International Congresses of Dipterology

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Council Constitution

Table of Contents
Part A - Organization and Internal Procedures
  Article I
Article II
Article III
Article IV
Article V
Article VI
Article VII
Name
Purpose
Membership
Officers
Council Meetings and Interim Transaction of Business
Finances of the Council
Nominations and Elections
Part B - Functions and Relations with Other Bodies
  Article VIII
Article IX
Article X
Article XI
Functions of the Council
Relationships with Sponsoring Bodies
Election of Honorary Members of the Congress
Resolutions
Part C - Amendments
  Article XII

Amendments
 


Articles
Article I – Name
  Section 1 The name of this organization is the Council for International Congresses of Dipterology.

Article II – Purpose
  Section 1 The purpose of the Council is to provide continuity and direction for the International Congresses of Dipterology.

Article III – Membership
  Section 1 The Council shall consist of not more than 15 members, who shall represent as wide a field as possible both geographically and by dipterological discipline. Membership in the Council shall be limited to distinguished dipterists who are interested in the welfare and future of the International Congresses of Dipterology.
  Section 2 Members shall be elected to the Council by procedures set forth in Article VII. Terms of members who are elected in the interval between Congresses shall begin upon election and end at the close of the Final Plenary Session of the second Congress following. Terms of members elected during a Congress shall begin with the close of the Final Plenary Session of that Congress and end at the close of the Final Plenary Session of the second Congress following.
  Section 3 Honorary Members of the International Congresses of Dipterology may not serve on the Council. Any member of the Council who is elected to Honorary Membership shall be deemed to have resigned from the Council, effective upon ratification of the appointment.

Article IV – Officers
  Section 1 The officers of the Council shall be a Chair, a Vice-Chair, and a Secretary-Treasurer. They shall be elected by the Council by procedures set forth in Section 2 of this Article, and shall serve from the close of the Final Plenary Session of the Congress at which they are elected until the close of the Final Plenary Session of the next Congress. The Chair and Vice-Chair shall not serve for more than two consecutive Congresses.
  Section 2 At the first business session of the Council at a Congress, the Chair shall call for nominations for the offices of the Council indicating in each case whether the current office holder is eligible and is willing to serve again. Any member of the Council may nominate a candidate for each position. To be valid each nomination must be seconded by another member of the Council. At the close of nominations, the Chair shall declare any unopposed candidate elected, and shall set the time, before the Final Plenary Session of the Congress, at which the election to each contested position will take place. At the time set by the Chair, members of the Council in attendance at the Congress shall vote for the candidates by secret ballot. A majority of votes cast shall be required for election; if no candidate for a particular contested office receives a majority of the votes cast on the first ballot, the members shall immediately cast a second ballot to choose between the two candidates who received the greatest number of votes for that office on the first ballot. A tie for second place on the first ballot shall be broken by lot drawn by the Chair so that the second ballot shall contain only two names.
  Section 3 If a vacancy occurs in the office of Chair in the interval between Congresses, the Vice-Chair shall become Chair for the remainder of the term. If a vacancy occurs in the office of Vice-Chair or Secretary-Treasurer, the vacancy shall be filled by appointment by the Chair for the remainder of the term. In the event that a person is elevated from the office of Vice-Chair to the office of Chair, or is appointed to fill a vacancy in the office of Vice-Chair or Secretary-Treasurer, the partial term thus served shall not limit his/her eligibility to serve for the consecutive full terms specified in Section 1 of this Article.
  Section 4 All officers of the Council are voting members of the Council. When a person who is not a member of the Council is elected as an officer of the Council, then that election will include election to a term of membership of the Council with the same starting date. Should that person cease to be an officer of the Council during the term of membership, his/her membership of the Council shall remain in effect until the regular end of that term.
  Section 5 The Chair shall preside at all meetings of the Council. The Chair shall report to the Opening and Final Plenary Sessions of the Congress on such matters as the welfare of Dipterology and the Congresses, and the activities of the Council including changes in its membership and officers. The Chair shall be responsible for the affairs of the Council in the interim between Congresses, subject to the advice and consent of the Council on matters of policy. The Chair shall solicit invitations for sponsorship of the next Congress, and shall perform other duties specified in this Constitution. The Chair shall inform Council members periodically of the affairs of the Council.
  Section 6 The Vice-Chair shall serve as Chair in the absence or incapacity of the Chair, and shall perform such other duties as may be delegated by the Chair.
  Section 7 The Secretary-Treasurer shall keep the records and minutes of the Council, and shall present an accounting of the finances of the Council at the first meeting of the Council at each Congress (see Article VI.3). In consultation with the Chair, the Secretary-Treasurer shall prepare and distribute a tentative agenda for the meetings of the Council before the time of each meeting. The Secretary-Treasurer shall maintain and distribute to the Council annually, if there are any changes, a roster of Council members and Honorary Members of the International Congresses of Dipterology, together with their current addresses and birthdates. The Secretary-Treasurer shall perform other duties specified in this Constitution and as may be delegated by the Chair. The Chair may instruct the Secretary-Treasurer to give part of the account of the affairs of the Council at the Final Plenary Session of a Congress, and may delegate duties to the Secretary-Treasurer in connection with the affairs of the Council in the interval between Congresses.

