Guidelines

✣ CHAPTER I.   Definition and Score

Article 1 – Name

This is an informal, non-advocacy association of executives of pharmaceutical and related companies in Japan called PHARMA DELEGATES.

Article 2 – Objectives

  • The scope of PHARMA DELEGATES is to meet regularly in order to exchange general information and to discuss items of common interest related to the health care industry, through communication and social contact in a club-like atmosphere.
  • The association is not intended to serve and will never be used to serve the interests of one or a minority of Members.
  • All communications, conversations and presentations at all gatherings, meetings and events held by PHARMA DELEGATES are considered “OFF THE RECORD” and strictly confidential (not intended for public consumption), unless expressly announced to be otherwise.

✣ CHAPTER II.    Eligibility of Members

Article 3 – Eligibility

Any executive of a company operating in the health care field in Japan or providing services to the health care industry in Japan (market research, advertising, publishing, etc.) is eligible for membership. Should a Member be unable to attend a meeting, such Member may delegate his or her right to attend to an associate. Additional delegates for the same company may attend meetings by additional memberships or at an extra entrance charge per meeting (see Article 22).

Article 4 – Application

A prospective member should apply for membership by completing a membership application form and forwarding such form to the PHARMA DELEGATES secretariat. The Executive Committee reserves the right to refuse a membership application not fulfilling the eligibility requirements, but will inform the applicant of such a decision.

Article 5 – Resignation

A Member can resign at any time by written notice addressed to the Executive Committee. A Member should be considered as resigned if such Member fails to pay the membership dues.

✣ CHAPTER III.    Officers, Executive Committee, and Author

Article 6 – Officers and Executive Committee

For each term of office (see Article 7 below) three Officers are elected by the Membership:

    1. Chairman
    2. Vice Chairman
    3. Treasurer

The Chairman will appoint a standing Executive Committee of at least three Members.

Article 7 – Term of office

The term of office (or “term”) is one year from 01. July of one year to 30. June of the following year.

Article 8 – Election of Officers

The Membership elects Officers for the following term at the last meeting of the term (June).

Article 9 – Chairman and Vice Chairman

The Chairman leads the association activities and chairs Executive Committee meetings. In the Chairman’s absence, the Vice Chairman assumes responsibility for these duties.

Article 10 – Vice Chairman

Assists the Chairman.

Article 11 – Treasurer

Administers the funds of the club.

Article 12 – Auditor

The Executive Committee will appoint an Auditor at the beginning of the term. The Auditor checks the accounts of the association, all documents being open for investigation at any time. The Auditor will submit a report at the first meeting after the close of the financial year.

Article 13 – Resignation of an Officer or Auditor

Should an Officer or the Auditor resign his/her post during the term, the Executive Committee will nominate a successor for the remainder of the term, such nomination to be approved by the majority of the Members according the process outlined in the ‘Change of Rules’ in Article 23 below.

✣ CHAPTER IV.   Funding

Article 14 – Bank Account

All funds of the association shall be kept in a bank account of the association, open to the Treasurer and to the Chairman. Checks or withdrawals of monies payable from the account may be signed by the Treasurer (or the Chairman in the Treasurer’s absence).

Article 15 – Membership Dues

    • Each member will pay Yen 130,000 annually. Dues may be adjusted from year to year on recommendation of the Executive Committee, followed by inclusion of such proposed changes in the ballot for annual election with its adoption by majority vote of Memberss
    • If a Member joins at a time within the term, the following dues will be charged: Until January 31: full After January 31: half
    • Dues must be paid by the time of the first regular meeting (September) of the term.
    • Dues payment is by remittance to the designated bank account.

Article 16 – Expenses

Membership dues will cover the following expenses:

Meals and drinks on occasion of the regular association meetings.

    • Meeting room
    • Honorarium (if required)
    • Costs of the secretariat
    • Costs of the website
    • Mailing expenses
    • Other necessary expenses decided by the Executive Committee

Article 17 – Financial Year

The financial year is the same as the term of office. Remaining funds at the end of the financial year will be carried forward to the following year.

Article 18 – Suspension of Operation, Liquidation

If the Membership decides by majority at a regular meeting attended by at least half of all Members [or at the next following meeting attended by at least twenty Members, (similar to procedure in Article 23)] to suspend activities for a period of time less than one year, the last elected Executive Committee will be responsible for the safekeeping of the funds. In case the length of suspension is longer than one year or of an undetermined length, PHARMA DELEGATES will go into liquidation. If at the moment of the liquidation, after satisfaction of all debts and obligations, any assets are remaining, they will be donated to a charitable organization designated by the Members in attendance. If at the moment of liquidation, the available funds are insufficient to cover debts and obligations, all members will be jointly liable for the outstanding accounts.

Article 19 – Balanced Income and Expenses

The Executive Committee shall endeavor to balance each year’s income and expenses.

✣ CHAPTER V.   Call of Meetings

Article 20 – Meetings

  • Meetings are held usually once a month, except in July and August. Additional meetings can be proposed by the Executive Committee to the Membership.
  • In principle, each meeting should have a subject for discussion. An invited speaker, or a panel selected from the Membership, may lead the discussion.

Article 21 – Calling of Meetings

Meetings will normally be held at lunchtime on the third Wednesday of each month during the term. A confirmation of each meeting will be mailed to Members three weeks in advance of each meeting. The speaker, subject, date and place will be specified, and Members and their guest’s reservations must be received preferably in writing at least three business days before the meeting. Non-members’ reservations will be invoiced if they do not show up or cancel with less than three day’s notice.

Article 22 – Meetings Attendance

Any person with membership rights may attend meetings. Guests attending a meeting must be sponsored by a Member who will be responsible for an attendance fee in cash as specified in the attached fee schedule.

✣ CHAPTER VI.   Rules

Article 23 – Change of Rules

The Rules can be changed at any time if the proposal is notified to the Membership at least one week in advance and is approved by the majority of Members present at a regular meeting of at least half of all PHARMA DELEGATES Members. If this quorum is not reached, the matter for change will be placed on the agenda of the next following meeting and informed to all Members accordingly, in advance. At that meeting, at least twenty Members must be in attendance to decide on the specific matter for change, by majority. Version 4.0 approved by the Membership on 7 July 2023

Attachment: Fee Schedule

A. Yearly membership dues: 130,000
Yen

B. Regular meeting attendance fee

– For guests from a Member company 15,000 Yen

– For guests from a non-member company 18,000 Yen

C. Voucher:

Voucher is given to a Member company as an incentive for referring a New member or for referring a guest from a non-member company to a regular meeting. The amount of Voucher shall be as follows.

– Yen 15,000 Voucher per New member referral

– Yen 3,000 Voucher per guest from a non-member company referral

    • Voucher can be used for any Pharma Delegates activities (e.g., membership dues, regular meetings, additional events, etc.).
    • Voucher can be used for Yearly membership dues of referred New member or Regular meeting attendance fee of referred guests.
    • Voucher is non-refundable to cash.
    • Voucher is valid for 2 terms.
    • New member means Member who have not been Member during the previous term.

Version 4.0 approved on August, 2023