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Constitution

Introduction

This constitution has been drawn up by the founder members of the European Collaborating Centres in Addiction Studies and ratified during ECCAS's Third Annual Assembly held in Paris, April, 1995.

Organisational Structure

The Council

  1. The work of ECCAS shall be directed by the Council and represented by its President, who will be elected into this position Bi-annually.
  2. Each participating Centre will appoint a senior member of staff onto the Council to represent its interests within the group.
  3. Each member of the Council will have one vote.
  4. On a BI–annual basis the Council will elect a Steering Committee with four elected officers. This committee will be served by a full time officer (not elected).
  5. Following selection of the four officers, the Council will elect a Chair of the Steering Committee, the remaining duties/roles of the other officer positions will subsequently be decided by the Steering Committee.

The Steering Committee Role and Functions

Role of the President

To represent and promote the group's interests.

Role of the Chair

The Chairperson will take responsibility for the smooth running and supervision of the association. This will include strategic directions, operational implementations, general supervision of the work of the group and directing the dissemination of information and findings.

Function of the Steering Committee

The function of the Steering Group is to set up the direction of the association, agree implementation and monitor progress taking corrective actions as and when deemed necessary. It will also undertake to review and grant new membership to the group from interested organisations/institutions.

All its meetings will be fully recorded and documented. The Steering Committee will be served by the full time officer (European Co-ordinator).

The ECCAS's work programme will be set annually by the general Council and implemented and assessed by the Steering Committee at regular intervals. The criteria for assessment will be:

Role of European Co–ordinator (Full time Officer)

As operational executive manager, the European Co-ordinator will be responsible for liaison with all the participating centres, co-ordination of research activities, and dissemination and presentation of results. The post-holder will serve the Steering Committee.

ECCAS's Organisational Structure

Council Members: One Representative from each Participating Centre
President: Elected B-Annually
Chairperson Steering Committee: Elected B-Annually
European Co-ordinator Steering Committee: Full time (non elected position)
Officer, Steering Committee: Elected B-Annually
Officer, Steering Committee: Elected B-Annually
Officer, Steering Committee: Elected B-Annually

Annual General Council Assembly

The General Council will meet once a year. The agenda for this meeting will be to:

  1. Review the work programme of the previous year
  2. Set objectives for coming years activities
  3. Welcome new organisations/institutions to ECCAS. New members will be invited to attend to make a forma] presentation and introduction, in addition to putting forward their elected representative.
  4. Election of the position of President and Steering Committee Officers will take place at alternate meetings.

Finances

  1. ECCAS will accept gifts and raise money subject to such consents as may be required by law the purposes of ECCAS on such terms and on such security as shall be thought fit
  2. ECCAS will procure contributions by personal or written appeals, public meetings, conferences or otherwise
  3. All monies raised on behalf of ECCAS shall be devoted to the aims of ECCAS and shall be paid into a bank account in the name of ECCAS, at a bank approved by the Council. This will usually be a bank in the home country of the Chairperson of the Steering Committee
  4. A nominated member of the Steering Committee shall keep proper accounts for all monies received or payable by ECCAS. All cheques drawn against ECCAS accounts shall be signed by two members of the Steering Committee, approved by Council
  5. The accounts shall be audited once a year by an auditor appointed by the Steering Committee
  6. An audited statement of accounts for the previous financial year shall be submitted by the Steering Committee to the Annual General Assembly Meeting
  7. Research monies received as part of a collaborative study undertaken by ECCAS members will be held by the main scientist who submitted the proposal on behalf of the research group. This individual will therefore by subject to their own organisation/institution's internal auditing system and responsibility for such accounting will remain with the main scientist/signatory on the research contract

Communication

  1. General Communication
    All general business related to ECCAS will be communicated to members via E Mail (if available), Fax, Mail or telephone
  2. Annual Scientific Meetings
    Annual scientific meetings will take place for all participating centres. It is intended that this meeting will be held in conjunction with the Annual General Assembly Meetings. The venue will be rotated amongst the Members' countries, not only addressing the needs of the group but providing the opportunity for Centres to visit each other-s organisations/institutions thus facilitating a mutual learning process. These meetings will take place over two days, with brief presentations from the Steering Committee on the progress of the Association in general and research activities specifically, advising partners on achievements, delays, where targets have been met etc. The forum will also provide the opportunity for members to take corrective action within problematic areas
  3. Site Visits
    The European Co-ordinator as part of her/his work programme will visit each participating centre a minimum of once a year. This will facilitate on-site reviews and address any individual problems the Centre may be experiencing. Ad hoc (trouble shooting") visits may take place through out the life of the group and will be dictated by need and activity
  4. ECCAS Bulletin
    The Substance Misuse Bulletin, published quarterly by the Centre for Addition Studies has allocated a third of its space to the activities of the Association. It is the responsibility of the Steering Committee to elect one of its members to the Editorial Board to represent the interests of ECCAS in each issue