Article 1 – NAME AND SEAT
The Association shall be known as the European Health Management Association, EHMA.
EHMA is a not for profit organisation registered as an ASBL under Belgian law.
Article 2 – AIMS
The aim of the Association is to improve health management and health services through exchange and dissemination of knowledge and other supportive actions amongst managers, academics, researchers, clinicians, policymakers and service users throughout Europe.
Article 3 – LANGUAGE
General documents shall be written in English.
Working languages for specific activities shall be decided case by case, with the aim to open for as many relevant participants as possible.
Article 4 – MEMBERSHIP
Membership is based on commitment to the aims in Article 2 and to promote the work and reputation of EHMA.
4.1 Types of Membership
4.1.1 Organisational membership is open to all types of health-care providers, universities and other organisations in health-care delivery, management, commissioning, research, education and development.
Organisational membership gives access to the knowledge and network, access to support from the secretariat and the right to vote.
4.1.2 Associate membership is open to commercial organisations in the healthcare sector that are not eligible to organisational membership.
Associate membership gives access to the knowledge and network.
4.1.3 Individual membership is open to students, seniors and others who do not have possibility to participate through a member-organisation.
Individual membership gives access to the knowledge and network.
4.2 Membership fees
Fees can be differentiated according to size of organisations and other specified conditions. Numbers of votes may be differentiated when there are major variances in size and corresponding fees. General rules and levels shall be decided by the General Assembly, and can inside that framework be specified by the board. The Board can under special circumstances decide to give a specific member discount on the membership fee, but such decision can only be taken for one year at a time.
4.3 Election to Membership
Every membership is subject to approval by the Board. Application for membership shall be submitted to the Director and include evidence supporting eligibility.
Article 5 – ORGANISATION
5.1 General Assembly
The General Assembly is the main governing body of EHMA. All members have right to participate, but only organisational members have right to vote, as described in Article 4.
5.1.1 Annual General Assembly
The Annual General Assembly shall meet every year at a place and time to be determined by the Board and communicated to members at least 70 days in advance.
To make decisions the present delegates – in person or proxy – must represent a minimum of 1/4 of the total number of rights to vote. If this is not possible, and the present delegates so decides, additional voting can be carried out by phone and/or mail if such procedure is announced to all members with clear voting alternatives at least 15 days ahead of final voting date.
5.1.2 Extra General Assembly
An Extra General Assembly may at any time be convened at the determination of the Board. If required by members representing not less than 10 % of total number of rights to vote, the Board shall call such a meeting.
Such Extra General Assembly can be held as a virtual meeting with voting by phone or mail but shall always be subject to the same rules on notice, minimum number, voting and scrutiny as the Annual General Assembly.
The Board is responsible for governing the Association in line with decisions made by the General assembly. A director shall be employed for executive functions.
5.2.1 Board structure
Board members hold office in their individual capacities – they do not represent the institutions they come from.
The Board shall comprise eight full members: President, Honorary Treasurer, and six Members-at-Large.
The President has a special responsibility to lead the work of the board, to supervise the secretariat through the Director and to represent the Association externally.
The Honorary treasurer has a special responsibility to together with the Director overlook the economy and internal routines.
All executive functions are to be handled by the Director and secretariat.
Board-members are elected for a period of 2 years. If re-nominated after those two years, they can stand for re-election for one more period. The position as President can only be held for one period.
The Director shall be permanently co-opted and participate in all meetings.
One representative of the Young EHMA group (see 5.2.2) shall have a standing invitation to participate in meetings and discussions.
The Chair of the Scientific Advisory Committee, SAC (see 5.2.2) and one representative of the host of upcoming Annual Conference shall have a standing invitation to participate in all relevant meetings and discussions.
There shall be a Scientific Advisory Committee, SAC, and a Young EHMA-group for members in early stages of their career.
The Board may also appoint other groups and sub-committees to perform special functions. Such committees shall operate under conditions set by the Board.
The Board shall include relevant information on such sub-committees in the regular information to the general assembly.
5.2.3 Election of board members
Board members are elected by the General Assembly, normally at the Annual General Assembly. All members are eligible for election.
At least 70 Days before the Annual General Assembly, the Director shall issue to each member forms for nomination of President, Honorary Treasurer and members-at-large.
Candidates must be nominated by an institution other than their own. The Board also have right to make nominations corporately, giving names in alphabetical order for each relevant vacancy. All nominations must be based on consent from the nominated person.
Nominations on completed forms shall reach the Director at least 30 days before the Annual General Assembly.
At least 20 days before the assembly, the Director shall circulate ballot-papers to all members with right to vote. Ballot papers shall contain names of candidates with full information from the nomination.
Election shall be carried out at the General Assembly, by count of votes delivered personally or sent beforehand by registered delivery. Votes shall be counted by scrutineers appointed for this purpose by the General Assembly. These scrutineers shall not themselves be candidates for any office or be delegates from a member organisation that have nominated a candidate.
If votes become even, election can be solved in a lottery conducted by the President.
5.2.4 Forms of meetings
Board meetings can be physical, virtual or mixed, with different members participating in different ways. These meetings have equal status.
Minutes shall always give information on which members participated, in what way and – when relevant – during what part of the meeting.
5.2.5 Relations between Board and Director
The Director is executive and responsible to the Board, to which she/he shall report on activities economy and upcoming issues.
The Board shall provide a document that specifies which decisions can be handled directly by the director, which shall be co-signed by the president and/or the honorary treasurer and which must be approved by the full board.
If a board member for some reason must leave the board in advance, she/he shall notify the President as soon as possible.
After consulting the rest of the board, the President can also ask a board member to resign in advance if she/he is not able to fulfil hers/his responsibilities as board member. Decision can be made by the board.
When a vacancy occurs, the Board may co-opt a temporary board-member until electing a new member at next coming General Assembly.
If the President is unable to continue her/his duties, the remaining board shall elect a temporary President to serve until the next coming General Assembly.
If four or more board members should leave between general assemblies, the remaining board shall call for an Extra General Assembly within 90 days. If the entire Board would resign, the Director shall make the call for such Extra General Assembly.
Article 6 – FINANCES
The accounts of the Association shall be audited by professional accountants approved by the Annual General Assembly on recommendation of the Board.
Article 7 – REVIEW OF STATUTES
These Statutes can be revised by a two thirds majority vote in General Assembly .
The issue of change of statutes must be presented to members at least 70 days ahead of the meeting. The specific suggestions must be presented at least 40 days ahead of the meeting.
Article 8 – DISSOLUTION
Dissolution of the Association can only be decided by a two thirds majority vote in General Assembly.
Any assets remaining after liquidation shall after vote of the General Assembly be offered to an Association with similar objectives.
Article 9 – ADDITIONAL DOCUMENTS
The Board is responsible for always keeping the following documents updated:
9.1 Membership fees, as described in Article 4.2.
9.2 A document that specifies which decisions can be handled directly by the director, which shall be co-signed by the president and/or the honorary treasurer and which must be approved by the full board, as described in Article 5.2.5.
9.3 Policy/policies on sponsorship and independence, based on principles adopted by the General Assembly and, if necessary, specified by the Board.