Statutes of the International Association for Ecology (INTECOL)
(old version August 2005, revised September 2017, new version revised April/May 2018), additions after the Board in June 2018, additions 20 Sept 2018 and 8 January 2019, February 2019, March 2019.
P1 Name and seat of the Association
- The Association shall be called the International Association for Ecology (INTECOL). It is entered into the register of the district court of the city of Osnabrueck, Germany. After registration it becomes a registered voluntary association (Eingetragner Verein); with the abbreviated form “e.V.”
- The Association is affiliated to the International Council for Science (ICSU).
P2 Aims of the Association
- The association aims to serve the goals of the regional and national ecological societies, being composed of their representatives and operating on behalf of these organisations.
- The association will act as an advocate for ecology and will assist and/or support the following:
- international cooperation for the development of the science of ecology and the application of ecological principles to global and regional issues;
- the collection, evaluation and distribution of ecological information;
- national, regional and international actions for ecological research, training of personnel, and promotion of ecology as being vital in human affairs;
- any other measures which are deemed necessary to reach the goals of the Association.
P3 Non-profit status
- The Association operates as a non-profit organization and seeks no financial gain for its members.
- The Association pursues exclusively and directly goals of public utility as specified in the section of tax-exempt activities of the revenue regulation.
- The Association uses for its identification the acronym INTECOL
- Members are regional and national ecological societies including associations such as scientific institutions and other public organizations related to ecology.
- Individual ecologists who wish to benefit from membership are urged to join the relevant national or regional ecological society.
- INTECOL encourages diverse and global participation by all members of the world’s ecological societies and similar associations.
- Applications from organisations for membership should be sent to the secretariat. The Board will decide on acceptance or rejection. On acceptance, the Member Organization recognizes and accepts the statutes of INTECOL and the Code of Conduct, and must pay annual Fees.
- Membership terminates by
- resignation in writing to the Board
- expulsion through the Board
- non-payment of membership Fees when reminders have been ignored and Fees are overdue by six months.
- Expulsion may occur as a result of non-compliance with the provisions of the statutes and policies of INTECOL or a breach of the Code of Conduct by those representing the Member Organization. Complaints against members for violation of the Code of Conduct should first be sent to the President and Secretary General for a preliminary hearing. If the complaint has foundation, then the matter should be raised in the Board. Expulsion requires a simple majority vote of the Board. There is a Right of Appeal. Details of the appeal process may be obtained from the Secretariat.
- Where membership has been terminated or elapsed, it is possible to re-apply.
P6 Governance of the Association
- The governing bodies of the Association are:
- The General Assembly (composed of the Presidents and/or Executive Officers or representatives of the Member Organization). The Member Organizations propose candidates for the Board, and cast votes to elect the Board.
- The Board, consisting of 18 members, decides by means of voting which Board members will occupy the vacancies on the Board.
- Period of office and elections
- The period of office for Board members is four years, with the exception of the Treasurer who will have a longer period to ensure smooth management of finances.
- Elections will be held every two years, when half of the Board will step down. Member Organizations will be informed when positions on the Board become vacant and they will be provided with a timetable of the election process.
- President and Secretary General should not be elected in the same cycle to prove a level of continuity on the Board.
- Member Organizations nominate individuals from their membership as candidates for the vacant positions. They must submit documents in support of their nominations at least two months prior to the relevant board meetings to allow scrutiny of the documents and to prepare the electronic ballot.
- Member Organizations will receive details of all the candidates in preparation of voting. Voting will be done electronically with full confidentiality. Each Member Organization has one vote for each vacant position, but may not vote for their own candidates.
- The functioning of the Board
- The roles of the 18 Board members are shown in Appendix 1.
- The President will normally Chair the Board.
- Any Board member missing more than two Board meetings in succession without sending apologies will be asked if they are able to fulfil the commitments of their role in INTECOL. A lack of response will be interpreted as resignation. Apologies should be given for all meetings missed.
P7 Rights and obligations of members
- Member Organizations have the right to participate in the General Assembly of the Association, to nominate candidates for the Board, to cast their votes and to propose Motions for discussion. Each Member Organization has one vote for each vacant position.
- Members are obliged to pay their annual fees as set by the General Assembly and revised every four years.
- Member Organizations may bid for the right to hold Congresses and other INTECOL meetings.
P8 The use of the financial resources of the Association
- The finances of the Association may be used only in pursuance of the Aims as defined in the Statutes. The members receive no payment from the Association
- Expenditure will follow the budget plan to implement the Strategic Plan of the Association, which needs to be revised periodically, in support of the Policy and Aims of the Association.