Article V – Council Meetings and Interim Transaction of Business
  Section 1 The Council shall hold at least two business meetings during each Congress of Dipterology. Meetings between these Congresses may be called by the Chair or by the Secretary-Treasurer after consultation with the Chair.
  Section 2 A majority of the Council members attending a Congress shall constitute a quorum at meetings held during a Congress. In the case of meetings between Congresses, a majority of elected members shall constitute a quorum. If a quorum is not present, the votes of members present shall be supplemented by a postal ballot of absent members with respect to any decisions proposed.
Except as otherwise provided in this Constitution, a simple majority of members voting shall be required to pass any motion. Voting by proxy shall not be permitted.
  Section 3 The procedure for postal ballot shall be as follows: The Chair or Secretary-Treasurer at the direction of the Chair shall post a ballot paper to the last known address of each member of the Council from whom a postal vote is sought. The votes received shall be counted after two months. If the votes of members from whom no reply has been received could affect the result of the ballot, a second copy of the ballot paper shall be posted to these members. Members from whom no reply has been received after a further two months shall be deemed to have abstained from voting.

Article VI – Finances of the Council
  Section 1 Funds of the Council shall be administered by the Secretary-Treasurer as directed by the Council, but shall be deposited with a body such as a national society, museum, or institution, which is approved by the Council and has its accounts subjected annually or more often to an audit. Funds for the Council may be obtained from such sources as grants, monies from individual Congresses (Article IX.5), and the sale of Congress Proceedings donated to the Council.
  Section 2 The expenses of the Chair and the Secretary-Treasurer may be paid from Council funds to enable these officers to attend International Congresses of Dipterology. Expenses of other members of the Council (except for those of the Vice-Chair when acting instead of the Chair) shall not be paid from Council funds.
  Section 3 At the first meeting of the Council during a Congress of Dipterology, the Secretary-Treasurer shall provide each member with a copy of the accounts, countersigned by a representative of the body holding the Council's funds and covering the period from the last presentation of accounts.

