In 2012 EAVDI has been registered in England as a company limited by guarantee, EAVDI Ltd. The official address is; 82b High Street, Sawston, Cambridge, CB22 3HJ.
The Association has a constitution and bylaws.
Article 1 Name
The Association shall be known as the European Association of Veterinary Diagnostic Imaging (E.A.V.D.I.) hereafter referred to as the "Association".
Article 2 Duration of establishment
The Association shall be established for an unlimited period.
Article 3 Aims
The aims of the Association shall be to promote the study and development of veterinary radiography, radiology, radiotherapy, ultrasonography and any other veterinary applications of diagnostic imaging or radiobiology.
Article 4 Membership
The Association consists of honorary members, ordinary members and student members.
4.1 Honorary Members:
The officers of the Association shall have the power to propose to the Annual General Meeting that honorary life membership be conferred upon a member of the Association who has made an outstanding contribution to veterinary diagnostic imaging or to the Association. Members receiving the Douglas and Williamson Award receive Honorary Membership in the Association
4.2 Ordinary members:
Ordinary membership of the Association shall be open to members of the veterinary and medical professions and to other suitably qualified workers who are interested in the aims of the Association.
4.3 Student members:
Student membership of the Association shall be open to individuals who are registered students on a course of study leading to a veterinary degree entitling them to practise as a veterinarian.
Student members shall enjoy all the benefits of ordinary membership but are not entitled to vote at general meetings or to serve as officers of the Association. Upon qualifying a student member may elect to become an ordinary member.
Applications for ordinary and student membership of the Association must be submitted on an official form obtainable from the Honorary Secretary or Treasurer. Such applications must be proposed and seconded by at least two ordinary members of the association and the completed application form returned to the Honorary Secretary.
Applicants shall normally be formally elected by a simple majority vote of those voting at the next Annual General Meeting. Any person wishing to resign from the association shall give notice in writing to the Honorary Secretary.
Article 5 Organisation and Officers
5.1 The officers of the Association shall be:
- The President
- The Junior Vice-President
- The Honorary Secretary
- The Honorary Treasurer
- A new president shall be elected at every third Annual General Meeting and will not be eligible for immediate re-election. The President will remain on the Executive Committee for a further two years as Senior Vice-President.
- The Junior Vice-President shall be elected at every third Annual General Meeting, one year after the beginning of the Presidents term of office. The Junior Vice-President will remain on the Executive Committee for a further two year period, and after that she or he shall automatically succeed to President.
- An Honorary Secretary shall be elected at every second Annual General Meeting. She or he will be eligible for one further term of office. If not re-elected or after a second term, she or he will remain on the Executive Committee for a further two-year period in an advisory capacity.
- The Honorary Treasurer shall be elected at every second Annual General Meeting. She or he will be eligible for one further term of office. If not re-elected or after a second term, she or he will remain on the Executive Committee for a further two-year period in an advisory capacity.
- Together, the President, the Junior Vice-President, the Honorary Secretary and the Honorary Treasurer shall be known as the Board of Officers of the Association.
5.2 The Executive Committee of the Association shall consist of the President, the Junior Vice-President, the Honorary Secretary, the Honorary Treasurer, the Senior Vice-President and the immediate past Secretary and Treasurer, complemented with the Chairmen of official Divisions. Individual members may be asked by the officers to join the executive committee or to form ad hoc committees.
5.3 Groups of members of the Association may organise into Divisions,
based on regional or linguistic similarities. Divisions of the Association are professional organisations with the same aims as the main Association.
All members of Divisions in good standing must be members of the Association and pay the usual annual subscription to the Association's Honorary Secretary, directly or through the Division.
Each Division shall have a board of three officers, Chairman, Secretary and Treasurer, who together shall be called the Board of Officers of the Division. Each Division is required to possess a written constitution and a set of bylaws that must conform to the Constitution of the Association.
The Board of Officers of a Division is responsible to the Executive Committee of the Association.
Groups wishing to form Divisions should apply to do so in writing to the Honorary Secretary of the Association.
A Division may be established once:
- The Executive Committee of the Association has received, from the group applying to form a Division, the proposed Constitution and Bylaws for the Division.
