International Council for Traditional Music

A Non-Governmental Organization in Formal Consultative Relations with UNESCO

Guidelines on Nominations and Elections

ICTM Rule 10 (Nomination Committee) reads:

  1. The Nomination Committee shall consist of three members, two of whom shall be appointed by the Assembly of National and Regional Representatives and one by the Executive Board. At least one of the members shall be a former member of the Executive Board. The Nomination Committee shall among its members appoint a Convener. The Convener shall chair the meetings and organise the work of the Nomination Committee.
  2. The Nomination Committee shall elicit proposals for the Officers and the Ordinary Members of the Executive Board to be elected. These proposals may be made by the Executive Board, by National or Regional Committees or by two members, being residents of two different countries. All such proposals must reach the Convener of the Committee in writing at least six months before a General Assembly. The Nomination Committee shall nominate at least two but not more than three candidates for each open seat on the Executive Board.
  3. The nominations shall be included in a postal or electronic ballot, which shall take place in the three months preceding each Ordinary Meeting of the General Assembly. The results of the election shall be tallied and announced at the General Assembly by the Nomination Committee.

ICTM Rule 7b (General Assembly) reads:

  1. Members shall have the right to propose and second resolutions, to take part in the discussion, and to vote. The proceedings of the General Assembly shall be conducted according to Robert's Rules of Order unless otherwise prescribed in these rules of the Council.

ICTM Rules 8b–d (Executive Board) read:

  1. The Executive Board shall consist of a President and not more than two Vice Presidents (Officers), and nine Ordinary Members, all of whom shall be elected by the membership of the Council, by means of a postal or electronic ballot. In addition, the Executive Board may appoint other voting members as defined in clause (f).
  2. Nominations for the Officers and the nine Ordinary Members to be elected shall be made by a Nomination Committee as defined in rules 10(a) and 10(b). The postal or electronic ballot shall be conducted according to rule 10(c).
  3. Officers are elected for a term lasting until the second Ordinary Meeting of the General Assembly after their term has begun and are eligible for re-election only once. Ordinary Members are elected for a term lasting until the third Ordinary Meeting of the General Assembly after their term has begun, and are eligible for re-election only once.

ICTM Rule 9e (Assembly of National and Regional Representatives) reads:

  1. The Assembly of National and Regional Representatives shall appoint two members of the Nomination Committee as prescribed in rule 10 (a). For this item on the agenda the Assembly should by simple majority vote appoint a chair other than the President of the Council.

The call for proposals

The Assembly of National and Regional Representatives must appoint two ICTM members to the Nomination Committee. These members do not have to be members of the Assembly itself. The Executive Board appoints one member—a person who intends to run in the election cannot be on the Nomination Committee. Therefore, there are three members in total, at least one of whom must be a former or current member of the Board. A Convener is decided upon from amongst the members of the Nomination Committee (Rule 10a).

The Secretariat should notify the Convener which Board members (elected and co-opted) will be retiring, hence which positions will be vacant.

In consultation with the other members of the Committee, the Convener should prepare an announcement for the Bulletin to inform the ICTM membership about the upcoming election, vacant positions, and how to propose candidates (Rule 10b). The date by which such proposals must be received by the Convener must be included. Members cannot propose themselves as candidates.

In accordance with Rule 10, a number of timings are critical. These relate to the publication of the Bulletin (consult the Executive Assistant at the Secretariat) and the Ordinary Meeting of the General Assembly that takes place at the World Conference (consult the Programme Chair organizing the upcoming World Conference). These timings are:

timing task
more than 6 months before General Assembly announce the upcoming election, etc., in Bulletin (deadline for January Bulletin is 15 December; for the April Bulletin is 15 March; and for the October Bulletin is 15 September)
6 months before General Assembly proposals to be received by Convener
during 3 months before General Assembly ballot to be sent out, with information on voting procedure, candidates, etc. in Bulletin
night before General Assembly count ballots
at General Assembly announce results

Preparation of the slate

1. Check willingness and eligibility

After the announced deadline for receiving proposals has passed, the Convener should compile a list of proposals received for each vacant position, together with the identities of the proposers. The Secretariat should be asked for a list of the proposals made by the Executive Board. Each candidate proposed should be asked if she or he is willing to stand for the position.