Article VII – Nominations and Elections
  Section 1 Vacancies. A vacancy on the Council shall occur when a member's term expires, or when a member has resigned or died. Vacancies shall be filled by vote of the Council.
Non-response to communications from the Council for a period in excess of one year, including at least one letter quoting this Section of the Constitution, will be deemed a resignation.
  Section 2 Nominations. Any two members of the Council may nominate a candidate for any vacancy that exists on Council. Each nomination, whether for postal ballot or for election during a Congress, shall be conveyed to the Secretary-Treasurer in writing, and shall be accompanied by a curriculum vitae including the candidate's birthdate and qualifications for service on the Council.
  Section 3 Postal ballots. Nominators may request a postal ballot for nominations received by the Secretary-Treasurer more than six (6) months before the next meeting of Council. The Secretary-Treasurer shall distribute to members of the Council a ballot paper indicating the number of vacancies and listing the names of the candidates, together with their curriculum vitae. Members of the Council shall indicate as first priority either their wish to proceed with the election or their wish to defer decision until the next Congress. In any case they should indicate their choice of the candidates or they should indicate that they do not wish to cast any or all of their votes in favour of any or all of the candidates. Such negative votes will be taken into account when determining whether a candidate has received a majority vote. Each member shall cast only one vote for any candidate, but will have as many votes to cast as there are vacancies for which candidates have been nominated. A majority of the votes cast shall be required for election but if 5 members vote for deferment to the next Congress this will take precedence over other decisions.
When all positions are not filled by a majority vote the nominators of unsuccessful candidates may request a further postal ballot after an interval of six (6) months.
  Section 4 Election during a Congress. At the first business meeting of the Council during each Congress, the Chair shall call for nominations to fill vacancies on Council, and shall announce which retiring members are eligible for re-election and willing to serve again. The duration of service for ordinary Council members will not exceed two consecutive terms, and for the serving Chair and Vice-Chair three consecutive terms. The Secretary-Treasurer shall distribute to all Council members attending a Congress the details of each nominee as specified in Article VII.2. These details shall be distributed not later than the day before the business meeting during which the election is held. The Secretary-Treasurer shall prepare a ballot paper listing the names and birthdates of the candidates. Members of the Council in attendance at the meeting shall cast their votes for each vacancy separately. A majority of the votes cast for each vacancy shall be required for election. If no candidate for a position receives a majority vote at the first ballot, a second ballot shall be held immediately to choose between the two candidates for that position who received the greatest number of votes at the first ballot. A tie for second place on the first ballot shall be broken by lot drawn by the Chair so that the second ballot shall contain only two (2) names.

Article VIII – Functions of the Council
  Section 1 The Council shall receive and consider invitations for the next Congress, and shall normally announce the time and place of the next Congress at the Final Plenary Session of each Congress. Place means the country and city in which the Congress will be held. Selection of the place is dependent on receipt of an invitation on behalf of an appropriate body. Time means the year in which the Congress will be held. Congresses will normally be held at intervals of four (4) years, midway between International Congresses of Entomology (so long as the latter continue to be organized at four-year intervals). The exact dates of each Congress will be set by the sponsoring body.
  Section 2 The Council may cancel the accreditation of a sponsoring body to organize the next Congress, if it determines that the Congress is not being effectively organized. In the event of such cancellation or resignation of the accreditation by the sponsoring body, the Council shall reassign the Congress as soon as possible and announce the new time and place of the next Congress.
  Section 3 The Council shall provide advice to the body sponsoring a Congress, on structure, length and scope, and on other matters pursuant to Article IX.
  Section 4 The Council shall elect Honorary Members of the International Congresses of Dipterology, pursuant to Article X.
  Section 5 The Council shall receive and act on proposed resolutions at the Congresses, pursuant to Article XI.
  Section 6 The Council shall undertake such other duties, including duties laid upon it by a Congress, as may be necessary to implement this Constitution. The Council shall attend to any business arising from the affairs of past or future Congresses, provided that the Council shall not be required to assume responsibility for the debts of the sponsoring body of any Congress.

