Constitution

 

CONSTITUTION

(DRAFTED JULY 1992)
Amended March 17, 2004
By-law 3.2 added March 5, 2007
Board size increased, March 14, 2010

PREAMBLE

The first and second International Symposia on Heavy Vehicle Weights and Dimensions were run by the Roads and Transport Association of Canada in 1986 and 1989 in Kelowna, British Columbia. The third symposium in the series took place in June/July 1992 in Cambridge, UK. These symposia have provided a unique opportunity to discuss the technology, safety and policy aspects of heavy vehicle weights and dimensions, particularly but not exclusively in the context of road freight transportation.
The purpose of the organization defined in this document is to formalize and support the running of regular international symposia and to facilitate information exchange between researchers, policy makers, regulators, road agencies and the transport industry.

STATUTES

Section 1. Name and Legal Address

The name of the organization is “International Forum For Road Transport Technology”, which is abbreviated to IFRTT.

The legal address of the Forum is that of the permanent residence of its Secretary.
Section 2. Objectives of the Forum

Section 2. Purpose

2.1 To provide a forum for discussion of issues related to the weights and dimensions of heavy vehicles including the following areas:

Heavy vehicle safety;
(ii) Heavy vehicle dynamics, suspension and tyre technology;
(iii) Vehicle interaction with the highway system;
(iv) Pavement and bridge performance;
(v) Monitoring and enforcement technologies;
(vi) Economic, operational and environmental issues;
(vii) Policy formation and regulations.

2.2 To facilitate information exchange and dissemination.
Section 3. Means to achieve the objectives

Section 3. Activities

3.1 To arrange regular international symposia, normally at an interval of about three years.

3.2 As appropriate:

To run working groups and ad hoc meetings;
(ii) To run a computerized information exchange network;
(iii) To publish a regular newsletter;
(iv) To cooperate with other societies that have interests in common;
(v) To identify areas requiring research;
(vi) To promote technology transfer.

Section 4. Membership

4.1 Membership of the Forum shall fall into one or more of the following categories:

Individual members. Shall be open to any person engaged professionally in activities related to the objectives of the Forum, as defined in Section 2.1.

Corporate Members. Shall be open to:

Professional societies with allied interests;
(b) Institutes of higher learning having activities related to the objectives of the Forum;
(c) Industrial organizations whose interests include the objectives of the forum;
(d) Research Institutes and governmental agencies engaged in research and/or policy making concerned with the objectives of the forum;
(e) Consultants.

Patron Organizations. Organizations may be invited by the Board of Trustees to become Patron Organizations. Patron Organizations will promote and support the activities of the Forum within their organizations and in the countries in which they operate.
(iv) Honorary Members. Shall be distinguished persons whom the Forum chooses to honor.

4.2 Procedures for enrolling members shall be established by the Forum’s Board of Trustees.

4.3 The benefits of membership shall be defined by the Board of Trustees.

4.4 Membership fees for the various categories of membership shall be established by the Board of Trustees.

4.5 Membership of this Forum shall not be used for commercial or political purposes.

Section 5. Board of Trustees

5.1 The Board of Trustees determines the policy of the Forum and is responsible for the
operation and finances of the Forum. It consists of not more than thirty (amended March 14, 2010) elected members. The Board may also co-opt not more than five additional Trustees.

5.2 The thirty members of the Board shall be elected at a General Meeting of members of the Forum, to be held at each International Symposium. Members of the Board shall be elected from members of the Forum proposed to the Secretary not less than 24 hours before the General Meeting. Members of the existing Board may be proposed for the succeeding Board. Election shall be by ballot. Members of the Forum who are not present at the symposium may designate another member to cast a proxy vote, by a written statement to the Secretary. One member may carry only one proxy. Co-opted members of the Board cease to be members of the Board at the time of the election of the elected members, but may be co-opted again by the new Board.

