Vedtægter/Constitution

Article 1: Name and registered office

The name of the association is “Danish Association of Data Management” (DADM) and the registered office of the Association is the address of the current Secretary of the Association.

Article 2: Aims

The aims of the Association are to provide a common forum for clinical and pre-clinical Data Management through meetings, seminars, courses, and publications, and to work with other societies and organisations in matters of mutual interest.

Any topics of interest within clinical data management can be raised by the members, and the Executive Committee will arrange appropriate arrangements. Focus groups can be established to facilitate activities within the organisation, approved by the Executive Committee.

Article 3: Membership

Membership is open to individuals, who wish to contribute to the aims of the organisation. Membership will be renewable yearly.

Article 4: Financial year and membership fee

The financial year of the Association shall be the calendar year. Membership fees for each financial year of the Association shall be collected by the Treasurer at the beginning of the year or during the year itself. The membership fee is approved every year at the annual general meeting. No member of the executive can receive compensation from the organisation. The basic idea is to let participants pay the expenses for activities.

Article 5: General management of the Association

The general assembly is the highest authority of the Association. The general assembly elects the Executive Officers, the Alternating Officers, and the Auditor. The Executive Officers shall conduct the activities of the Association and be responsible for collaboration with other societies, domestic or abroad, and for contact with public authorities. The Executive Officers shall be responsible for the general management, organisation, and maintenance. There shall be at least four Executive Officers of the Association, the President, the Secretary, the Treasurer, and one ordinary member, and there may be additionally four ordinary members of the Executive Committee, i.e. the Executive Committee consists of 4-8 members, depending on the number of candidates. In addition, one or two alternating officers are allowed. The Executive Committee elects its Officers at its first meeting. The Executive Officers shall be elected for a two-year period. Half of the members will be elected in odd years and the other half in even years. No Executive Officer may serve as an Officer for a period, which exceeds six consecutive calendar years. The Alternating Officers and the Auditor are elected for one year at a time. A vacancy in an Executive Office may be filled immediately by the Alternating Officer, who shall serve until the end of the election period of the Office in question. In the case that Executive and Alternating Officer both resign within one year, then the remaining executive group can appoint a replacement. The position will be filled by election at the next general meeting. Minutes of resolutions made by the Executive Officers shall be open to membership. Two Executive Officers sign for the Association. None of the members of the Association are personally responsible for the liabilities of the Association.

Article 6: General meeting

Ordinary general meeting shall be held every year before the end of the month of February. The first general meeting was held in  2001. General meetings must be called and arranged by the Secretary in consultation with the President of the Association to an agreed agenda. At least three weeks notice of such meetings together with the agenda must be given to all members in writing. The agenda shall be as follows:

1.        Election of chairman

2.        The President’s report

3.        Presentation and approval of financial report

4.        Presentation and approval of budget and activities including endorsement of membership fee

5.        Election of Executive Officers, Alternating Officers, and Auditor

6.        Proposed motions

7.        Miscellaneous

Election of Executive Committee members: Members must propose candidates for vacant Officers posts to the Secretary at least two weeks prior to the general meeting. If more candidates are nominated than posts vacant, an election must be held, and the Executive Committee must prepare a list of candidates and ballot papers. Winning candidates are the eight candidates with the highest number of votes; the two candidates with the highest number of votes among the rest of the candidates are assigned to Alternating Officer posts. The result of the election must detail the total number of votes cast for each candidate and the number of spoilt votes. The Auditor is elected by simple majority vote. No member of the Executive Committee may serve as Auditor. Proposed motions to be presented at the general meeting should be submitted to the Secretary at least two weeks prior to the general meeting. An extraordinary general meeting is held if deemed necessary by the Executive Officers or on demand of at least 25% of the membership. The demand for an extraordinary general meeting must be made in writing, stating the subject matters to be dealt with. The Executive Officers are obliged to call for an extraordinary general meeting no more than two weeks after receipt of the demand and with at least one and at most three weeks notice. Each member has one vote. Members may vote by proxy. Members in arrears with payment of fees are non-voting. Resolutions debated at a general meeting must be formally proposed, shall be voted by show of hands, and can only be passed by majority of those present. If a vote is tied in case of the election of an Executive Officer, an Alternating Officer, or an Auditor, it shall be resolved by lot. Minutes of resolutions made at the general meeting shall be entered in a record and distributed to the membership.

Article 7: Amendments to Constitution and dissolution of the Association

In case of amendments to the Constitution or dissolution of the Association at least four weeks notice shall be given in writing to the membership by the President. This constitution may be amended only by majority of vote of at least two-thirds majority of those present and voting at a general meeting convened for that specific purpose. The Association may be dissolved by a resolution passed by vote of at least two-thirds majority of those present and voting at a general meeting convened for that specific purpose. Such resolution must give instructions for the disposal of any assets of the Association. Attendance at the general meeting convened for the purpose of amending the Constitution or dissolving the Association shall be recorded and considered a quorum.

Article 8: Termination of membership

Membership of the Association shall be terminated by resignation of the member.

Article 9: Audit

The annual statements of the financial transactions of the Association prepared by the Treasurer shall be audited by an auditor elected at the general meeting. Adopted at the first general meeting on May 3, 2001.