Constitution and By-Laws

November 1995
revised June 2000

Article I: Constitution

SECTION-A : NAME

The name of this organization will be EMIRATES SOCIETY OF GEOSCIENCE (E.S.G.).

The ESG is affiliated to the American Association of Petroleum Geologists (AAPG)

SECTION-B : PURPOSE

The purpose of the Society is to provide a forum for Geoscientists in the Emirates to promote the advancement of knowledge in geology, geophysics and related technologies.

SECTION-C : ORGANIZATION

C.1 Membership

• Active Member – A qualified technical person working in energy and mineral exploration and producing companies, associated service companies, government and education institutions in the United Arab Emirates.

• Student Member – a full-time student in good standing at an educational establishment.

• Honorary Member – A person who has received recognition for outstanding service to the ESG.

An annual membership fee is payable to the Society by individuals seeking to become active or student members.

C.2 Executive Committee

The Executive Committee of the Society, the Chairman, Vice-Chairman, the Advisor (Past-Chairman), the Secretary, the Assistant Secretary, the Treasurer, the Program Secretary, the Membership Secretary, the Sponsorship Secretary, the Field Trip Secretary and two Coordinators (one for Al-Ain and one for the Northern Emirates).

The Chairman and the Executive Committee Members may also choose and appoint a number of Directors who will serve as advisers to the Executive Committee, and assist the Executive Committee in carrying out their duties and responsibilities. Honorary Members may be elected at the discretion of the Executive Committee.

SECTION-D : CODE ETHICS

Each member will be guided by high standards of business ethics, personal honor and conduct and abide by commonly accepted standards of professional morality and responsibility.

SECTION-E : AMENDMENT

This constitution may be amended by a 3/4-majority vote of the members present in a GENERAL MEETING in which such amendment has been written and members notified as described in Section-D above.

SECTION-F : TERMS FOR TERMINATION OF ESG

The ESG is a non-profitable organization. In the event of termination of the ESG, any remaining assets will be distributed to charitable, scientific or educational institutions in the U.A.E. to be decided by simple majority vote of the Executive Committee.

Article II: By-Laws

SECTION-A : HEAD OFFICE

The Head Office of the Society will be in the United Arab Emirates, at the offices of the Chairman.

SECTION-B : EXECUTIVE COMMITTEE

B.1 Chairman

The Chairman will head the Executive Committee and preside over meetings. He/She will represent and direct the Society’s activities. He/she will render a year-end report to members outlining the accomplishments of the Society for the previous year. He/she will be the spokesman for the Society on all matters pertaining to the public. The Chairman will be responsible for management of the business of the Society, subject to the approval of the Executive Committee. The Chairman may nominate several Directors, and appoints delegates to cooperating organizations to represent the Society (subject to the Executive Committee’s assessment for final selection and approval).

B.2 Vice-Chairman

The Vice-Chairman will perform the duties of the Chairman in the absence or inability of the Chairman to serve. He/she will assist the Chairman in carrying out the activities of the Society.

B.3 Advisor (Past-Chairman)

The Past-Chairman will serve as an Advisor for the Executive Committee for one (1) year as such and in the following year of his service as Chairman. The Advisor shall have no administrative authority except as a member of the Executive Committee.

B.4 Secretary

The Secretary will record and keep minutes of all meetings of the Society. He/she will issue notices of meetings and prepare the agenda for each meeting.

B.5 Assistant Secretary

The Assistant Secretary will act as Secretary in the absence of the Secretary.

B.6 Treasurer

The Treasurer will be responsible for monitoring the financial affairs of the Society. He/she will prepare financial reports, especially on receipts and disbursements of funds, and submit these regularly to the Chairman. He/she will act upon the instruction of the Chairman or the Executive Committee to check and prepare for the settlement of invoices and other accounts payable. All payables will be approved and endorsed only by the Chairman or the Vice-Chairman.

B.7 Programme Secretary

He/she will be responsible with the help of the Executive Committee, to arrange the topics, which will be presented to the Society, and to publish the Society Bulletin. He/she may select 2 members from the Executive Committee to help in this work.

B.8 Membership Secretary

He/she will endeavor to recruit new members to the ESG and ensure the prompt collection of dues from existing members. He/she may select 2 members from the Executive Committee to help in this work.

B.9 Sponsorship Secretary

He/she will responsible for all contacts with operating or service companies in the United Arab Emirates in order to raise funds to nourish and support the functions and meetings expenses.

B.10 Field Trip Secretary

He/she will be responsible for arranging geological field trips. He/she may select 2 members from the Executive Committee to help in this work.

B.11 Coordinators (Al-Ain & Northern Emirates)

Two Coordinators will be responsible for coordinating with the Membership Secretary to recruit new members from Al-Ain and the Northern Emirates, and for encouraging the present members in those respective areas to attend the Society’s meetings.

B.12 Director(s)

The function of the Director(s) is to assist the Society in the formulation of policies. They may also volunteer to assume responsibilities for specific executive tasks.

SECTION-C : FISCAL YEAR

The fiscal year of the Society will start 1^st January and end on 31^st December of each year. Extension of the fiscal year is prohibited unless otherwise approved by the Executive Committee, and the members will be informed accordingly through official letters.

SECTION-D : GENERAL MEETING

Business of the Society that should be approved by vote of the members (e.g., election of officers, amending the Constitution) must be conducted at a General Meeting. Such a meeting must be announced at the previous Monthly Technical Meeting and in the Bulletin preceding the General Meeting, but not less than two weeks prior to the date of the General Meeting. The announcements must include a statement of the business to be conducted at the meeting and a description of the requirements of a General Meeting.

The General Meeting will be considered official and valid only if more than 50% of the paid-up Active Members are present. If the attendance is less than 50%, then the Chairman will call for another meeting within a minimum of one hour and a maximum of one week. Thereafter, at that meeting, the General meeting will be conducted irrespective of the percentage of attendees.

A General Meeting will be held towards the end of the fiscal year, at any date that may be selected by the Executive Committee.

A General Meeting should be used to approve any amendment(s) to the Constitution.

SECTION-E : THE ELECTION PROCEDURES

E.1 The Secretary of the Committee will advise legitimate Society members and honorary members, who are interested to serve as officers of the Executive Committee, to submit their names to the Committee, at least 1 month before the election date.

E.2 Aspiring candidates will submit their applications within a maximum of two weeks from the date of invitation, and no further applications will be accepted thereafter.

E.3 A list of candidates will be published in the Society Bulletin before the General Meeting, but no less than two weeks before the election date.

E.4 The election of officers for the Executive Committee will be held at a General Meeting.

E.5 In event of only one candidate applying to run for a position, balloting procedure will still be followed in order to confirm his/her appointment. In case of a tie vote, a re-election will be conducted.

SECTION-F : MONTHLY MEETINGS

The Executive Committee will ensure holding a minimum of one Monthly Technical Meeting of the ESG.

The Program Committee will make the necessary arrangements.

SECTION-G : VACANCIES

In the event of an officer not being able to serve his/her full term, a vacancy will be declared by the remaining officers. The remaining officers, by simple majority vote will elect the replacement and the elected officer will serve for the remainder of the term.