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AMA Constitution
CONTENTS
1. THE ASSOCIATION
1.1 Name
1.2 Objectives
2. MEMBERSHIP
2.1 Grades of membership
2.2 Corporate Membership
2.3 Honorary Membership
2.4 Qualifications for Ordinary Membership
2.5 Life Membership
2.6 Qualifications for Affiliate Membership
2.7 Qualifications for Student Membership
2.8 Qualifications for Institutional Membership
2.9 Election to membership
2.10 Liability
2.11 Termination of membership
3. COUNCIL
3.1 Management
3.2 Composition of the Council
3.3 Eligibility of Council Members
3.4 Election of Council Members
3.5 Vacancies among Council Members
3.6 Alternates to Council Members
3.7 Terms of office of Council Members
3.8 Election of Council Members
3.9 Executive Committee
3.10 Secretariat
3.11 Minutes
3.12 Subscriptions
3.13 Assets and accounts
3.14 Auditing of accounts
3.15 Signatories
3.16 Annual Report and accounts
3.17 Indemnity
3.18 Incorporation of kindred institutions
3.19 Regional branches
3.20 By?laws
3.21 Interpretation
4. MEETINGS OF THE ASSOCIATION
4.1 General Meetings
4.2 Special General Meetings
4.3 Notice of General and Special General Meeting
THE AFRICAN MYCOLOGICAL ASSOCIATION
(AMA)
1. THE ASSOCIATION
1.1 Name
The name of the Association is 'The African Mycological Association', hereinafter referred to as 'the Association' or 'AMA'.
1.2 Objectives
The Association is established for the advancement of Mycology, to promote and uphold the status of this profession in all sectors of the population, and to perform
such functions as may be desirable for the attainment of these objectives.
2. MEMBERSHIP
2.1 Grades of membership
The Association shall consist of Honorary Members, Ordinary Members, Life Members, Affiliate Members and Student Members, duly elected by the Council, as
well as Institutional Members.
2.2 Corporate Membership
Honorary Members, Ordinary Members and Life Members shall be entitled to the rights and privileges of Corporate Membership, from which Council is elected.
2.3 Honorary Membership
Honorary Members shall be persons whom the Association specially desires to honour in consideration of exceptional service rendered by them to the AMA.
2.4 Qualifications for Ordinary Membership
An Ordinary Member at the time of his election shall fulfil the following conditions: he shall have completed at least a three?year degree in Mycology or Botany or
an equivalent qualification; he shall normally be engaged in the practice of Mycology; and he shall be such a person that his election as a member would, in the
opinion of the Council, be in the interests of the Association.
The Council shall have the authority, in exceptional circumstances, to elect as member any person who, by virtue of his position and his experience in Mycology,
is worthy of election.
2.4.1 Family Membership
Where a husband and wife are both Ordinary Members, they may elect to become Family Members. Their joint annual subscription will then be equivalent to one
and a half times that of an Ordinary Member. They will receive a single copy of the African Journal of Mycology.
2.5 Life Membership

Ordinary Members may, on payment of a fee as laid down in the By?laws, become Life Members and will be exempt from payment of any further subscriptions.
2.6 Qualifications for Affiliate Membership
An Affiliate Member shall be any person whose work is connected with Mycology or who has an interest in Mycology, but who does not have the necessary
qualifications and/or experience to qualify for Corporate Membership, and shall be such a person that his election as an Affiliate Member would, in the opinion of the
Council, be in the interests of Mycology.
2.7 Qualifications for Student Membership
A Student Member shall be a full time bone fide student, training with the object of qualifying for the practice of Mycology or Botany.
2.7.1 Student Membership is valid only for the year in which the membership
application is made and must be renewed annually. Membership fees should
accompany every application. It is not necessary to complete a membership
form in the case of a re-application.
2.8 Qualifications for Institutional Membership
An Institution may, on payment of a fee as laid down in the By-laws, become an Institutional Member.
2.9 Election to membership shall be according to the By-laws
2.10 Liability
The liability of members for the debts and engagements of the Association is limited to the amount of any unpaid subscriptions.
2.11 Termination of membership
Membership of any member may be terminated by the Council if it is convinced that such membership is not to the advancement of Mycology or the Association.
A two-thirds majority is necessary for membership termination and at least eight Council Members should take part in the voting.
3. THE COUNCIL
3.1 Management
Subject to the Constitution and in conformity with the By?laws, the management of the affairs of the Association shall be vested in the Council.
