Constitution

ESEM Constitution 2014

1. NAME
1.1 The NAME of the association shall be THE EUROPEAN SEMINAR IN ETHNOMUSICOLOGY (also to be known a: ESEM or as SEEM) and/or any relevant translation: (Séminaire Européen d’Ethnomusicologie, Seminari Europeu d’Ethnomusicologia, etc).

1.2 The meetings of ESEM shall be held and its secretariat shall be based in Europe (defined broadly and inclusively). The organization is open to all members independently of nationality, place of work or professional interests.

1.3 LANGUAGES for ESEM official purposes shall be English, French, and German, but any other language shall be acceptable for ESEM activities when translation is available to one of the official languages.

2. AIMS AND OBJECTS
AIMS AND OBJECTS are to cultivate the professional discipline of ethnomusicology in all its aspects by:
(a) the holding of regular Seminars and the publication of their proceedings;
(b) the periodic issue of an official bulletin;
(c) the issue of and participation in any form of publication, including broadcasting, film, video- and sound-recordings;
(d) the encouragement of national and international exchanges;
(e) co-operation in programmes of cultural development and/or maintenance initiated in Europe, applied to any part of the world;
(f) co-operation with other organisations or individuals sharing these aims.

3. MEMBERSHIP
3.1 Applications for membership in ESEM are made to the Secretariat and are placed in one of the following categories:
(a) HONORARY LIFE MEMBERS, being those who have had a distinguished career, and who have been ordinary members, and who are elected as such at a Plenary ESEM Meeting;
(b) ORDINARY MEMBERS, being those who pursue ethnomusicology in the professional sense;
(c) STUDENT MEMBERS, for a period no longer than five years;
(d) INSTITUTIONAL MEMBERS, being bodies or entities corresponding with ESEM aims.
(e) JOINT MEMBERS, –  any two partners may become Joint Members at a reduced rate, receiving one copy between them of each issue of the Bulletin and other material.

3.1.1 Membership in the categories above will not be valid without “Good Standing”, except for Honorary Life Members. “Good Standing” means that subscriptions have been paid up to date in the calendar year or as determined by the Secretariat.
3.2 VOTING RIGHTS are restricted to members in Good Standing.
3.2.1 PROXY VOTING may be assigned from one member in Good Standing to one other in Plenary ESEM Meetings and at CORD (the Co-ordinating Committee) deliberations.

4. MANAGEMENT
4.1 The management of ESEM business shall be conducted by the Secretariat of the CORD, with the Secretariat directly responsible to the CORD, and the CORD to the Plenary ESEM.

4.2 SECRETARIAT
The Secretariat shall consist of the President, the Secretary-General, the Treasurer, and the Chairman of the Seminar, who shall also be ex officio members of the CORD. The Secretariat shall be responsible for the general business of ESEM and shall be empowered to take decisions on behalf of the CORD, provided that these decisions are unanimous. Should the Secretariat be unable to form an unanimous decision, a meeting of the CORD must be convened.

4.2.1 The PRESIDENT shall be elected at a Plenary ESEM Meeting and may hold office for a term of three years, and may be re-elected to hold office for one additional term of three years. The President shall make a report on past activities to each Plenary ESEM Meeting.

4.2.2 The SECRETARY-GENERAL shall be elected at a Plenary ESEM Meeting and may hold office for a term of three years, and may be re-elected to hold office for additional terms. The Secretary-General shall conduct the business affairs of ESEM, maintain the records of membership and correspondence, and present a report to each Plenary ESEM Meeting. The Secretary-General shall establish the dates and places of each ESEM meeting by agreement with the Secretariat, and notify the whole ESEM membership in advance by means of letter or bulletin.

4.2.3 The TREASURER shall be elected at a Plenary ESEM Meeting and may hold office for a term of three years, and may be re-elected to hold office for additional terms. The Treasurer shall control the finances of ESEM and shall present a set of accounts audited by two other members agreed by the CORD, but not being members of the CORD, to each Plenary ESEM Meeting.

