Statute

Chapter I General provisions

§1

Association named: The Polish Academy for Dental Prophylaxis, hereinafter referred to as the Association is a voluntary, self-governing and permanent association founded for an indefinite period.

§2

Area of operation is the Republic of Poland. The Association can belong to international organizations on conditions provided in
§25 of the statute, if it does not result in breach of provisions arising from international agreements to which the
Republic of Poland is part of.

§3

Head office of the Association is situated in the city of Warsaw (mazowieckie voivodeship, city of Warsaw district, city of Warsaw borough).

§4

Name and symbols of the Association are under legal protection.

§5

The operations of the Association are based on social work of its members and, in part, paid labour under separate agreements such as work agreement, contract job agreement, contract of commission, concluded between members or other natural or legal person.

§6

The Association can use it’s stamp or issue announcements and newsletters pursuant to the relevant laws and regulations.

Chapter II Aims and means of operation

§7

1. The aims of the Association are:
a. propagation of a high standard in hygiene and dental prophylaxis, dental treatment taking into consideration the health of the whole body,
b. paying particular attention to the achievement of dental hygiene and dental treatment goals such as health, functionality and aesthetics,
c. supporting the cooperation between all dentistry and medicine fields in conducting interdisciplinary research in order to further improve the quality of oral hygiene, oral prophylaxis and the treatment of patients,
d. to raise the awareness of dentistry tenets, methods, prophylaxis techniques, hygiene and treatments among the general population,
e. to further the notions of life-long education in one’s daily practice,
f. integration of the professional environment through the exchange of experience and practical knowledge

§8

1. The Association achieves its goals following rules and regulations through:
a. striving to incorporate as many members as possible, with the main focus being dentists, hygienists, dental assistants, dental technicians, students of dentistry, students of health promotion, students of medical schools of the following fields: Dental Hygienist, Dental Assistant and facilitating their participation in all kinds of the Society’s operations,
b. conducting training courses, symposiums, workshops, discussion meetings, seminars, publishing activities, all financed by the Association, for hygienists and dental assistants, dental practitioners, dentists, dental technicians, students and interested parties, in order to propagate the knowledge of modern prophylaxis, hygiene and dentistry,
c. cooperation related to dental hygiene with the government, local social organizations,
2. The scope of the Association’s business activities is:
a. (PKD58.11.Z) - Book publishing
b. (PKD 58.13.Z) – Newspaper publishing
c. (PKD 59.20.Z) - Operations related to audio and music recording
d. (PKD 47.91.Z) - Retail sale conducted by mail-order companies or the Internet
e. (PKD 58.12.Z) - Issuing listings (for example address or telephone)
f. (PKD 58.14.Z) - Publishing magazines and other periodicals
g. (PKD 58.19.Z) - Other publishing activities
h. (PKD 58.29.Z) - Publishing activities within the scope of the remaining software
i. (PKD 63.12.Z) - Website operations
j. (PKD 73.12.A) – Mediation in the sale of time and place for advertising purposes in radio and television
k. (PKD 73.12.B) – Mediation in the sale of place for advertising purposes in printed media
l. (PKD 73.12.C) – Mediation in the sale of place for advertising purposes in electronic media (Internet)
m. (PKD 73.12.D) – Mediation in the sale of time and place for advertising purposes in other types of media
n. (PKD 94.12.Z) - Activities of professional organizations
o. (PKD 74.20.Z) - Photo activities
p. (PKD 59.11.Z)- Activities related to film, video and television programmes production
q. (PKD 59.12.Z) - Post-production activities related to films, video recordings and television programmes
r. (PKD 59.13.Z)- Activities related to film, video recordings and television programmes distribution
s. (PKD 85.59.B) Remaining out-of-school forms of education, not described elsewhere
t. (PKD 72.19.Z) Research and development in the field of other natural and engineering sciences

Chapter III Members of the Association - their rights and obligations

§9

Members of the Association including those mentioned in §13 can be dental hygienists and assistants, dentists, dental technicians, scientists working in institutions conducting research in fields related to dentistry and medicine of the oral cavity, and dentistry students.

