NETA constitution

Formation

A non-profit association is formed and named “Nordic Embryo Technology Association”, hereafter referred to as the Association.

Objective

The aim of the Association is to facilitate collaboration, dissemination and application of knowledge on embryo technologies in all species but with the main focus on production animals.

The vision of the Association is to form a forum for the exchange of practical, technical and scientific information at a Nordic level. We aim to hold yearly meetings where everyone within the field is encouraged to participate: practitioners, technicians, teachers, scientists, and students.

The mission of the Association is also to raise awareness of the field of embryo technologies and stimulate education of new as well as established embryologists, technicians and veterinarians in this attractive field.

Duration

The duration of the Association is unlimited.

Head office

The head office location will rotate yearly according to the country organizing the Annual Meeting.

Composition, admission and exclusion

The Association is composed of all individuals with an interest in the field of embryo technology with a base in one of the Nordic countries. The Nordic countries are grouped as follows:

1. Norway,
2. Denmark,
3. Sweden,
4. Finland,
5. Iceland.

Members are also welcome from the Baltic countries consisting of Estonia, Lithuania and Latvia.

Application for membership must be made in writing and personal data handling must be accepted (all personal data will be handled according to the GDPR). The Board (see below) is responsible for acceptance of membership. Membership ceases upon written resignation, or upon exclusion proposed by the Board and passed by a majority vote at a general meeting, where the person concerned must have been invited at least one month before the meeting to have the opportunity to explain their conduct.

Fund

The funds of the Association consist of annual dues of members and benefactors, receipts by virtue of testamentary disposition, legacies and donations and other revenues. Each member must pay annual dues, the amount of which is decided upon at the Annual Meeting. The Association does not intend to have any financial assets or working capital; we will not be accepting monetary gifts.

Organisation

The constituent bodies of the Association are:

• The Board of Country Representatives
  • A maximum of two members from each country are selected by voting members at the Annual Meeting. Half of the Board is up for election every second year but the same members can be re-elected. Drawing of lots will be used to determine which half of the Board is to be elected first, at the end of the first two years´ operation. The Board meets at least once per year.
  • The Board selects a President, a Vice President, a Treasurer and a Secretary of the Association from amongst themselves. The Association is represented by its Board. The President together with the Secretary or the Treasurer, or the Secretary together with the Treasurer, have the right to represent the Association.
  • The Association is financially committed by the signature of the President or of the Treasurer of the Association. In case of their being unavailable, this may be delegated to another member of the Board.
• The members present at the Annual Meeting whose subscription have been paid.
• The meeting organisers
  • The organisers of the Annual Meeting (rotates primarily between the Nordic countries). The meeting organisers are appointed by the country representatives.

The Annual Meeting

The Annual Meeting will be organised as an interactive workshop by one of the Nordic countries in turn. The basic rotation schedule over five years will be as follows:

1. Norway,
2. Denmark,
3. Sweden,
4. Finland,
5. Iceland.

The schedule can be changed as required (the Board of country representatives can decide on changes). For example a country could be skipped in the rotation if there is no possibility to organise the meeting in that country. Attendance at the Annual Meeting is open to all with an interest in the field of embryo technology. A Baltic country might organize the Annual Meeting after expressing interest to the Board well in advance of an Annual Meeting and after the decision by the Board.

The Annual meeting should ideally be at least from lunchtime one day until lunchtime the next day, allowing for extra activities, such as laboratory visits, to take place during the first morning or the second afternoon, as required. It should include reports from the Nordic countries, including clinical work and current research, as well as updates on interesting subjects directly connected to embryo technology. There should be enough time for networking and discussions. Apart from including these aforementioned parts and the Association matters below, the organising country is free to decide the program and focus of the Annual Meeting.

A part of the Annual Meeting will focus on the Association:

1. The report of the Association activities since last meetings.
2. Election of Board members
3. Approval of the accounts for the previous year (from the last Annual Meeting).
4. Approval of membership rates.
5. Exclusion of members if needed.
6. Adoption of the Association budget for the coming year.
7. And any other subject relating to the purpose and running of the Association.

Only members are allowed to vote; one member may act as proxy for up to five non- present members during voting. A simple majority of votes is needed to carry a decision.

Extraordinary Meeting

The modification of the above articles of the Association or the dissolution of the Association may only take place at an Extraordinary Meeting specifically called to that effect. The Extraordinary Meeting must comprise at least one quarter of all active members present at the last Annual Meeting and at least half of the Board. If a quorum is not reached for the Extraordinary Meeting at the first call, the Meeting will be called again following the same procedure, fifteen days later, and may validly deliberate, whatever the number of members present.

Any proposal to modify the Articles or to dissolve the Association must be notified in writing to all members at least two months before the date of the Extraordinary Meeting.

In the event of dissolution of the Association, decisions as to how the funds of the Association are to be used, once all obligations have been met in conformity with applicable law, will be taken at this last Extraordinary Meeting.