STATUTES

INTERNATIONAL CONFERENCE OF YOUNG SCIENTISTS
STATUTES
Article 1 – Name, Seat and Duration

  1. The foundation is named: “Foundation of the International Conference of Young
    Scientists”
  2. The foundation is domiciled in the municipality of Budapest, Hungary.
  3. The foundation is established for an indefinite period of time.
  4. The International Conference of Young Scientists is founded by the Eötvös Loránd
    University, Budapest, Hungary and the Belarusian State University, Minsk, Belarus.
    Article 2 – Purpose
  5. The purpose of the foundation is:
    a) to popularize scientific research amongst school students;
    b) to stimulate the scientific careers of youngsters;
    c) to promote the communication and friendship between youngsters.
  6. The foundation effectuates its purposes by organizing an annual conference, named the
    “International Conference of Young Scientists” at a location determined by the Steering
    Committee (SC) in accordance with the Local Organizing Committee (LOC).
    Article 3 – Assets
  7. The foundation’s assets exist of:
    a) contributions of participants;
    b) subsidies and donations;
    c) endowments, heirlooms, and specific legacies;
    d) compensations for the activities as set out in article 2, paragraph 2;
    e) all other incomes and acquisitions.
    Article 4 – Committees
    The foundation recognizes several committees.
  8. The SC can establish committees with a specific task, according to the rules prescribed
    in the regulations. Regulations relating to the composition, tasks and competence of
    each committee and committee member need to be discussed and approved by the SC
    before the appointment of the committee members.
  9. According to the rules laid down in the regulations, every year an LOC is established.
    Article 5 – Steering Committee
  10. The foundation’s SC consists of at least three members and is appointed by this deed for
    the first time. At least one member of the SC shall be a representative of the Eötvös
    Loránd University Budapest, Hungary and at least one member shall be a representative
    of the Belarusian State University, Minsk, Belarus. The President of the LOC of the
    next host country shall be represented in the SC as a member up to one month after the
    conference is over. The number of SC members will be determined by the SC
    unanimously, with due observance of the provision set out in the previous sentence. To
    be appointed as member of the SC, he/she should be available for at least one year.
  11. The SC embodies a president, a secretary, and a treasurer. One person cannot carry out
    more than one function.
  12. When one (or more) vacanc(y)(ies) occur(s) as a result of the departure of (a) member(s)
    of the SC a meeting of the SC will fill this vacancy by appointing one (or more)
    successor(s).
  13. A member appointed for an interim vacancy must resign at the time prescribed for the
    SC member being replaced.
  14. If one or more SC member(s) are/is missing, for whatever reason, the remaining SC
    member(s) will nevertheless form a legal entity.
  15. SC members are appointed for a period of four years.
  16. Outgoing members of the SC can be re-appointed immediately.
    Article 6 – Steering Committee meetings and decisions
  17. SC meetings can only be convened by the President or by two other SC members
    together, as often as he/she/they think is necessary.
  18. A written notice to convene a meeting is sent to the addresses of the members of the SC.
  19. An SC meeting should be held at least once a year. This annual meeting is held not later
    than six months after the end of the fiscal year. During this annual meeting, the
    following subjects must be addressed:
    a) the annual report and accounts, as referred to in Article 9;
    b) vacancies, if any;
    c) proposals as announced in the written notice.
  20. The SC meeting is chaired by the president. If the president is absent, the meeting will
    appoint an SC member to chair the meeting.
  21. Unless otherwise provided by the articles of association or by law all resolutions of the
    meeting of SC members will be adopted by an absolute majority of the votes cast.
  22. Votes will be cast orally, unless the president or another person holding the right to vote
    considers a vote by ballot more desirable.
  23. As long as all members of the SC are present or attended by proxy, valid resolutions can
    be adopted on condition that these resolutions are adopted unanimously.
  24. Resolutions adopted can concern any submitted subject — also proposals on amending
    the articles of association or to dissolve the foundation — without issuing a notice in
    advance or dealing with other prescribed manners and formalities concerning the
    convening of meetings.
  25. The SC can also adopt resolutions without holding a meeting, on the condition that all
    SC members are provided an opportunity — in writing or by any other means of
    communication — to voice their opinion. If a resolution is adopted in this manner, the
    secretary will draw up a report of the statements. This report will be included in the
    minutes, after being co-signed by the President.
    Article 7 – Authority and representation of the Steering Committee
  26. The SC is responsible for managing the foundation.
  27. The SC is authorized to decide to enter into agreements of acquisition, alienation and
    encumbrance of registered properties.
  28. The SC is also authorized to decide to enter into agreements, whereby the foundation
    binds itself as a surety or commits itself as a joint or several debtor, or to warrant
    performance by a third party or to provide security for a debt of an other party.