§10

Members of the Association are divided into:
a. active,
b. supporting,
c. honorary,
d. life members.

§11

1. An active member, that meets the requirements set in §9, is a citizen of Poland or a foreigner who wants to contribute his social work into realizing the aims of the Association
2. An active member of the Association can be a supporting member pursuant to the decision of a General Meeting of Members, undertaken with a majority of 2/3 of votes, in presence of at least half of the members of the General Meeting of Members.
3. Status of an active member is given by the General Meeting, which provides detailed criteria of acquiring the active membership, and in particular, the way of documenting one’s professional experience and the length of time after which a supporting member may try to acquire an active member’s status. Paragraph 12, point 3 is used accordingly.
4. Founding members have the status of active members upon the moment of the Association’s registration by the proper Court.

§12

1. A supporting member may be a natural person, that meets the requirements set in §9, who wants to contribute his social work into realising the aims of the Association.
2. Entering the supporting member into the Association is pursuant to the decision of the Board undertaken by a simple majority, on the basis of a recommendation of two active members who are familiar with one’s professional achievements.
3. Criteria set in paragraph 11 point 3 include detailed requirements of obtaining a supporting membership and in particular the way of documenting one’s professional experience and the length of time after which the candidate may try to acquire the status of a supporting member.
3a. A supporting member is obligated to pay the entry fee and the contribution within 14 days time from becoming a supporting member, under the pain of expiry of the membership.
4. A supporting member does not have an active or passive voting rights and can not exercise the right to vote during the General Meeting of Members.
5. A supporting member has the right to make use of the Association’s help and equipment free of charge. Furthermore, he or she can:
a. make requests in all cases related to the aims and functioning of the Association,
b. submit recommendations towards the Association’s bodies,
c. possess the Association’s identity card and make use of the Association’s recommendations and care in his activities,

§13

1. A person who made a significant contribution towards the development and activities of the Association can become an honorary member. To become an honorary member, one must obtain recommendations from two members of the Board and the approval in the form of a resolution undertaken by the General Meeting of Members in an open voting by a simple majority with at least half of the members of the General Meeting present.
2. An honorary member has the right to:
a. participate in the General Meeting of Members and the proceedings of the Association’s Management Board in an advisory capacity,
b. make use of active member’s rights, stated in paragraph 17 section 1 point b, c, d, e.
3. An honorary member is not obligated to pay the membership fees and may be invited by the Board to scientific meetings free of charge.

§14

1. Eligible to become a life member shall be anyone who:
a. has been an active member for at least 10 years,
b. discontinued work in one’s profession (disablement or retirement pension) or achieved the age of 65. If the life member returns to professional work and has not yet reached the age of 65, the member automatically becomes an active member.
2. A life member has the right to:
a make use of the Association’s help and equipment free of charge,
b. make requests in all cases related to the aims and functioning of the Association,
c. submit recommendations towards the Association’s bodies,
c. possess the Association’s identity card and make use of the Association’s recommendations and care in his activities,

§15

The Board sets the rules of using the Association’s areas and equipment by its Members.

§16

Each member may resign from the membership in the Association by providing the Board with a written statement.

§17

1. An active member has the right to take part in the activities of the Association,
a. he possesses an active and passive right to vote for the members of the Association’s governing body and may also:
b. make use of the Association’s help and equipment free of charge,
c. make requests in all cases related to the aims and functioning of the Association,
d. submit recommendations towards the Association’s bodies,
c. possess the Association’s identity card and make use of the Association’s recommendations and care in his activities,

§18

With the exception of honorary members, members of the Association have the obligation to:
a. take part in scientific meetings,
b. take part in General Meetings of Members,
c. pay membership fees set up by the Board.

§19

Without any exception, members of the Association have the obligation to:
a. follow the statue, rules, and the resolutions of the Association’s governing body,
b. promote the activities of the Association,
c. promote the good image of the Association,
d. support and actively pursue the aims of the Association.