- The Executive Committee of the Association has approved the proposed Constitution and Bylaws for the Division. and
- Recognition by a two-thirds majority of the members present at an Annual General meeting (necessary quorum is thirty members) has been received.
Article 6. Elections
Nominations for the election of officers must be proposed and seconded by ordinary members and have the consent of the nominees. Any necessary elections shall be held at the Annual General Meeting.
Nominations for officers can be passed to the Honorary Secretary, before the Annual General Meeting at which the election is to take place or can be made at the Annual General Meeting itself. In the event of there being no nominations received prior to the meeting, the executive committee shall seek suitable individuals to act as officers and recommend their election at the Annual General Meeting.
Article 7. Subscription
The amount of the annual subscription for the succeeding year shall be reviewed annually by the Honorary Treasurer and approved by members present at the Annual General Meeting.
Subscriptions shall be due immediately following the Annual General Meeting, or in the case of new members upon receipt of a properly completed membership application form. Members whose subscriptions are more than two years in arrears shall cease to be members.
Should the Association be declared insolvent, all members shall be held equally responsible for the Association's debts, up to a maximum sum of twice the annual subscription per member.
Article 8. Meetings
8.1 A general Assembly of the Association shall be held every calendar year.
This Annual General Meeting (AGM) will take place at the EAVDI annual conference or in the year of an International Veterinary Radiology Association (IVRA) conference may, at the discretion of the Board, take place either at the IVRA conference or at a meeting of a recognised Division.
During the AGM the business shall include:
- The minutes of the previous AGM
- The President's report
- The Honorary Secretary's report
- The Honorary Treasurer's report
- Reports from Divisions and Sub-Committees
- Election of Officers, members of Sub-Committees and Auditors
- Formal Election of new members
- Confirmation of the date and place of the next EAVDI conference and AGM
- Approval of the budget for expenditure on Travel grants and Scholarships and for reimbursement of expenses incurred by Officers and Members acting as official representatives of the Association
- Any other business
8.2 Special General Meetings (SGM) of the Association shall be called by the President whenever she or he shall think fit, or convened by the Honorary Secretary on the instruction of the Executive Committee or on receipt of a written request made and signed by at least twenty honorary or ordinary members stating the subject to be discussed. The SGM shall be held not earlier than three calendar months and not later than four calendar months after receipt of such instructions or request. No business shall be transacted at the SGM other than that for which the meeting was called.
At any AGM or SGM the necessary quorum shall be thirty members, either ordinary or honorary. All members shall be notified of the time and place of any SGM. Decisions made at any SGM will require ratification at the next AGM.
Article 9 Douglas and Williamson Award
The President of the Association during his or her third year of office shall seek nominations for this award, established in recognition of the outstanding contribution of S. W. Douglas and H. D. Williamson to Veterinary Radiology. Nominees should be people considered to have made a substantial contribution to the Association or to the field of veterinary diagnostic imaging. An award may or may not be made at the discretion of the Officers of the Association.
Article 10 Affiliations with other societies
The Association or any of its Divisions may elect to enter into an affiliation or other suitable relationship with other Societies having aims and objectives that conform to those of the Association.
Affiliations made by the Association must be approved by the Executive Committee of the Association and by a two-thirds majority vote of members present at an Annual General Meeting.
The Association is affiliated to the International Veterinary Radiology Association (IVRA) and members of the Association, who are in good standing, are automatically members of the IVRA.
Article 11 Amendments and alterations
Proposed amendments or alterations to this constitution must be submitted in writing to the President of the Association for study at least three months before the next Annual General Meeting. Such proposals be they submitted, or arising from the officers of the Association, shall be distributed to the membership with a recommendation of the Executive Committee, at least two calendar months prior to the Annual General Meeting and shall be brought to a vote of members present at this meeting. An affirmative vote of at least two thirds of members present shall be required for adoption. The necessary quorum shall be thirty members (Ordinary or Honorary).
Article 13 Availability of the Constitution
A copy of this constitution shall be provided in reasonable time by one of the Officers, on the request of any member.
Amended Svolvær 2008