4.2.4 The CHAIRMAN OF THE SEMINAR shall be appointed with the choice of the succeeding Seminar, to be responsible for that Seminar and for the Programme Committee, and to act as the Chairman of that Seminar, and to hold office until the conclusion of that Seminar.

4.3 THE CORD
4.3.1 The CORD shall consist of the Secretariat plus ordinary members such that the total number of the CORD shall not exceed eleven. A quorum at its meetings shall be five and must include at least two who are not members of the Secretariat.

4.3.2 The ordinary members of the CORD shall be elected at a Plenary ESEM Meeting after the members of the Secretariat have been elected. They shall serve for a term of two years and may be re-elected for additional terms.

The terms of the CORD members should be overlapping so that approximately half of the CORD members is elected at one annual Plenary ESEM Meeting and the other half at the next.

4.3.3 The CORD shall have powers to co-opt to its membership up to the number specified in 4.3.1 above. It shall also have power to designate any member to hold any office until the next Plenary ESEM Meeting.

4.3.3.1 Out-going presidents of ESEM will automatically (ex officio) become supernumerary CORD members for one year (without right to vote).

4.3.4 Any four members of the CORD may require the Secretary-General to convene a meeting of the CORD, and he will then do so as speedily as possible and certainly within two months.

4.3.5 If in any year a Plenary Meeting of ESEM is not held, all members of the CORD, including any members of the Secretariat whose term of office should conclude in that year, shall remain in office until the next Plenary Meeting.

4.4 ELECTIONS

4.4.1 Elections are held at the annual Plenary ESEM Meetings.

4.4.2 A call for nominations will be issued at least two calendar months prior to the election date. Nominations will be accepted up to three weeks before the election date (the precise date will be specified in the call for nominations). Only members in good standing can be nominated. Candidates must have agreed to the nomination.

5. ESEM SEMINARS
5.1 An ESEM Seminar shall be the occasion of a Plenary ESEM Meeting. Offers to host future Seminars will be presented for approval and ratification at a Plenary ESEM Meeting.

5.2 With the approval of a Plenary ESEM Meeting, regional groups may be formed under the name of ESEM from members in Good Standing to hold REGIONAL SEMINARS, such groups to be managed autonomously. They shall be required to present reports on their activities to each Plenary ESEM Meeting and to receive endorsement of the right to continue to describe themselves as part of ESEM.

5.3 With the approval of a Plenary ESEM Meeting, interest groups may be formed under the name of ESEM from members in Good Standing to hold INTEREST SEMINARS, such groups to be managed autonomously. They shall be required to present reports on their activities to each Plenary ESEM Meeting and to receive endorsement of the right to continue to describe themselves as part of ESEM.

6. FINANCE
ESEM shall be financed from members’ subscriptions (except Honorary Life Members and such others as may be approved by the Secretariat from time to time), the amounts to be determined by the CORD and to be ratified at the next Plenary ESEM Meeting before being applied. Subsidies, endowments, donations and grants shall be receivable by the Treasurer and applied to the aims of ESEM.

7. WINDING UP
In the event of the dissolution of ESEM, a Plenary ESEM Meeting, or failing that of the CORD, will designate the placement of ESEM assets (financial, archival, or other) with one or more organisations with similar aims.

8. ALTERATIONS TO THE CONSTITUTION
Proposed changes to this Constitution must be sent to the Secretary-General, with the signatures of the proposer and seconder, at least three months prior to a Plenary ESEM Meeting, for prior publication to the membership and placement on the agenda. A two-thirds majority of all those members in Good Standing present at the meeting shall be required for any change to the Constitution to be passed. Postal votes and proxies from absent members in Good Standing will be valid for any such voting, and must be tabled at the opening of the relevant Plenary ESEM Meeting.

9. INTERPRETATION OF THIS CONSTITUTION
The English text shall be considered as the prime document, and the rules of procedure for the conduct of meetings shall be those of the European Parliament. In the event of dispute, an independent jurist-arbitrator shall be appointed by election at a Plenary ESEM Meeting upon a simple majority, whose decision shall be binding and final.