§20

Membership is terminated upon:
1. A voluntary resignation of a member submitted to the Board in writing.
2. Death of a member.
3. Expulsion of a member from the Association.

§21

1. Expulsion of a member may come to force due to him not following the statute, rules and resolutions of the Association’s governing body, final and legally binding disenfranchisement, breach of principles of social coexistence and unjustified non-payment of membership fees, unjustified lack of participation in scientific meetings and damaging the Association and it’s reputation.
2. The expulsion of an active, life or honorary member is undertaken via the resolution of the Association’s Board based on the request of the Association’s members, by a simple majority of votes with at least half of the members of the Association’s Board present. The aforementioned resolution involving an active, life or honorary member is delivered to the excluded, along with the justification, in writing within 14 days of the decision. Decision of the Board is final.
2a. The expulsion of a supporting member is undertaken by the Board by a simple majority of votes with at least half of the members of the Association’s Board present. The aforementioned resolution involving a supporting member is delivered to the excluded in writing within 14 days of the decision. Decision of the Board is final.
3. To reacquire the membership, one must fulfill his previous financial obligations towards the Association and receive the status of a supporting member under general rules.

Chapter IV The Governing Bodies of the Association

§22

The Governing Bodies of the association are:
1. General Meeting of Members
2. The Board of the Association
3. Audit Committee.

§23

1. Members of the governing body are chosen for a 4 year term.
2. The Board of the Association and the Audit Committee may be dismissed at any time during a General Meeting of Members of the Association in a secret or open vote with a simple majority with at least 3/4 of of eligible members present
General Meeting of Members

§24

1. General Meeting of Members is the highest Governing Body of the Association.
2. General Meeting of Members may be ordinary or extraordinary.

§25

General Meeting of Members is responsible for:
a. the approval of the activities’ programme of the Association
b. the selection and dismissal of the President, Vice President, Treasurer and the other members of the Board,
c. the approval of the nominations for active members
d. the selection and dismissal of the Audit Committee,
e. the approval of the nominations for honorary members,
f. changing the statute under paragraph 37 point 1
g. the approval of next year’s budget,
h. review of the report on the operations of the Board and Audit Committee,
i. issuing resolutions on the matters proposed by the Board of the Association, Audit Committee and the Association’s members,
j. issuing resolutions pertaining to the dissolution of the Association,
k. review of complaints pertaining to the activities of the Board, provided by the Association’s members,
l. granting discharge to the retiring members of the Board or Audit Committee,
m. issuing the approval on the matters of joining international organizations by the Association.
n. Approval of specific criteria of membership under paragraph 11 point 3

§26

In a General Meeting of Members, the following active members or members with an advisory vote may participate: life, honorary, supporting members and invited guests.

§27

1. Ordinary General Meeting of Members is convened by the Board of the Association at least once a year, during the time and place of an annual seminar, if possible.
2. The date of an ordinary General Meeting of Members along with the proposed agenda shall be provided to the members of the Association at least a month in advance by a priority mail or an e-mail.

§28

1. Extraordinary General Meeting of Members is convened:
a. by the resolution of the Board of the Association,
b. at the request of the Audit Committee,
c. at the written request of at least 1/4 eligible to vote members of the Association.
2. The Board of the Association convenes the Extraordinary General Meeting of Members in 3 weeks time from issuing a resolution, mentioned in section 1 point a), issuing a request mentioned in section 1 point b) or from the date of receiving the issue, mentioned in section 1 point c).
3. The date of the Extraordinary General Meeting of Members along with the proposed agenda will be provided to the members, by the Board, at least two weeks in advance by a registered mail or an e-mail.

§29

1. Resolutions of the General Meeting of Members are adopted in an open or closed vote by a simple majority of votes with at least 3/4 of eligible members present, unless further provisions state otherwise.
2. If the scheduled General Meeting does not meet the required amount of eligible members, the resolutions adopted on the following scheduled General Meeting will come into force regardless of the amount of members present.
3. Each active member has one vote.
4. An active member, who will provide justification for his absence may empower another eligible member to represent him and make use of his vote during the General Meeting. Nevertheless, one present member may only represent one absent member.
5. Representation, mentioned in point 4 must be ascertained in writing with clear description of: representee and representor, personally signed by the represented Member.

