Bylaws


International Association for the Advancement of High Performance Thin Layer Chromatography
(HPTLC Association)

 

Bylaws

These Bylaws have been established by the Board of Directors of the HPTLC Association based on §5/5 of its Articles of Incorporation, and have been voted into effect at the Board Meeting of 27. January 2012.

HPTLC

HPTLC is the High Performance version of Thin Layer Chromatography. Based on the consequent use of instruments (preferably computer controlled) and adherence to a standardized methodology for chromatography on plates with fine particles (2 – 10 µm) it achieves reproducible results that are fully traceable.

1.    Membership

1.1. Application and Admission Procedure

Application for Membership must be submitted to the Executive Office in writing. Corresponding forms (Application form, Check list) will be available for download on the Association’s website. These must be submitted together with the following documents:

1)     CV / company profile

2)     HPTLC relevant publications

3)     Statement of interest & intended contribution

4)     TLC / HPTLC SOP if available

1.2. Admission Criteria

According to §3/2 of the Articles of Incorporation, the Board of Directors will evaluate all submitted applications at its next scheduled meeting and decide at its own discretion on the admission. In addition to supporting the goals of the HPTLC Association and taking an interest in actively contributing to the worldwide HPTLC community, a potential member is required to adhere to the Articles of Incorporation as well as these Bylaws.

An application for membership to the HPTLC Association will be evaluated against the following criteria:

1)     Demonstrated expertise in HPTLC

2)     Proof of serious interest in HPTLC as defined by the Association

3)     Capability to contribute to the mission of the Association

The decision by the Board is communicated in writing to the applicant and is final.

1.3. Membership Fee (§3/3 of the Articles of Incorporation)

The membership fee is determined by the Board of Directors and will be invoiced on an annual basis.

1.4. Member Contribution to Association Activities

Members of the HPTLC Association participate actively in the discussion amongst experts of HPTLC. They contribute to the development of valid and accepted standards and methods in HPTLC by:

  • Development/validation of methods in their own laboratory
  • Peer review and substantiation of methods from other members
  • Participation in the activities of the Advisory Board or the Method Review Committee

Members of the HPTLC Association agree to consequently promote HPTLC in public. Scientific publications of members should only present HPTLC data that are compliant with the SOPs and quality standards of the Association.

Note concerning intellectual properties:

By providing data and/or written statements for publication/electronic publication to the HPTLC Association the member agrees that all contributions become the intellectual property of the Association. The association will acknowledge actual authors of and contributors to published documents

1.5. End of Membership (§3/4 + 5)

Members can declare their resignation from the Association at any time. The resignation will come into effect only after a notice period of 6 months. For the remaining period, the membership fee can be invoiced on a pro-rata basis.

Exclusion of a member by the Board comes in effect immediately. Membership fees will be reimbursed on a pro-rata basis.

2.    Board of Directors (§5)

2.1. Nomination and Election Procedure

Members, who would like to stand for election as a member of the Board of Directors must be supported by at least 10 signatures from fellow members. The application to stand for elections must be submitted to the Executive Office and will be presented by the Board of Directors to the Annual Assembly of Members in an uncommented format.

The Board may nominate any candidate to be suggested for election by the Assembly of Members.

Members of the Board are elected by a simple majority of the members present.

2.2. Officers

The Officers of the Board are elected by the Board of Directors from amongst its elected members. They may represent the Association to the public.

2.2.1.   President

The President represents the Association in legal matters. He will call and chair all the meetings of the Board of Directors as well as the Assembly of Members. In indecisive elections and votes, the President has the casting vote.

2.2.2.   Chairperson Advisory Board

The Chairperson of the Advisory Board proposes members of the Advisory Board for election by the Board of Directors, coordinates the Advisory Board’s activities and quarterly reports to the Board of Directors.

2.2.3.   Chairperson Method Review Committee

The Chairperson of the Method Review Committee nominates members to the Method Review Committee for election by the Board of Directors, coordinates the Committee’s activities and quarterly reports to the Board of Directors and is the person responsible for quality assurance within the Association.

2.2.4.   Treasurer

The Treasurer represents the Association in financial matters and has the responsibility for the Association’s funds. He will submit to the Board annually a detailed budget for the forthcoming fiscal year and will update the Board on current financial accounts. The Treasurer will present to the Board the detailed Annual Statements of income and expenditure for approval and will present an overview to the Assembly of Members. His expenditure competencies are defined by the Board of Directors.

2.2.5.   Co-opted Members

Ad-hoc non-voting members can be appointed by the Board and will participate at its meetings according to the agenda and invitation by the President.

2.3. Compensation

The members of the Board of Directors will receive no compensation. Reimbursement of documented expenses (such as travel cost) is subject to approval by the Board.

3.    Advisory Board (§6)

3.1. Nomination Procedure

Nominations as member of the advisory board are accepted from the membership at large and the public. The corresponding form is available from the Association’s website. Nominations are evaluated by the Chairperson of the Advisory Board and voted on by the Board of Directors.

3.2. Chairperson

The Chairperson of the Advisory Board solicits comments from the members of the Advisory Board liaises with the Chairperson of the Method review Committee and prepares summaries for the board of directors as basis for decisions concerning the direction of work of the Association.

3.3. Members, Tasks and Responsibilities

Members of the Advisory Board ensure that the published methods and educational / guidance documents are scientifically sound and represent the state of the art in HPTLC. They make recommendations to the association concerning analytical targets that are of broad public interest.

They evaluate methods proposed by the membership and prioritize the work of the method review committee.

4.    Method Review Committee

4.1. Nomination Procedure

Nominations as member of the Method Review Committee are accepted from the membership at large and the public. The corresponding form is available from the Association’s website. Nominations are evaluated by the Chairperson of the Method Review Committee and voted on by the Board of Directors.

4.2. Chairperson

The Chairperson of the Method Review Committee coordinates the work of the Method Review Committee, liaises with the Chairperson of the Advisory Board and formally releases methods for publication. The chairperson prepares summaries for the board of directors concerning the status of methods and other documents to be published by the Association.

4.3. Members, Tasks and Responsibilities

Members of the Method Review Committee ensure the quality of data that are the basis of the published methods and educational / guidance documents. They review data and documents submitted by members of the association for compliance with the SOPs and quality standards and make recommendations for publication to the chairperson.

5.    Executive Office

The Board of Directors will delegate the administrative tasks of the Association to an Executive Office. The responsibilities and tasks will be defined by the Board and can include among others:

a)     Management of the member administration

b)     Financial management of the accounts / Invoicing

c)     Administrative support for Advisory Board

d)     Administrative support for the Method Review Committee

6.    Amendments to the Bylaws

A proposal to amend the Bylaws may be submitted by (1) a written proposition submitted by a member of the Board of Directors at a Meeting of the Board of Directors, or (2) a written petition signed by at least 50 members of the Association submitted to the President at least 30 days prior to a meeting of the Board of Directors, where the petition will be considered.

The proposed amendments become effective when it is declared adopted by the Board of Directors.

The membership must be informed, whenever the Bylaws are amended either through personal message, publication on the website, or at the Assembly of Members.