Eurocode IBLS e.v. Statute

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1 Eurocode IBLS e.v. Statute of Eurocode IBLS e.v. Statute 1 Name and headquarters of the association 1.The name of the association is EUROCODE-IBLS (International Blood Labeling Systems) e.v. (short form: EUROCODE-IBLS) 2. The association has its headquarters in Kassel, Germany and is registered in the register of associations at the county court Kassel. 2 Purpose of the association 1. The association helps to support special fields in transfusion and transplantation medicine and therefore supports science and research and the health system. 2. The association follows exclusively and immediately non-profit purposes in terms of the paragraph tax-deductible intensions of the Tax Code. 3 Functions of the association 1. Improvement of quality and safety in transfusion and transplantation medicine by development, establishment, use, and maintenance of international standardized data structures. 2. Improvement of quality and safety in transfusion and transplantation medicine for the national and international distribution as well as for the exchange of products from blood, cells, and tissues. 3. Improvement of quality and safety of documentation and tracking (haemovigilance, pharmacovigilance) of products from blood, cells, and tissues. 4. Development, establishment, use, and maintenance of electronic data interchange (EDI) in transfusion and transplantation medicine. 5. Development and maintenance of recommendations for the standardized national and international labeling of products from blood, cells, and tissues. 6. Development and maintenance of software tools for the use of standards and data interchange (EDI). 7. Rationalization and reduction in costs in transfusion and transplantation medicine through use of standards.

2 8. Support of the users of standards at the implementation of Eurocode IBLS. 9. Representation and achievement of data structures, EDI, and standardized labeling in transfusion medicine in national and international standardization committees (Council of Europe, EU, CEN, DIN etc.). 10. Cooperation with national and international institutions with the same objectives. 11. Exchange of views of the association members and participation at scientific meetings of the field. 12. Education and training of users on the Eurocode IBLS standards. 4 Non-profit status and property of the association 1.The association is selflessly active and primarily does not pursue self-economic interests. 2. The funds of the association can be only used for statutory purposes. Members do not receive any benefits from the funds of the association. 3. No person is allowed to be favoured, either through expenses which are unknown to the purpose of the association or through unproportionally high payments. 4. At cancellation of the association its assets will be passed over to Deutsche Gesellschaft für Transfusionsmedizin und Immunhämatologie e.v. (German Society for Transfusion Medicine and Immunohaematology). The transferred assets have to be used immediately and exclusively for non-profit purposes. 5 Membership 1. Institutions of transfusion and transplantation medicine, additional manufacturers of products of human origin and medical care institutions can be full members of the association. Member institutions name revocably for each business location a constant representative (Eurocode representative) und his deputy. 2. Individual persons who have experience in transfusion or transplantation medicine like doctors, scientists, computer scientists or persons that have other relevant expertise can be regular members. 3. All other judicial and individual persons who agree to support the purpose of the association and who are in that position can become associated members. 4. Full members are entitled to vote in the general meeting. Associated members are not entitled to vote in the general meeting.

3 5. The membership has to be applied for in writing. The managing committee decides about the application. It can only be denied in justified cases with the absolute majority of the board members. 6. The exclusion of a member can only occur for important reasons. The extented managing committee decides about the exclusion with a two-thirds majority of its members. They inform the member affected about the exclusion and the reasons for it. 7. Manufactoring institutes that use the Eurocode IBLS standards have to be members of the association. 8. Notifications of the association are always transmitted by . Members have to be contactable by The membership ends through withdrawal, which has to be announced in writing with a three months period to the end of the calendar year. It also ends through exclusion and for institutions through closing down and for persons through their death. Subscriptions that already have been paid will not be reimbursed. 6 Membership subscritions 1. Full members and associated members pay membership subscriptions. Membership subscriptions for the full calendar year have to be paid until end of February of the current year. The general meeting makes the decision about the amount of membership subscriptions for full members depending on the number of operating sites and sold products. Membership subscriptions for associated members are arranged by the managing committee together with the member. 7 Organs of the association 1. The organs of the association are the general meeting, the managing committee and the expert s commission. The members of the organs of the association work voluntarily. 8 General meeting 1. The general meeting is particularly responsible for Election, recall, and relief of the managing committee Naming cash auditors Decision of membership subscriptions

