Terms of service for officers and committee members
Terms of service will be defined based upon the scheduling of the conferences where a term begins at the end of one Monitoring Molecules in Neuroscience international conference and finishes at the end of the next (usually two years).
A business meeting will take place during each conference which will be open to all members of the society and will be chaired by the current Conference Chair. At this meeting the current Conference Chair will summarize the conference organization and give a financial report. Discussion will then be opened to the floor on conference organization and any other matters arising. Next, proposals for future conference venues will be presented by the proposed chairs and/or co-chairs and these will be voted upon by the general membership. Finally, elections will take place for the Scientific Advisory Board.
Proposal for future venues of the Monitoring Molecules in Neuroscience international conference will be presented at the business meeting during the current conference. Proposals may be presented for the next conference (usually in two years from the current conference) if not already assigned, and/or for the next but one conference (usually in four years from the current conference). The proposal will include a named Conference Chair and may include a named Conference Co-Chair. At the end of the proposals for each iteration of the conference, voting will take place by the general membership and the conference will be awarded to the proposal with the majority vote. If only one venue is proposed for a conference iteration, it will need to receive a confidence vote of at least half of the members present to be accepted.
The individual elected as Conference Chair will assume responsibility for the organization of the Monitoring Molecules in Neuroscience international conference on the proposed iteration, and then subsequently serve on the Scientific Advisory Board. The individual elected as Conference Co-Chair will assist the Conference Chair in all matters pertaining to the organization of the Conference, and then subsequently serve on the Scientific Advisory Board. If a Conference Co-Chair is not included as part of a successful proposal, the elected chair may subsequently nominate an individual for this role. A poll of the general membership will then be undertaking to seek consensus of the Society. A majority vote for approval must be obtained before appointment.
The Organizing Committee will be responsible for all of the organization, dissemination and management of the forthcoming Monitoring Molecules in Neuroscience international conference. The Committee will seek advice from the Scientific Advisory Board on academic and scientific matters. Membership of the Organizing Committee will be delegated by the Conference Chair who will chair the Committee. Service on the Organizing Committee will be for one term, immediately prior to the conference organized by that Committee.
Scientific Advisory Board
The Scientific Advisory Board will be comprised of sixteen elected members. The Board will provide scientific input to the Organizing Committee through email communication, as needed, in the period between conferences. In addition, they will assemble for a meeting during each conference.
The Conference Chair and Conference Co-Chair will join the board for the two terms following their conference. The remaining members will be elected by vote by the general membership and each serve for two terms. The ballot will include nominations made prior to the business meeting (by sign-up sheets posted during the conference).
Scientific Advisory Board (SAB) meetings
Scientific Advisory Board meetings will take place during each conference, and will be chaired by the current President. Board meetings will be open to the current Scientific Advisory Board, the current President and Past President, the current Conference Chair and Co-Chair, any elected Conference Chair and Co-Chair of future conferences, and any secretariat designated by the current Conference Chair. All of the meeting participants may join in the discussion, but voting on proposed motions will be limited to the sixteen Scientific Advisory Board members and the President. For a motion to be passed, it will require nine votes in its favor.
SAB members are required to attend the SAB meetings during the MMIN conferences. If a SAB member does not attend the SAB meeting, they will give up their place on the SAB which will be filled as part of the normal SAB elections at the meeting. Should a SAB member, because of a substantial, temporary change in their personal circumstances, be unable to attend the SAB they may be allowed to miss one meeting at the discretion of the other SAB members. They should email the President, in the first instance, who will then discuss the request with the remaining members of SAB for approval. Substantial, temporary changes in personal circumstances include (but are not restricted to): – maternity leave, shared parental leave, healthcare issues, bereavement.
During the Scientific Advisory Board meeting the Board will elect a president from their body. Eligible candidates will, in preference, be those members of the board who have experience of serving on the SAB and/or chairing/co-chairing a meeting. This individual will serve for one term as President-Elect (concurrent with their second term on the Advisory Board), one additional term as President and a third term as Immediate Past President.
Changes to Bylaws
Changes to these Bylaws should be first discussed and approved by the Scientific advisory board, and then presented to the General Business Meeting.
Updated per the SAB meeting in Oxford, March 26, 2018
Nigel T. Maidment