  29. The SC will supervise the proper conduct of the Conference as executed by the Local
    Organizing Committee (LOC).
  30. The SC will approve the rules and guidelines for the proper conduct of the Conference
    as suggested by the LOC;
  31. The SC will determine the scientific fields. Any additional categories suggested will
    also need the SC’s approval;
  32. Based on the LOC’s suggestions, the SC will decide which countries can participate in
    the Conference.
    Article 8 – Representation
  33. The SC represents the foundation legally and otherwise.
  34. The authority to represent the foundation may be delegated to two SC members, when
    acting jointly.
  35. The SC can authorize one or more SC members to represent the foundation as well as a
    third party.
    Article 9 – Termination of membership of the Steering Committee
    Membership of the SC terminates:
    a) by periodical resignation,
    b) on the death of a SC member,
    c) when an SC member is placed under tutelage,
    d) by written resignation (retirement),
    e) when a member ends its participation in the foundation,
    f) when a member is dismissed by the other SC members acting jointly.
    Article 10 – Fiscal year, annual report and accounts
  36. The fiscal year of the foundation runs from the first of July up to and including the
    thirtieth of June of every following year.
  37. Within six months after the end of every fiscal year, the treasurer will draw up the
    balance sheet (annual report) and the annual accounts. The annual report and accounts
    will be signed by all SC members if found correct.
  38. The SC can have the annual report and accounts audited by a chartered accountant.
    Article 11 – The Local Organizing Committee
  39. The LOC determines, with the SC’s agreement, in the period from April till June the
    dates of the Conference for which they are responsible.
  40. The LOC determines, with the SC’s agreement, the maximum number of participants in
    the Conference.
  41. The LOC is responsible for the organization and the proper conduct of the Conference.
    Article 12 – The Delegations
  42. The invitation to each country to participate in the ICYS will go through a Country
    Representative. The Country Representative is responsible for transferring the information
    to and from the person/organization responsible for the selection of that country’s
    delegation members. The Country Representative will be appointed by the SC and his/her
    name published on the central ICYS website. The representatives of the country should
    attend the conference.
  43. Every invited country is represented by a delegation of at most six students and two
    leaders.
  44. At the discretion of the LOC, and upon the approval by the SC, the number of the
    delegation members may be extended.
  45. Normally the students of the delegations are the winners of national or regional
    competitions.
  46. At the dates of the Conference the students have not entered any kind of higher
    education nor will their age exceed 20 years.
  47. All countries who participated as observer and/or with a delegation during the past three
    years in the Conference have the right to be invited to be present with a delegation.
    Article 13 – Regulations
  48. The SC is authorized to draw up regulations concerning all subjects that are not
    contained in the Regulations.
  49. Complementary regulations made by the SC may not be in conflict with the Law or the
    Regulations.
  50. The SC is authorized to abolish or to amend the Regulations.
  51. Drawing up regulations as well as amending or abolishing the Regulations is possible
    after application of what is set out in Article 14.
    Article 14 – Amendment to the articles of the foundation
    The SC is authorized to, when approved with a two-third majority, to amend the regulations
    and to let the foundation merge within the meaning of the law, with another legal person.
    These resolutions can only be adopted unanimously during a meeting where all members
    of the SC are present or attended by proxy without there being a vacancy.
    Article 15 – Dissolution and Liquidation
  52. The SC is authorized to, with a two-third majority of the votes cast in the affirmative;
    dissolve the foundation, with application of what is stipulated in Article 14.
  53. The foundation will continue to exist after dissolution, to make liquidation of the
    foundation’s assets possible.
  54. Liquidation is effected by the SC, unless the SC appoints a third party as a liquidator.
  55. The provisions laid down in these regulations need to remain in effect as much as
    possible during liquidation.
  56. In case of a credit balance the foundation’s money will be spent in accordance with the
    purpose of the foundation.
  57. At the end of the liquidation all record and document of the foundation will be deposited
    with the youngest liquidator during ten years.
    Article 16 – Final stipulation
  58. In cases not provided for by the regulations or by Law the SC decides. The SC needs
    to render account of its decisions to the members.
  59. Finally, the person appearing declared that the following persons will be appointed to
    the SC for the first time:
    a) Zsuzsanna Rajkovits (Eötvös University, Budapest, Hungary), as president;
    b) Leonid Markovich (Belarusian State University, Minsk, Belarus) as vice-president;
    c) Hans Jordens (University of Groningen, Groningen, The Netherlands), as member;
    d) Andrey Timoshchenko (International Sakharov Environmental University, Minsk,
    Belarus), as member.
  60. The official version of the ICYS Statutes and Regulations is only valid on the central
    ICYS website.
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