4 Decisions about changes in the statute Suggestions for changes or supplementation of the standards for further treatment through the expert s commission Decision about cancellation of the association The details of the elections and votings are regulated in an election and voting regulation that has to be decided from the general meeting with a three-quarter majority of votes of the present persons entitled to vote. 2. The regular general meeting takes place at least every two years. It is called by the managing committee. The date has to be announced by to all members 10 weeks in advance. With a period of 4 weeks it has to invite to the meeting by with naming the temporary agenda, location, and time. Elections, applications for changes in the statute, and changes of the election and voting regulations as well as the application for the cancellation of the association have to be announced explicitly in the invitation. 3. An extraordinary general meeting has to be called, if the managing committee decided that, or if the calling from at least one third of the full members is demanded in writing with giving the reasons. Otherwise the invitation has to be done corresponding to paragraph 2. In urgent cases the announcement period can be reduced. 4. The Eurocode representative or his deputy and the single member perform their right to vote in the general meeting. They can let them deputize by another person eligible to vote in the general meeting through a written authorization that has to be shown in the general meeting. A single participant of the general meeting has at the most five votes. 5. Each general meeting called properly is quorate regardless of the appeared number of persons eligible to vote. 6. The general meeting passes a resolution with a simple majority of the votes of the appeared persons eligible to vote. Decisions about changes of the statute, changes of the election and voting regulations require a two-thirds majority of the votes of the appeared persons eligible to vote. The decision about the cancellation of the association requires a majority of three quarters of all persons eligible to vote. If the number of the appeared members is not sufficient for the decision about the cancellation the next statutory called general meeting can decide the cancellation with three quarters of the appeared persons eligible to vote.

5 7. In accordance with the decision of the managing committee votings can also be done in writing or via internet. The accessability to the voting procedure and the authenticity of the voting results has to be guaranteed absolutely certain and verificable. Further details are regulated by the election and voting regulations. 8. The secretary is responsible to prepare protocols about the general meetings and it has to be signed by him and the chair man. Especially decisions of the general meeting have to be captured in there. The protocol has to be sent to the participants within 4 weeks. 9. The protocol is considered as accepted, if no protest is made at the secretary within 4 weeks after delivery of the protocol. 9 Expert s commission If required the managing committee names an expert s commission which discusses all changes and supplements connected with the standards and present it to the managing committee for the decision. 2. The suggestions of the expert s commission usually should be decided unanimously but at least with a two-third majority of the participating members. 10 Managing committee 1. The managing committee manages the businesses of the association. 2. The managing committee consists of the chairman the vice chairman the secretary the tresurer The extended managing committee consists of the managing committee and three to five assessors. The assessors participate on the board meeting with a advisory vote. 3. The managing committee gives itself rules of procedure. 4. The board members are elected by the general meeting for a duration of 4 years with a simple majority. Eligible for election are Eurocode representatives and their deputies and single members. Board members stay in office until the next effective election. Board members can be elected at the most one time immediately in succession for the same position. The term in office of a regularly elected managing committee starts with the calendar year.

6 5. A premature voting out of office of a board member requires a two-third majority of the present persons eligible to vote in the general meeting. 6. The managing committee can name a substitute from the circle of assessors temporarily until the next general meeting, if a board member retires prematurely from the managing committee. The period in office of a board member who has been named or elected because of the shortened period in office of the retiring predecessor is reduced correspondingly. If it amounts to less than a half regular period in office, an immediate re-election is possible twice. 7. The managing committee can instruct revocably some of its members or other appointed persons with safeguarding of businesses. 8. Legal representatives of the association accordant to 26 paragraph 2 BGB are the chairman, the vice chairman, the tresurer, and the secretary. Two each of these board members represent the association together in all judicial and extrajudicial concerns. 11 Cash management and financial year 1. The cash management of the association is done by the tresurer. The tresurer reports orally or in writing about receipt and expenditure and state of the fortune at the regular general meetings. 2. As financial year prevails the calendar year. 3. The cash report of a completed financial year has to be prepaired until April 30 of the following year and has to be examined immediately by two cash auditors elected by the general meeting. 4. The managing committee decides in the frame of the statute about the use of the available funds. Expenses that do not concern the current businesses of the association cannot be transacted from the tresurer until the chairman, his deputy or if they are not available, the secretary have agreed. 5. Authorized for the account are the tresurer alone as well as the chairman together with his deputy or the secretary. 12 Final clauses 1. If a regulation of this statute is ineffective or becomes ineffective, the remaining content of the statute should not be affected. The general meeting has to replace

7 an ineffective regulation by another regulation, which comes as close to the nonprofit purpose of the association as possible. 2. The regulations of the civil code about associations 21 ff are effective in addition to this statute. 3. Legal domicile for all claims from the membership and from legal transactions of the association with its members is Kassel as far as it is legal. Postscript This statute was decided at the general meeting at in Dresden. It becomes effective with the registration at the register of associations and replaces the statute that has been decided at the foundation meeting of Eurocode-IBLS e.v. at in Suhl. Registered at the register of associations at the county court Kassel register number Translation updated (jk)

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