3.1.1 The Council shall meet from time to time to conduct the affairs of the Association.
3.1.2 At meetings of the Council, the quorum shall be six members.
3.2 Composition of the Council
3.2.1 The Council
The Council consists of ten members, of which eight members are elected and two (the Honorary Secretary and Honorary Treasurer) are appointed. A President
and two Vice?Presidents are appointed from the elected Council Members.
3.2.2 Office Bearers
The Office Bearers of the Council, who comprise the Executive Committee, shall be the President, the two Vice?Presidents, Honorary Secretary and Honorary
Treasurer.
3.3 Eligibility of Council Members
Members of the Council shall be Corporate Members of the Association in good standing.
3.4 Election of Council Members
Members of the Council shall be elected in accordance with the By-laws.
3.5 Vacancies among Council Members
3.5.1 Any vacancy among elected members of the Council shall be filled by the candidate who obtained the greatest number of votes among the unsuccessful
candidates at the previous election. Should there be no such unsuccessful candidate, the vacancy shall be filled by means of a by-election.
3.5.2 If an elected Office Bearer of the Council resigns his office, he shall automatically cease to be a Council Member. The Council shall have the authority to
fill the vacancy. The person appointed by the Council shall be so domiciled as to permit the rest of the Executive Committee to function effectively.
3.5.3 Any vacancy filled by the Council, or by means of a by?election, shall be occupied by the new member only until the completion of the term of office of
the retired member.
3.6 Alternates to Council Members
If a Council Member cannot attend a Council Meeting, he must appoint an Alternate who is not already a member of the Council and who is a Corporate Member
of the Association in good standing. If a member of the Council and his Alternate are present at a Council Meeting simultaneously, the Alternate shall have no vote.
If a Council Member twice during his term of office fails to appoint an alternate in writing when he is unable to attend a Council Meeting, he may be suspended as
member of the Council by the Council and Clause 3.5 will become operative.
3.7 Terms of office of Council Members
With the exception of the President, members of the Council shall hold office for three consecutive years, from the end of the General Meeting at which their
election to the Council becomes operative, to the end of the General Meeting three years later. Ideally, three or four members shall retire in rotation, but shall be
eligible for re?election. The maximum period any member may serve on the Council shall be two consecutive periods of three years, giving a total of six years,
after which time a member may not stand for re?election until three years have elapsed. The immediate Past?President is automatically a member of the
Council for one further period.
3.8 Election of Council Members
Council Members will be elected in accordance with the By?laws.
3.9 Executive Committee
The Executive Committee of the Council shall consist of the Office Bearers.
3.9.1 The quorum at meetings of the Executive Committee shall be three members.
3.9.2 The Executive Committee shall act on behalf of the Council in cases of emergency.
3.9.3 Any action taken by the Executive Committee shall be reported to the next Council meeting for approval.
3.10 Secretariat
The Council shall have the authority to appoint a Secretary and other officers and servants, and to remunerate them. Such Secretary, officers and servants shall hold
office during the pleasure of the Council and they shall perform such duties as the Council shall require.
3.11 Minutes
The Council shall cause minutes to be kept of the proceedings of all meetings of the Council, the Association, the Regional Branches and the various Committees.
3.12 Subscriptions
The Council shall have the authority to levy, fix, and amend entrance fees and annual subscriptions subject to approval at a General Meeting.
3.13 Assets and accounts
All assets, property and funds of the Association shall be held and registered in the name of the Association. The Council shall have the authority to buy, sell,
improve, manage, lease, mortgage or dispose of all payment of money, and to accept donations in furtherance of the Association's objectives. True accounts shall
be kept of all funds received and expended by the Association and of the assets and liabilities of the Association. The Council shall have the authority to open such
banking accounts as it deems necessary for the purposes of the Association. The Secretary or Treasurer shall administer the funds of the Association in accordance
with the directions of the Council, to whom he shall be responsible. The funds of the Association shall be applied solely for the promotion of the objectives
of the Association.
3.14 Auditing of accounts
The accounts of the Association shall be audited at least once a year by an auditor who shall be appointed at each General Meeting for the ensuing year.
No member or officer of the Association shall be eligible for the position of auditor. If any casual vacancy occurs in the office of auditor, it shall be filled by the Council.
3.15 Signatories
All documents and instruments required to be signed on behalf of the Association shall be signed by persons duly authorized by a resolution of the Council.
3.16 Report and accounts
At each General Meeting, the Council shall submit a Report on the affairs of the Association, together with an audited Statement of Revenue and Expenditure
and a Balance Sheet made up to the latest 30 November.
