International Council for Traditional Music

A Non-Governmental Organization in Formal Consultative Relations with UNESCO

Memorandum on procedural rules of the ICTM Executive Board

ICTM Rule 8 (i) reads:

The Executive Board shall establish and approve a Memorandum on procedural rules of the Executive Board. This Memorandum shall be ratified by the General Assembly.

This is the memorandum prescribed by the cited rule. The term ‘Executive Board’ is in the following abbreviated to ‘EB’. ‘Meeting of the Executive Board’ is in the following called ‘meeting’.

The EB should normally meet for two days before and one day after a World Conference. In years between World Conferences the EB should normally meet face-to-face for two days. This meeting can either be a separate event or organized in conjunction with some other event in which EB members participate with lectures or in other ways. The face-to-face meeting in years between World Conferences could be replaced by an electronic meeting.

The time and place of a face-to-face meeting should be decided on by the EB at least three months before the meeting. Electronic meetings should be decided upon and announced at least three weeks before the commencement of the meeting.

The agenda of a meeting should normally include the items in the Model Agenda for ICTM EB Meetings, attached to this memorandum as Appendix. However, extra meetings can also be called by the President in order to decide on one or a few item(s) where a quick decision is required.

If less than 50% of the EB members are present at any given meeting, resolutions made at that meeting regarding the subject matter in items 5, 6, 8, 15, 16, 17, 18 and 19 in the Model Agenda (Appendix I) shall be ratified through correspondence with all members of the EB.

The proceedings of the meetings should be conducted according to Robert’s Rules of Order unless otherwise prescribed in this memorandum. The Secretariat shall bring to the meeting a printed simplified copy of Robert’s Rules of Order, and provide access to a copy of simplified rules to the members of the EB.

The President should chair the meeting of the EB. In the absence of the President it shall be chaired by one of the Vice Presidents.

The language of the meeting is normally English.

Face-to-face meetings shall normally be hosted by an institution or organization. The host should normally supply:

  • A space to meet with a large table.

  • Access to phone and email.

  • Simple accommodation and meals for EB members.

Assistance with local transportation for EB members.

The members of the EB are expected to pay their own travel expenses to and from the place of the meeting unless other arrangements are agreed upon.

Videoconferencing and/or telephone meetings can be held in real time.

Electronic meetings, if necessary shall be normally conducted according to the following procedures; deviations must be accepted by all EB members:

  • The meeting shall last at least 7 days.

  • The agenda shall be confined to the items on which a decision is essential.

The meeting shall normally be conducted according to Robert’s Rules of Order but exemptions from these rules can be made if the participants agree on such exemptions.

Committees appointed by the EB shall normally be chaired by a member of the EB. Such a committee shall be given a defined task and a deadline by which the committee should report in writing to the EB.

Ratified in July 2011 (St. John's).

APPENDIX: MODEL AGENDA FOR ICTM EXECUTIVE BOARD MEETINGS

  1. Opening and approval of the agenda
  2. Apologies for absence
  3. Minutes of the previous meeting
  4. Business arising from the minutes and not on the agenda
  5. Report of the Secretary General
    1. General remarks: development and directions of the Council
    2. Membership development
    3. Financial statements
    4. Current financial situation and outlook
    5. Proposed dues schedule
    6. Proposed budget
    7. Motions on financial statement, dues schedule and budget
  6. World Conferences

  7. Report of the meetings of the Assembly of National and Regional Representatives and of the Nomination Committee (following a World Conference)

  8. Elections (prior to a World Conference)

  9. Executive Board Meetings

  10. Study Groups (Status, Meetings, Publications, New Study Groups proposed)

  11. Colloquia (Status, Publications)

  12. Other ICTM Meetings

  13. Publications

  14. Relations with UNESCO

  15. Relations with Other International Organizations

  16. ICTM National and Regional Committees (status, new National and Regional Committees proposed)

  17. ICTM Liaison Officers (status, new Liaison Officers proposed)

  18. Memoranda, if required

  19. Co-options

  20. New Business

  21. Adjournment