consent of the General Assembly.

Article 8.6

The financial year shall be the calendar year. Subscriptions are due on the first working day in January of the year to which they relate. If after the end of any year a Member has not paid its subscription, the Treasurer shall issue a warning. A Member that has not paid its subscriptions for more than three (3) consecutive years shall have its voting privileges suspended, and may also be subjected to a loss of other privileges by a simple majority vote, or to a loss of Membership by a two‐thirds vote of the General Assembly.

Article 8.7

The amount of the entrance fee for all classes and categories of Membership is determined by the General Assembly. Honorary Members pay no entrance fee.

Article 8.8

The expenses of the General Assembly are borne by the Federation.

Article 8.9

The Executive Council may render financial assistance to the Organizing Committees of World Congresses, Symposia, and other conferences which it sponsors.

Article 8.10

The Federation is not responsible for debts and expenses incurred by its Member Organizations, or by their delegates, except when authorized by the Executive Council.

Section IX ‐ General Provisions

Article 9.1

If, by way of exception, any major decision is required between meetings of the General Assembly, an email ballot may be held, and a decision taken on a simple majority of votes cast, provided that at least fifty per cent plus one of the Voting Members have voted. The vote of each Member Organization will be cast by its current Chair, or by any person designated by the Chair of the Member Organization in writing, or via email to the Secretary General. Amendments to the Statutes, and resolutions pursuant to article 8.6 require a two-thirds majority.

The Secretary-General shall be responsible for conducting the email ballot. In all respects other than the mode of communication, and the procedure for counting votes, the conduct of the ballot is to be consistent with Article 4.3.

The votes shall be counted by the Secretary General, subject to the constraints of Article 6.1 of the By-Laws, and reported to the Member Organizations and the Executive Council. Such a decision shall be considered as if resolved by the General Assembly.

Article 9.2

The General Assembly may, subject to the general provisions of the Constitution, adopt any By‐Law it deems necessary to achieve the aims, and govern the activity of the Federation. Such a By‐aw shall be established or amended on a simple majority of votes cast by the General Assembly by direct ballot or email ballot.

Article 9.3

The procedure for the dissolution of the Federation is the same as that for amendments to the Constitution. The Executive Council shall determine the manner of disposal of the properties of the Federation.


pdfIFToMM Constitution and By-Laws 2019