3.17 Indemnity
Each member of the Council shall be accountable only in respect of his own actions and not for the actions to which he has not expressly assented, and no
member of the Council shall incur any personal liability in respect of any loss or damage incurred through any act, matter or thing done, authorized or suffered
by him, being done in good faith for the benefit of the Association, although in excess of his legal power.
3.18 Incorporation of kindred institutions
The Council may, upon receipt of a request to that effect from any organization with objectives kindred to those of the Association, arrange for its affiliation to or
incorporation into the Association on such terms and conditions as may be agreed upon, provided that any such incorporation shall be subject to sanction by a
Special General Meeting of the Association convened for the purpose.
3.19 Regional Branches
The Council may, at its discretion, and upon receipt of a written request signed by at least five Corporate Members resident in a specific Region in Africa, create
a Regional Branch of the Association in such district. The affairs of such a Regional Branch shall be conducted in accordance with the Constitution and Bylaws
and shall be subject to the control of the Council.
3.19.1 Dissolution of a Regional Branch
Any Regional Branch may be dissolved by a resolution of the Council to that effect, provided that six months notice of its intentions is given by the Council to
each of the Regional Branches. In the event of the dissolution of a Regional Branch, its affairs shall be wound up and its funds applied in such manner as may
be directed by the Council. The application of funds and assets shall be governed by Article 4.8.2.
3.20 By-laws
The Council shall formulate By-laws, which must be consistent with the provisions of the Constitution, for the conduct of the business and the management of
the affairs of the Association; such By-laws may at any time be added to, repealed or amended by the Council. Any addition to, repeal or amendment of By-laws
shall be subject to ratification by Corporate Members voting at a General Meeting.
3.21 Interpretation
In the case of doubt as to the meaning and import of any portion of the Constitution and By-laws, the interpretation of the Council shall be binding upon the members.
4. MEETINGS OF THE ASSOCIATION
4.1 General Meeting
The General Meeting of the Association shall be held on a date early in October to be decided by the Council, to receive and consider the Report of the Council,
the audited Revenue and Expenditure Account and Balance Sheet, an announcement of the Council Members for the ensuing period, and to conduct such other
business as the Council may decide. Items for the General Meeting may be submitted, in accordance with the By-laws, by any Corporate Member. All motions,
signed by the proposer and seconded, should be handed to the Secretary at least 48 hours before the General Meeting in order to be pinned to the notice
board in time.
4.2 Special General Meetings
All meetings of the Association other than those detailed in 4.1 shall be designated Special General Meetings.
4.2.1 The Council may convene a Special General Meeting (See 4.3).
4.2.2 The Council shall convene a Special Meeting within thirty days of the receipt of a written application from not less than twenty Corporate Members in good
standing, provided such application specifies the objectives for which the meeting is required.
4.3 Notice of General and Special General Meeting
Notice convening General and Special General Meetings shall be dispatched to members at their registered addresses not less than fourteen days prior to the
date for such meetings.
4.4 Omission of notice of meeting
The accidental omission to give notice of any meeting of the Association to any corporate Member shall not invalidate any resolution passed at such a meeting.
4.5 Voting
Only Corporate Members in good standing shall be entitled to vote.
4.6 Voting by proxy
A Corporate Member unable to be present at a Special General Meeting may vote by proxy; the person appointed as Proxy shall be a Corporate Member of the
Association in good standing and such appointment shall be made in writing to the Honorary Secretary.
4.7 Amendments to the Constitution
Should the Council consider it necessary to propose any change to the Constitution by way of addition, alteration or repeal, or should not less than twenty
Corporate Members express in writing a desire for such change, the same shall either be considered at a Special General Meeting convened for that purpose,
which may be concurrent with the General Meeting, when it shall be necessary for the adoption of any amendment to the Constitution that not less than two?
thirds of the votes cast shall be in the affirmative, or, if deemed desirable by the Council, be submitted to all Corporate Members in good standing for decision
by a postal ballot. For the adoption of the proposed amendment, it shall be necessary that not less than twenty?five percent of the members entitled to vote cast
their votes, and that not less than two?thirds of the votes cast be in favour of the amendment.
4.8 Dissolution of the Association
The Association may be liquidated and its affairs wound up, or it may be amalgamated with any similar body, by a resolution submitted to and adopted at a
General or Special General Meeting, at which not less than seventy-five percent of the votes cast are in favour of such dissolution or amalgamation, subject to
confirmation by a postal ballot, in which not less than twenty?five percent of the members entitled to vote cast their votes, and not less than two?thirds of the
votes cast are in favour of dissolution or amalgamation.
4.8.1 In submitting the resolution to members, it shall be necessary to decide the manner in which any surplus assets of the Association, after settlement of its
debts, shall be applied, and the voting in this connection shall be by postal ballot on the same basis as in 4.8.