5.3 The Board shall elect the following Officers immediately after the election of the Board:

President
(ii) Three vice Presidents, representing 3 of the 4 geographical areas: Americas; Europe; Asia and Pacific; developing countries. There will not normally be a Vice President from the same geographical area as the President.
(iii) Secretary
(iv) Treasurer
(v) Information Officer

5.4 Board members may be re-elected time and time again, but the President may only be elected for two consecutive terms. In case of an early retirement from the Board, a Board member shall be replaced by a co-opted substitute member through a decision of the Board even if there are already five co-opted members; the new member shall be in office until the end of the election interval.

5.5 The Board shall meet regularly, including a special meeting at the International Symposium, to follow the General Meeting of the Forum. Any member of the Board who cannot attend a meeting may designate a substitute by a written statement to the Secretary. Decisions of the Board are valid provided it’s attended by not less that eight members, including proxies, and that a majority of the members present are elected members of the Board.

5.6 The Board has the right to resolve all questions concerning the Forum. A simple majority of the members in attendance is required to resolve all problems with the exception of amendments to the Statutes, which requires a two-thirds majority of the members of the Board. In case of a deadlock the President has a deciding vote.

5.7 Issues may from time to time be resolved by postal ballot of the Board. Requests for a postal ballot may be made to the Secretary by the President seconded by any Vice President or by any group of not less than one third of the Board members. The Secretary shall distribute ballot requests to all Board members within one month of receipt and shall conduct postal ballots within a time period of not less than four months, nor more than six months from receipt of a request. Postal ballots shall be decided by a simple majority of votes cast, provided that at least 50% plus one of the members of the Board vote.

5.8 Extraordinary meetings of the Board of Officers and Trustees may be called at the request of not less than one-third of its members. These meetings must be convened within six months of the request.

5.9 Notwithstanding anything in the provisions of Section 5.3, the Secretary shall hold office until three months after the end of an International Symposium, in parallel with the Secretary-elect for the new Board.

5.10 If the President is absent or unable for any reason to fulfill his or her functions, he or she shall nominate one of the Vice Presidents to deputize.

5.11 The duties of the President include:

To represent the interests of the Forum in public;
(ii) To convene and chair Board Meetings;
(iii) To direct the major activities of the Forum, including symposia, information exchange, and the newsletter;
(iv) To direct the overall development of the Forum, including membership, corporate membership, and Patron Organizations.

5.12 The duties of the Vice Presidents include assisting the President to fulfill his or her function, as required, on a regional basis.

5.13 The duties of the Secretary include:

To keep a list of members;
(ii) To act as a permanent center for the Forum;
(iii) To administer the business and conduct correspondence for the Forum as directed by the Board of Trustees;
(iv) To bring all matters of the Forum to the attention of the Board for proper action;
(v) To circulate to Board members an agenda prior to each meeting;
(vi) To operate the election and voting procedures;
(vii) To keep and publish, as appropriate, the minutes and transactions of the Board.

5.15 The Treasurer manages the financial affairs of the Forum as directed by the Board of Trustees.

5.16 The Information Officer is responsible for all technical databases and information exchange activities of the Forum, and for ensuring that such activities comply with the data protection requirements.
5.17 The Board may set up working groups and may appoint experts to present reports on special questions.

Section 6. International Symposia

6.1 International Symposia shall normally be held every three years. The institution responsible for organizing an International Symposium will be determined by the Board, and shall inform the Board of progress with the organization of the symposium.

6.2 The Board shall appoint an international Technical Committee to prepare an International Symposium and publish the Proceedings. The chairman of this committee will represent the organizing institution. The chairman shall form a Local Organizing Committee.

6.3 To the extent that Forum funds permit, the Forum may defray the expense of invited speakers attending symposia and contribute to other expenses of the symposium as seen fit by the Board.

Section 7. Finance

7.1 The financial resources of the Forum derive from:

Membership fees;
(ii) Subsidies, gifts and grants. The Forum shall maintain an Honor Roll in which shall be entered every year the names of persons and institutions that have donated gifts, legacies or other contributions to the Forum.

7.2 The Board is responsible for administering the finances of the Forum. It has also the right to set up bank accounts on behalf of the Forum.

7.3 The fee structure for membership shall be determined by the Board.

7.4 The financial year shall be the calendar year.

7.5 All attendees of the International Symposium will automatically become Individual Members of the Forum for the following three years. The membership fee shall be a portion of the symposium registration fee, to be decided by the Board.