Article IX – Relationships with Sponsoring Bodies
  Section 1 The Council shall appoint a Liaison Officer who shall be a member of the Organizing Committee appointed by the body sponsoring each Congress. The Liaison Officer shall be responsible for facilitating communication between the Council and the Organizing Committee.
  Section 2 The Council shall provide advice, as needed, to any body sponsoring a Congress on any aspect of Congress affairs; however, except as specified herein, the sponsoring body shall have ultimate authority and responsibility with respect to Congress affairs.
  Section 3 Subject to concurrence by the Council in any proposed major changes in the Scientific Program, each Congress is responsible for division of the Program into sections and for the content of the Program.
  Section 4 The President, Secretary and Liaison Officer of each Congress may be invited to attend and take part in meetings of the Council during a Congress, but shall not thereby become voting members of the Council.
  Section 5 Each Congress of Dipterology will contribute financially to help defray necessary expenses of the Council. The amount and manner of support will be negotiated at the time of acceptance of the invitation to hold their Congress.
  Section 6 The Secretary-Treasurer shall make a current copy of this Constitution available to the Secretary of each Congress.

Article X – Election of Honorary Members of the Congresses
  Section 1 Honorary Members of the International Congresses of Dipterology shall be elected for life by the Council. Each election shall be announced at the next Plenary Session convened after the Honorary Member has been elected and the appointment shall take effect upon such announcement.
  Section 2 Honorary Members shall be elected from among dipterists who have made outstanding contributions to dipterological knowledge, who have influenced dipterology substantially both within and outside their own countries or regions, and who have made important contributions to the International Congresses of Dipterology.
  Section 3 Honorary Membership appointments shall be so arranged that there shall not be more than ten (10) Honorary Members.
  Section 4 Honorary Members, regardless of their age, shall be exempt from payment of registration fees for International Congresses. The Congress may, at its discretion, invite any or all Honorary Members to attend a Congress at the expense of the Congress.
  Section 5 Election of Honorary Members shall be held only at meetings of the Council held during a Congress of Dipterology. Any two members of the Council may nominate a candidate or candidates for Honorary Membership. Each nomination shall be conveyed to the Secretary-Treasurer in writing, and shall be accompanied by a statement of the candidate's birthdate and qualifications. This information shall be distributed to Council members attending the Congress not later than the day before the election.
The Secretary-Treasurer shall prepare a ballot paper listing the names and birthdates of the candidates. The ballot paper shall be distributed to members of the Council at the business session designated by the Chair. An affirmative vote of three-quarters of the members in attendance at the Congress shall be required for election to Honorary Membership. If the required majority is not attained to fill available vacancies a special meeting at which a further vote is taken may be called on the instruction of the Chair.
  Section 6 If any member of Council has been nominated a candidate for Honorary Membership, the election of Honorary Members shall precede any election of Council members and officers.

Article XI – Resolutions
  Section 1 The Council shall consider and recommend action by a Congress on properly presented resolutions, whether such resolutions are initiated within the Council, within the Organizing Committee of the Congress, adopted by a Section or Workshop of the Congress, or presented by any group of twenty (20) or more persons in attendance at the Congress. Resolutions must be relevant to Dipterology or to the business of the Congress, and shall not be political in nature.
  Section 2 The Secretary-Treasurer will receive proposed resolutions for consideration by Council at its final meeting before the Final Plenary Session. The Council may edit resolutions for clarity, linguistic correctness and consistency of presentation, and may combine resolutions with overlapping content. The Scretary-Treasurer will cause the resolutions (after editing) to be posted on a bulletin board or otherwise announced prior to the Final Plenary Session.
  Section 3 The Chair or Secretary-Treasurer shall read the proposed resolutions and announce the Council's recommendations upon them at the Final Plenary Session prior to the Congress voting upon them.
  Section 4 The Council shall take subsequent action required by resolutions of a Congress of Dipterology, insofar as such action is consistent with this Constitution, and may represent dipterists with respect to possible implementation of Congress resolutions by national or international bodies.

Article XII – Amendments
  Section 1 Amendments to this Constitution may be proposed by any two members of the Council, and shall be adopted if two-thirds of all Council members, or two-thirds of Council members voting at a meeting during a Congress, vote in favour thereof.
  Section 2 An amendment shall become effective upon adoption, unless a later time is specified in the amendment itself.

 

 
Council - xi.2002
Last amended 18 October 2016


First published on the Internet in June 2003
Last update: 18 October 2016
J.E. O'Hara