The combined list should be sent to the Secretariat to check that:

  • each individual proposer is a member of ICTM in good standing; and
  • each person proposed is a member of ICTM in good standing.

 If either of these criteria is not met the proposal is invalid and the proposers should be informed. A period of grace could be allowed to correct the problem.

2. Ensure sufficient number and suitability of proposals

The next task is to ensure that there are at least two but no more than three suitable candidates for each vacant position. Note that for Ordinary Members there must be twice but no more than three times the number of candidates as there are vacancies, that is, the number of candidates can be aggregated. Where there are not enough candidates for any position the Convener, in consultation with the other members of the Nomination Committee, may try to persuade a person proposed for another position to accept nomination for the position with insufficient proposals. In cases where there are insufficient proposals overall, the Committee must seek suitable candidates for nomination. In rare cases where there are too many proposals for the number of positions vacant, the Committee must persuade one or more candidates to withdraw. Ultimately, it is the Nomination Committee’s responsibility to ensure that there is a correct number of candidates for each vacant position, and that the candidates are able to fulfill the duties of the positions for which they are nominated.

3. Obtain a Statement of Claims and Intentions from each candidate

Each candidate should be asked to provide a Statement of Claims and Intentions to be published in the Bulletin. The Statement should include the reasons why the candidate believes that they are a suitable candidate for the position and what they intend to do in the position if elected. The Statement should be no longer than 500 words. If the statement received from the candidate is longer than 500 words the Convener should edit it for conformity to the requirement.

4. Forward the Slate of Candidates and Other Information to the Secretariat

The final list of candidates grouped under the vacant positions, along with the Statements of Claims and Intentions should be sent to the Secretariat. The Convener, in consultation with the Executive Assistant, should also compose a general statement about the election process for publication in the Bulletin. It should be noted in the statement that Joint Members will each be allowed one vote and Corporate Members the number of votes corresponding to the number of members for which they are registered in the Membership Directory. Information about identities of the proposers and the process of preparing the slate should be forwarded to the Secretariat for archival purposes (not for publication).

The process of voting

As per the instructions included in the Bulletin immediately preceding the elections, the Secretariat will make available a special e-mail account where ballots will be received during the designated voting period. Postal ballots will also be accepted at the Secretariat’s postal address.

During the voting period, the Secretariat will send e-mail reminders to those eligible to vote, i.e., primary and related ICTM members in good standing (including individuals attached to Corporate Memberships, and both parties of Joint Ordinary and Joint Life memberships).

The details of the process are as follows:

  1. A voter sends an e-mail message listing their chosen candidates to an e-mail address especially created to accept electronic ballots for a particular election. This e-mail account will be accessed exclusively by the Executive Assistant.
  2. Upon receipt of the completed ballot, the voter will receive an automatic confirmation of their vote via e-mail from the Executive Assistant.
  3. After the voter’s membership status is confirmed as current, the Executive Assistant will record in an encrypted document the voter’s full name, adding a unique identification number and a timestamp.
  4. The e-mail ballot is then forwarded to a different e-mail address, replacing the voter’s full name with their unique ID. This second e-mail address effectively acts as a virtual ballot box. The original e-mail message is archived.
  5. During the first few days of the World Conference, some means to vote in person must be arranged by the Secretariat.
  6. After the voting period has finished (usually on the day preceding the next General Assembly), the members of the Nomination Committee, assisted by the Executive Assistant, will start counting the votes by opening the virtual ballot box and tallying the results.
  7. Any postal ballots are then processed, by checking that the voters’ memberships are current, and by making sure that they haven’t already voted electronically.
  8. Ballots will be permanently disposed of six months after the announcement of the election results.

Announcement of results

The results of the election are announced by the Convener at the General Assembly following the election. The Convener should also report the outcome in the Bulletin and prepare a written report for the Secretariat. The latter should contain the number of votes received by each candidate. Finally, the Convener should write to each of the candidates to inform them of the election results.

Ratified in July 2014 (Astana).