INTERNATIONAL GRASSLAND CONGRESS
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(1) Name International Grassland Congress
(2) Aims and objectives of the Congress The main aim of the International Grassland Congress shall be to promote interchange of information on all aspects of natural and cultivated grasslands and forage crops for the benefit of mankind, including sustained development, food production and the maintenance of biodiversity. An International Grassland Congress shall normally be held every 4 years, with the presentation and discussion of papers and reports and other activities including the conduct of tours to fulfil the aims of the Congress.
(3) Membership Membership of the Congress shall be open to any person interested in grassland studies in any country of the world. Types of membership: There shall be three categories of membership.
(a)Full members (with limited voting right). Official representatives of Governments, grassland scientists, farmers and others interested in the study and use of grasslands.Full members shall be required to pay the registration fee as decided upon by the Congress Organizing Committee. Full members shall have voting rights as given in Rule (4) (i).
(b) Day members (without any voting right). Grassland scientists and others who wish to attend only certain Sessions of the Congress. The membership fee of Day members shall be determined by the Congress Organizing Committee.
(c) Associate members (without any voting right).Generally accompanying persons and children of full members. They shall be charged a membership fee determined by the Congress Organizing Committee.
(4) Voting rights
(i) For the purpose of adopting resolutions and recommendations, each full member of the Congress shall be entitled to one vote.
(ii) For the purposes of any amendment to the Constitution of the Congress the procedure of the United Nations, namely, one country one vote, shall be followed (definition of country as adopted by United Nations). Where more than one member of a country attends the Congress, the head of the delegation only will have the voting right. The names of the head of the delegation of each country shall be submitted to the Chairperson of the Continuing Committee before the start of the Final Business Meeting. A secret ballot system shall be followed.
(5) Amendment to the Constitution Proposed amendments to the Constitution may be made by any full member. They must be sent in writing to the Chairperson of the Continuing Committee at least six months before the date set for the opening of the ensuing Congress. Details of the proposed amendment shall be announced by the Chairperson of the Continuing Committee at the Business Meeting held on the first day of the Congress and the final decision for adoption or otherwise shall be taken by voting of heads of delegations at the Final Business Meeting at the same Congress. Two thirds of the total votes (including abstentions) must be in favour for the amendment to be adopted. Any amendment thus passed shall come in force at the end of the Congress in which it has been adopted.
(6) The Continuing Committee
(a) The members of the Continuing Committee shall consist of one representative from each of the geographical regions illustrated below. Each representative will serve for two terms, where one term means the period between two Congresses. No country can have a regional representative on the Continuing Committee for more than two terms except in exceptional circumstances. Region I Region II Region III Region IV Region V Region VI Region VII Region VIII Region IX Region X Region XI North AmericaCentral America and Caribbean South AmericaSouth AsiaOceaniaEast AsiaMiddle EastMediterraneanEurope excluding regions VIII and X North EurasiaAfrica excluding region VII Congress President or nominee of the host country of the immediately preceding Congress (this individual is appointed for one term only and does not have voting rights).
(b) The new members of the Continuing Committee shall be nominated from the participating delegates in attendance at the International Grassland Congress. The procedure for election shall be as follows:
(i) The Chairperson of the outgoing Continuing Committee shall, in consultation with the Congress President, appoint a Nominating Committee of five members who shall be senior members of the International Grassland Congress, preferably past Congress Presidents and past Chairpersons of the Continuing Committee, who shall nominate one candidate from each geographical region, after consultation with members from those regions.
(ii) The nominations must be in the hands of the Chairperson of the Continuing Committee at least 24 hours before the Final Business Meeting. (iii) The Chairperson shall announce the new members of the Continuing Committee at the Final Business Meeting. (iv) The terms of office shall be arranged so that five or six members will normally be elected at each Congress.
(c) Organization of the Continuing Committee
(i) The Continuing Committee shall elect from among its members a Chairperson, who will serve for one term. Only those members who have served for one term shall be eligible for Chairperson.
(ii) For the purpose of electing a new Chairperson, the retiring Chairperson shall convene a joint meeting of the old and newly elected Continuing Committee members after the Final Business Meeting and hold the election either by raising hands or secret ballot. The names should be duly proposed and seconded and the person with the most votes will be elected.
(iii) The newly elected Chairperson of the Continuing Committee shall take over from the old Chairperson at the same joint meeting of the Continuing Committee.
(iv) The host country of the ensuing Congress shall allocate funds to cover expenditure on necessary discussions and office arrangements incurred by the Chairperson.
(d) Responsibilities of the Continuing Committee will be to provide continuity to the International Grassland Congress between meetings of the Congress. These include:
(i) The Chairperson, in consultation with the Continuing Committee, shall advise the Organizing Committee of the forthcoming Congress regarding programmes and arrangements.
(ii) The Chairperson shall receive invitations for holding the next International Congress. All invitations must be received at least one year before the date set for the opening of the ensuing Congress. The Chairperson shall put the names of the proposed host countries to vote by the members of the Continuing Committee by correspondence. The names will be accompanied by details of the facilities that can be offered by these countries for holding the Congress and their plans for the Congress. The venue will be determined by a simple majority of votes received by the Chairperson by the declared closing date. A preferential voting system (single transferable vote) will be used. The Chairperson of the Continuing Committee shall declare the result at the First Business Meeting for the information of the Congress.
(iii) The Continuing Committee shall appoint such sub-committees (e.g. Resolutions Committee) as it considers appropriate to conduct its business.
(iv) The Chairperson shall maintain a list of members of at least the past two Congresses and of interested persons to whom the host country should send the first circular regarding the forthcoming Congress.
(v) The Continuing Committee, through its Chairperson, shall ensure that action is taken on all the resolutions adopted at the past Congress.
(vi) The Continuing Committee shall conduct any other necessary affairs that require attention between meetings of the Congress including making alternate arrangements if the invited country is unable to proceed with the Congress. The Chairperson shall then invite the country obtaining the next highest votes.
(vii) The Chairperson of the Continuing Committee will preside over the Business Meetings of the Congress.
(7) Congress President
(i) The host country shall have full right to name the Congress President.
(ii) The Congress President shall be completely responsible for the organization of the Congress.
(iii) The Congress President shall become a member of the Continuing Committee for one term following his Presidency. Alternatively the President may nominate a member from his/her country to represent the previous Congress on the Continuing Committee.
(8) The host country
1. (i) Once a country has been invited and has accepted to act as host to a Congress, it shall have responsibility for deciding the precise venue, programme, number of participants, etc., and for the finances of the Congress, but the organizers are required to keep the Chairman of the Continuing Committee informed of progress.
2. (ii) The host country is required to ensure that the Proceedings of the Congress are published within 12 months of the conclusion of the Congress and made available to all full members and to others wishing to access the Proceedings. The minimum publication of contributed papers should be a one-page abstract.
(iii) At the completion of a Congress, the Secretariat of that Congress should hand on as much information as possible to the organizers of the next Congress. This should include:
1. (a) The complete mailing list used by the outgoing Secretariat.
2. (b) A full list of members of the immediate past Congress, associate members, etc.
3. (c) Samples of all relevant forms, membership badges, etc.
4. (d) Details of all resolutions minuted to the next Congress.