4.8.2 The following conditions shall govern the disposal of surplus funds and assets on dissolution of either the Association or any of its Regional Branches:
surplus assets can only be used to the advantage of the public in Africa; surplus assets must be transferred to institutions which are either of an educational,
religious or charitable nature, or which are of a public nature serving these three areas which are themselves exempt from tax.
BY?LAWS
1. ELECTION TO MEMBERSHIP
1.1 Election to or transfer between grades of membership by the Council
The election or transfer of candidates to any grade of membership of the Association shall be regulated and controlled by the Council.
1.2 Election of Ordinary and Affiliate Members
Candidates for election to the grades of Ordinary Member and Affiliate Member shall complete the prescribed application form and shall provide the names of a
proposer and two seconders, all of whom shall be Corporate Members.
1.3 Election of Student Members
A candidate for election to the grade of Student Member shall complete the prescribed form and shall be proposed by a Corporate Member who shall testify from
personal knowledge as to the candidate's suitability.
1.4 Transfer to new grade of membership
By?law 1.2 shall apply to the transfer of a member from one grade to another.
1.5 Election of Honorary Members
1.5.1 All matters concerning the proposal of Honorary Membership will be confidential at all times in order to protect the proposed candidate.
1.5.2 Honorary Membership shall be proposed by a member, and be seconded by ten or more members. All proposers and seconders shall be Corporate Members
in good standing. The proposal shall be accompanied by a full curriculum vitae as well as by reasons motivating the proposal.
1.5.3 The proposal shall be considered by a Committee of three experts in the same field as the candidate. The Committee will be nominated by the Council.
1.5.4 The Committee shall use the following guidelines during their consideration: eminence in the particular field of mycological work concerned; service to
Mycology in Africa; and honour to the candidate whilst still alive, although not necessarily still active in botanical work. Professional qualifications need not be
a overriding factor.
1.5.5 The Committee shall, in confidence, submit to the Council a report including their recommendation. The Council shall make a final decision and then
instruct the Secretary either to write to the candidate asking whether the proffered Honorary Membership is acceptable, or to inform the proposer in writing that
the matter is closed with no action being taken, but that the matter is still confidential.
2. FEES AND SUBSCRIPTIONS
2.1 Subscriptions
Current annual subscription fees may be obtained from the Secretary. Life Membership will be granted to a Corporate Member on payment of an amount equivalent
to 20 times the current annual subscription for Ordinary Members. On application, Retired Members may pay an annual subscription equal to a quarter of the current
subscription for Ordinary Members. Institutional Members shall pay an annual subscription equal to four times that of Ordinary Members.
2.2 Annual Subscriptions due
Annual subscriptions shall become due on 1 December each year and are payable in advance.
2.3 Defaulters
A member whose annual subscription is unpaid after 28 February in any year shall cease to be in good standing and shall not be entitled to receive the notices or
publications of the Association, or to exercise any of the rights and privileges of membership.
2.3.1 Any member whose annual subscription remains unpaid for one year may, by resolution of the Council, be excluded from the Association. He shall thereupon
cease to be a member. Notice to this effect shall be sent to him in writing at his last registered address three months prior to the termination of his membership.
Such exclusion shall not relieve him of the liability for the payment of any amounts owing by him. Any person whose membership has so ceased may, at the
discretion of the Council, and on payment of all fees due, be reinstated within one year of the date of the resolution excluding him. Thereafter he may be
readmitted only on such conditions as the Council may decide.
2.4 Subscription on retirement
A member in good standing who has attained the age of sixty-five and who has been a member of the Association for at least fifteen consecutive years may,
while retaining the privileges of his grade, apply to the Council for adjustment of the amount of his subscription.
2.4.1 A member qualifying under this clause, who has been a member of the Association for at least twenty-five consecutive years, shall, on application, be
exempt from the payment of further subscriptions.
2.5 Remission of subscriptions
The Council may, in exceptional circumstances, reduce or remit the subscriptions due by any member.
2.6 Institutional delegates
Institutional Members of the Association are entitled to send two delegates to congresses, workshops or other functions at the normal charges applicable to
Ordinary Members.
3. ELECTION OF MEMBERS OF THE COUNCIL
3.1 Elected Council Members
Council Members are elected on merit. Elected members of the Council shall be nominated by Corporate Members of the Association who are in good standing
and who shall each be entitled to nominate not more than four candidates. The Council shall cause nomination forms to be issued to all Corporate Members not
later than 31 October. All nominations duly signed by a proposer, together with certification that the nominees accept nomination, shall be lodged with the
Secretary of the Association not later than 14 November.