§30

General Meeting of Members is led by the President chosen by the Meeting. General Meeting is to be concluded with minutes signed by the President and clerk.
The Board of the Association

§31

1. The Board of the Association includes from 4 to 7 members chosen by the General Meeting of Members in a closed voting by a simple majority, with at least half of the members of the General Meeting present.
2. The Board includes:
a. The President
b. The Vice President
c. The Treasurer
e. Other members of the Board.
3. The Board of the Association constitutes itself on the first meeting.
4. Members of the Board of the Association perform their functions voluntarily.
5. Resolutions of the Board are passed by a simple majority of votes with at least half of the members present. Ties are resolved by the President of the Association.

§32

The Board of the Association is responsible for:
1. daily activities of the Association,
2. representing the Association,
3. approving the Association’s budget,
4. the approval of the activities’ programme of the Association
5. creating the annual report on the activities of the Association,
6. expulsion and acceptance of supporting Members,
7. preparing and convening the General Meeting of Members,
8. managing the funds and property of the Association,
9. deciding on membership fees and the entry fee,
10. ruling on penalties for breach of order in the form of:
a. warnings,
b. financial penalties,
c. membership suspension for the duration of 1 to 6 months,
11. issuing and requesting awards, honours and distinctions,
12. creating internal rules and other regulations concerning the Association.

§33

If a member of the Board resigns during his term, his place will be taken by a member who previously received the largest, yet still insufficient amount of votes.
Audit Committee

§34

1. Audit Committee is a supervisory body of the Association.
2. Audit Committee consists of 3-5 members chosen in a General Meeting of Members in a closed vote by a simple majority of votes, with at least half of the General Meeting’s active members present. Audit Committee chooses a president from within their ranks.
3. The Audit Committee’s members can not be on the Board of the Association. If a member resigns during his term, his place will be taken by a member who previously received the largest, yet still insufficient amount of votes.
4. Audit Committee supervises the activities of the Board of the Association. It is in power to perform audits at any time and its obligation is to review the financial reports made by the Board.
Every audit will be concluded by a report. Report on its activities is presented during the General Meeting of Members by the Audit Committee along with a request for the acknowledgement of the fulfillment of duties by the Board of the Association.
5. Resolutions of the Audit Committee are passed by a simple majority of votes with at least half of the members present. Ties are resolved by the President.

Chapter V Funds and Property of the Association

§35

1. Funds and property of the Association includes:
a. movables and immovables,
b. financial assets,
2. Sources and origins of the funds and property of the Association are:
a. membership fees,
b. entry fees,
c. donations,
d. subsidies and grants,
e. inheritance,
f. provisions,
g. public donations and public fund-raising events,
h. business activities,
i. sponsorship agreements,
3. Business and financial activities of the Association is managed by the Board of the Association according to the current calendar year’s budget.

§36

1. The President or the Treasurer of the Association represent the Association and are empowered to incur liabilities, operating in cooperation with other members of the Board, subject to point 2 and 3
2. If the liabilities do not exceed 1000 zł, the decision is made individually by the President
3. Liabilities which are strategic to the good image of the Association, require a decision of the Board made by a simple majority of votes with at least half of the Board’s members present.
4. The Board of the Association may appoint proxies to perform specific duties. Appointing proxies is done in writing otherwise it shall be null and void.

Chapter VI Change of Statute and Dissolving the Association

§37

1. Change of Statute may be passed by the General Meeting of Members by a 2/3 majority of votes with at least 51% of the eligible members present.
2. Dissolving the Association requires a resolution of the General Meeting of Members passed by a qualified majority of 2/3 of all eligible members of the Association.
3. Resolution pertaining to the dissolving of the Association must specify the intended use of the funds, property and the Procedure of liquidation.
4. Matters not regulated by the statute are governed by the Law of Associations act (ustawa Prawo o Stowarzyszeniach).

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