The aims of the EGPRN are to encourage research, to foster and coordinate multinational research, to exchange experiences and develop a validated international scientific basis for general practice by connecting perons who are involved in research in general practice.
The aims of the foundation will be pursued through:
Membership can be either individual or institutional.
Individual members can be either general practitioners (practising or academic) or medical doctors or other professionals involved in research in general practice, or family medicine or primary care and will normally be resident in one of the countries of WONCA Europe region.
Institutional members can be any (national) college, scientific societies of general practitioners and other scientific or academic organizations involved in research in GP/FM or primary care. Institutional members are to appoint one institutional representative for the full three year membership period. This institutional representative will have all rights and responsibilities as an individual member of EGPRN.
Membership fees and periods are defined by the Executive Board and approved by the General Council.
The foundation is governed by a:
a) General Council consisting of one National Representative and for each country represented in the foundation, and the members of the Executive Board. Its tasks are:
· To elect the members of the Executive Board and the chair.
· To act as a consultative body to the Executive Board.
· To receive the reports from the Executive Board.
· To consider for approval proposal reffered by the Executive Board.
· To consider for approval all the porposals f the General Council members.
b) The Executive Board (Ex. Board), consisting of a Chairperson, a Vice-Chairperson, an Honorary Secretary, an Honorary Treasurer and up to four Executive Members. It is a body of the General Council. It leads the foundation and takes responsibility for ensuring that decisions relating to the policy of EGPRN are constitutional and are executed. It reports relevant decisions at least once a year to the General Council for approval. It meets personally (or virtually if the conference at the relevant time is online) twice a year and has monthly online meetings.
Whenever representation of the foundation is required, one member shall be identified to act in concert in this task. This person should be chair or vice chair or a nominated member of the Executive Board.
The General Council and the Executive Board are not entitled to enter into contracts, in which registered properties are bought, alienated, or mortgaged, nor to enter into contracts in which the foundation gives security, makes up deed-poll for shared liability, backs a third party or gives security for the liability of a third party.
The foundation's financial year is the calendar year.
The Executive Board and General Council can draw up and approve one or more by-laws in relation to the statute. No such by-laws can be contradictory to the statute.
The New Chairperson is elected 6 months in advance of the other member of the Executive Board.
All paying members (referred to the year in which the elections take place) are eligible for office. Self nominations are not allowed, and all nominations must be seconded by another EGPRN member (not the candidate).
Only members of the General Council and Executive Board have the right to vote.
6 months in advance of the election, all the members are invited to express their nominations. There is no necessary automatic progression from the position of vice-Chairperson to the one of Chairperson.
The Honorary Secretary in conjunction with the Executive Manager of the Organizational Secretariat lays down a list of nominees (including the number of expressed preferences) and checks each availability to stand for election.
The final list of nominees is emailed to council members and Executive Board members four weeks before the meeting during which elections take place.
The election shall take place at a meeting of the General Council. At the election, an electoral commission of four members of the General Council and Executive Board will be responsible for overseeing the vote.
At the meeting members of the General Council and Exexutive Board can vote for one candidate. Voting shall be by secret ballot and can be technically supported (online ballot).
The members of the General Council and of the Executive Board can delegate in writing another member of EGPRN to vote on their behalf if they cannot be present at the meeting.
If a person is a member of the Executive Board and also National Representative this person has one vote.
That candidate receiving the greatest number of votes shall be the Chairperson Elect until the next meeting of the General Council. The Chairperson Elect co-operates with the outgoing Chairperson (under the latter' s leadership ) to ease and guarantee the process of continuity.
If two or more persons obtain an equal number of votes, the electoral commission is required to organize a second election immediately. The election proceeds to the third round if the number of votes are equal again. After the third round, EGPRN chair shall have one additional vote, unless the current chair is included in the election, in which case, a member of the Executive Board not included in the election (in the order of the vice-chair, secretary, treasurer) will have this additional vote.
At the next meeting of the General Council, the Chairperson Elect becomes the new Chairperson and assumes all the tasks and responsibilities associated with that office from the outgoing Chairperson.
The period of office for the Chairperson is three years and the Chairperson shall be eligible for up to two terms of office.
All paying members (in the year in which the elections take place) are eligible for office.
The Honorary Secretary in conjunction with the Executive Manager of the Organizational Secretariat notifies the membership of the election at least 6 months in advance and invites nominations from the membership. Self nominations are not allowed, and all nominations must be seconded by another EGPRN member (not the candidate). The Executive Manager will also check availability to stand for election of nominees as well as the eligible members of the current Ex. Board and collate a list of seconded nominees.
The final list of nominees will be mailed to members of the General Council (i.e. National Representatives) and Executive Board members at least four weeks before the meeting during which the election takes place.
The Executive Board has the right to make a recommendation about the new Executive Board, but cannot decide on it.
The members of the General Council and of the Executive Board may officially delegate another member of EGPRN to vote on their behalf if they cannot be present at the meeting, but must inform the Honorary Secretary and the EGPRN Office of this in writing/e-mail.
The election shall take place at a meeting of the General Council. At the election, an electoral commission of four members of the General Council and Executive Board (not standing for election) will be responsible for overseeing the vote.
All those eligible to vote will be invited to allocate one vote for up to 7 of the nominees. Voting will be by secret ballot and can be carried out electronically if required.
Those seven candidates receiving the greatest number of votes will be elected to the Executive Board.
The newly appointed Executive Board will then designate the elected officials to the posts of Vice-Chairperson, Honorary Secretary and Honorary Treasurer. There is no necessary automatic progression from the positions in the Executive Board. In making their designations, the new Executive Board will be expected to take account of any previous Ex. Board post held and the number of votes received by each candidate. Additional factors to be taken into account could include years of previous membership and involvement, and the number of years in office.
The period of office for the members of the Executive Board is three years and each member shall normally be eligible for up to three complete terms of office.
All paying members from the specified country (in the year in which the elections take place) are eligible for office, though normally persons to be nominated for office will be either full time general practitioners or part time general practitioners and/or active in university of other academic organisations promoting research in general practice. Self nominations are not allowed, and all nominations must be seconded by another EGPRN member (not the candidate).
In the case of retirement, at least six months in advance of retirement, the existing National Representative of the country shall obtain a list of all the country's current EGPRN members and notify them of the need to select a new representative.
In the case of demission, or if the National Representative is unable or unwilling to carry out this task, it shall be undertaken by the Organisational Secretariat or a member designated by the Executive Board.
Nominations for the office of National Representative shall be from the country's members. The nomination process shall take due consideration of the views of the relevant National Colleges, scientific Societies of General Practitioners and other national organizations involved in research in general practice in that country that are institutional members in the EGPRN. A list of seconded nominees shall be collated.
A postal or online ballot shall be held in which all of the country's current members shall be entitled to cast one vote for their preferred candidate.
That candidate receiving the greatest number of votes shall be the new National Representative, subject to approval by the General Council.
The term of office for National Representative shall be five years and each representative shall normally be eligible for two terms of office. EGPRN Honorary Secretary will notify National Representatives at least nine months before a term ends. If an national representative exceeds two terms, the individual members and the institutional members of the respective country will be informed by the EGPRN Honorary Secretary. The final decision of the respective country is duly admitted. The national representative can stay in the position if noone else in the respective country is willing to take the position.
If a National Representative fails to attend at least two consecutive General Council meetings without the approval of the Executive Board, then that National Representative shall demit office (see Article 19).
EGPRN allows an establishment of Advisory Board as a medium for instutional representatives and provide advice to EGPRN Council and Executive Board.
Institutional representatives have no vote in the Council.