7.6 Members of the Forum and Trustees and Officers of the Board will not be personally responsible for the finances of the Forum.
[Note: The exact status of the Forum (as a limited company) will depend on the country in which its is registered, which will in turn depend on the address of the Secretary. The legal details of this Article must therefore be resolved by the incoming Board.]

7.7 No member of the Forum or Trustee or Officer of the Board or any other person will derive any private pecuniary gain from the Forum. Persons may be reimbursed for expenditure incurred and may be paid reasonable remuneration for services rendered.

7.8 Before the general meeting of the Forum the accounts of the Forum shall be published and made available to the members.

Section 8. General provisions

8.1 The Board of Officers and Trustees may, subject to the general provisions of the Statutes, adopt any by-law it deems necessary to achieve the aims and govern the activity of the Forum. Such a By-Law shall be established or amended on a simple majority of votes cast by the Board, either by direct ballot or by postal ballot.Such By-Laws and amendments must not affect the prohibition against private pecuniary gain as detailed in clause 7.7 or the provisions for the Forum’s assets to be distributed to a like organization in the event of its dissolution as provided for in clause 8.2.

8.2 The procedure for the dissolution of the Forum is the same as for amendments to the Statutes. In the event of the dissolution of the Forum any surplus funds and other properties will be transferred to the International Association for Vehicle System Dynamics (IAVSD).

BY-LAWS

1. Membership

No. 1.1: Individual Members are persons who have complied with their financial obligations and fall into one or more of the following categories:

Persons who have participated in the IFRTT Symposia defined in Section 6 of the Constitution; the membership of these individuals is lapsed at the time of the symposium following the symposium in which they participated, unless they pay triennial membership fee (see By Law 4.1).
(ii) Persons who apply for membership in accordance with By-Law 1.2 and have been accepted by the Board of Trustees.

No. 1.2: Applications for Individual membership shall be submitted to the Secretary. Such applications shall include a statement of the applicant’s area of professional activity.

No. 1.3: The financial obligations of Individual Members, other than those belonging to Category (i) (see By-Law 1.1), consist of a membership fee covering the period between two successive Symposia. Members belonging to Category (i) will be exempt from such a payment, since their membership fee is covered by a portion of the registration fee paid to attend a Symposium.

No. 1.4 The membership fee shall be paid to the Treasurer of IFRTT after being billed by the Treasurer.

No. 1.5: Organizations desiring to be Corporate Members of IFRTT shall apply in writing to the Secretary.

No. 1.6: The Board of Trustees shall be empowered to identify highly regarded individuals in the field of road transportation and related disciplines and to designate such persons as an Honorary Member of IFRTT.

2. Board of Trustees

No. 2.1: The nominal three year term of Board membership shall start immediately after the General Meeting at the regular International Symposium.
No. 2.2: The Secretary shall prepare the agenda for all meetings of the Board and inform all Board members of this agenda not less than one (1) month before the date fixed for the meeting.

No. 2.3: The Treasurer shall prepare a general three-year budget and submit it to the members of the Board at least one (1) month prior to the triennial meeting. Approval of the budget shall be a required agenda item at each triennial meeting of the Board. The Treasurer shall submit financial reports to members prior to the General Meeting.

3. Finance

No. 3.1: The fee structure referred to in Article 7.3 of the statutes shall be as follows:

Individual members: a triennial fee to be decided by the Board.
(ii) Corporate members: an annual fee to be decided by the Board.
(iii) Patron Organizations: no fee.
(iv) Honorary members: no fee.
No. 3.2: Expenditure authorities are as follows:

The President can authorize expenditure of up to US$1000 at the President´s discretion.
(ii) Expenditure of up to US$5000 requires the support of at least four Officers of the board of which two must be the President and the Treasurer,
(iii) Expenditure of larger amounts requires the majority approval of the full Board.

4. General Provisions

No. 4.1: When a postal ballot is conducted, the counting of votes received shall not take place earlier than one (1) month from the date of mailing of the ballot. This date must be stated on the ballot. This provision applies both to the voting by Members of the Forum and to the voting by Members of the Board.

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