3.1.1 Should the number of nominations exceed the number of vacancies, a ballot list, giving the full names of candidates, their business addresses and
occupations, shall be posted to all Corporate Members not later than 21 November. Ballot papers, duly completed, shall be returned to the Secretary not later
than noon on 7 December.
3.1.2 Should the nomination list not include the names of as many members as required to fill the vacancies, the Executive Committee shall nominate eligible
members to complete the list.
3.1.3 At a Council Meeting prior to 7 December three scrutineers shall be elected from among the Council Members. It shall be their duty to open and examine
the ballot papers, and report the results of their scrutiny, which shall be final, to the Executive Committee.
3.1.4 In the event of an equal number of votes being recorded for two or more candidates, all of whom cannot be elected, the Executive Committee shall ballot to
decide which candidate(s) shall be elected. The President shall have a casting vote in the event of an equal number of votes being recorded for two or more candidates.
3.1.5 The ballot paper shall have a brief curriculum vitae of each candidate attached. If they so wish, the Regional Committees can indicate that they endorse
any nomination.
3.2 Executive Committee of the Council
3.2.1 The Executive Committee consists of the Office Bearers as stipulated in the Constitution (3.2.2), namely the President, two Vice?President, Honorary
Secretary and Honorary Treasurer.
3.2.2 The Past?President will serve on the Council for three year, immediately following his term as President.
4. THE COUNCIL MEETINGS AND DUTIES OF COUNCIL MEMBERS
4.1 Chairman
The President, or in his absence one of the the Vice?Presidents, or in the absence of all three, a member of Council elected by the Meeting, shall take the
chair at meetings of the Council.
4.2 Voting procedure
At meetings of the Council, all matters shall be decided by vote of the majority, provided that where matters are discussed of which due notice was not given
at a previous meeting or on the agenda, then at the request of a member present supported by a seconder, voting shall be postponed until the next succeeding
meeting when a notice of the matter thus postponed shall appear on the agenda.
4.2.1 The Chairman shall have an ordinary vote, and in the event of an equality of votes, a casting vote.
4.3 Appointment of Committees and representatives
The Council shall appoint Committees and representatives with their alternates as required.
4.3.1 The President shall be an ex officio member of all Committees.
5. GENERAL MEETINGS
5.1 Chairman
The President, or, in his absence, a Vice?President or, in the absence of all three, a member elected by the meeting, shall take the chair at meetings of the
Association.
5.2 Quorums
The quorum for General Meetings shall be the number of members present.
5.2.1 The quorum for Special General Meetings shall be twenty?five Corporate Members in good standing.
5.2.1.1 If there is no quorum at a Special General Meeting, the meeting shall be postponed for a period of not less than fourteen days or more than thirty
days from the date of such Special General Meeting, and any number of Corporate Members in good standing present at such postponed Special General
Meeting shall constitute a quorum.
5.3 Voting
Every proposal submitted to a General Meeting or Special General Meeting shall be decided by vote of the majority, provided that a secret ballot may be
demanded by any two Corporate Members.
5.3.1 The Chairman at a General Meeting or Special General Meeting shall have an
ordinary vote and a casting vote.
6. REGIONAL BRANCHES
6.1 Rules
Regional Branches shall conduct their affairs in accordance with the rules approved by the Council.
6.2 Requests to form Regional Branches
Requests should comply with Article 3.19 of the Constitution of the Association. This entails that requests to the Council must be in writing, signed by at least five
Corporate Members resident in the specific Region in Africa, and that the affairs of a Regional Branch shall be conducted in accordance with the Constitution
and By?laws of the Association where these are applicable, and shall be subject to the control of the Council.
6.3 Regional Committees
it is recommended that Regional Committees should consist of at least a chairman, a vice?chairman, a honorary secretary/treasurer and four Ordinary Members.
6.4 Minutes
Copies of the minutes of all proceedings of Regional Branches shall be submitted to the Council in compliance with Article 3. 11 of the Constitution of the Association.
6.5 Annual Reports and accounts
The Regional Branches shall submit an Annual Report on the affairs of the Regional Branches together with a statement of Revenue and Expenditure and a
Balance Sheet made up to the latest 30 November to reach the Secretary at least 14 days before the General Meeting of the Association.
6.6 Finances
The Council shall reimburse properly constituted Regional Branches at a rate determined annually by the Council for every registered member in good
standing in the Regional Branch.
6.7 Dissolution of a Regional Branch
(See Article 3.19.1 of the Constitution of the Association).