- Major expenditure must follow the annual budget plan to be approved by the Executive Board.
P9 the fiscal year
- The fiscal year is the calendar year.
P10 The General Assembly and Congress
- The General Assembly will be called together in conjunction with the INTECOL congress normally held every four years. The invitation to the General Assembly will be published on the website together with details of the Congress.
- Specified agenda for the General Assembly, including draft reports from the Secretary-General and Treasurer, must come in writing to the Board at least one month before the event.
- The General Assembly will discuss and vote upon such matters as:
- The Secretary-General’s report on behalf of the Board;
- The report of the Treasurer;
- Election of the new Board.
- Proposed changes to the Statutes.
- Progress on the Strategic Plan.
- Decisions about any proposals brought to the General Assembly for consideration.
- Dissolution of the Association
- An Extraordinary General Assembly must be called if at least 10% of the Members request this in writing and give good reasons for such a meeting. Any Ordinary and Extraordinary General Assembly is deemed competent only when it is properly announced and quorate. A quorate is defined as 5 Member Organisations. Resolutions require a simple majority. Each General Assembly and Resolutions passed require a protocol which needs to be signed by the Chairman and must be counter-signed by one member of the Board.
- Congress will normally be held every four years. There will be a call for bids from Member Organizations, evaluation of bids, negotiations with potential hosts on venue and content, before a final decision is made by the Board.
- INTECOL is committed to ensure the principles of low carbon footprints. The association encourages the local organizing committees to invest in goods and services that minimize the costs on the environment and create carbon offset programs for attendees.
P11 Administration of the Board
- The President and Secretary-General are responsible for the orderly administration of all offices and should appoint temporary replacements in case any member of the Board is incapacitated.
- Board Meetings are called by the President and if they are absent, by the Secretary-General. To enable full participation, the meetings will usually be via an internet link. A simple majority vote of those present is sufficient to make decisions, unless the statutes direct otherwise. In case of equal votes, the vote of the Chair person has the deciding vote.
- Each Board Meeting requires written minutes that have been approved and signed by the Chair and the Secretary-General. The minutes should be archived.
- The Board will receive annually a copy of INTECOL’s accounts from the Treasurer.
- Members of the Board carry out their roles without payment.
P12 Changes of Statutes
- Statute changes require a 3/4 majority of the entire Board.
- Ratification of proposed changes to the Statutes are made at the General Assembly, and draft proposals should be published on the INTECOL website at least three months prior to the General Assembly.
- INTECOL is liable only for such financial obligations which were caused by the Executive Board up to the amount of US$ 5,000.00 for a single event. Engagements higher than US$ 5,000.00 require a majority agreement of the Board, bank payments being authorised by the Treasurer and the President.
P14 Dissolving the association
- The dissolution of the association can be achieved only by an Extraordinary General Assembly in which 3/4 of the Ordinary Members present vote in favour.
- The Board will decide the fate of the association’s resources in the event of its dissolution, but these must be used solely for the advancement of ecology or its application.
Appendix 1 INTECOL Board Structure
|President||The President is the public face of INTECOL, leading the work, ensuring that the Policies, Statutes and Strategic Plan are followed and that Board meetings are regularly held. The President will pursue the Aims and strategic goals of INTECOL, managing the Board and creating committees as required to address the challenges as they arise.|
|Secretary-General||The Secretary-General works closely with the President and others in directing immediate actions for the Board, preparing agenda items and minutes, communicating with the Board, preparing, circulating and archiving the Minutes of all meetings. and manages the secretariat.|
|Treasurer||The Treasurer manages and transacts financial business as directed by the Board including annual Budget Planning and Financial Reporting to show the state of the finances.|
|Chair Membership||Deals with networking and social media. Manages diversity issues. Web site development. Communicates with member organizations; actively recruits new member Societies.|
|Vice-President (Congress)||Plans the Congress, working in association with the local organizing committee.|
|Chair Public Affairs/Communication||Informs the Board of emerging issues in national, regional and global policy as it relates to ecology and resource management. Alerts the Board of policy changes. Drafts documents to be released to public bodies. Advocacy.|
|Chair Science||Stimulates the formation of Research Themes (RTs), Chair meetings of Research Themes.|
|Regional Representative (N. America)||Represents regional interests, communicates directly with the Executive Officers of Ecological Societies and their individual members, provides services for young ecologists, nurtures emerging societies,,compiles directories of resources of the region including contact details and job opportunities, exchange schemes, field work possibilities, courses,,advertises and alerts up-coming conferences and training. Runs courses to help beginners in the least-favoured regions.|
|Regional Representative (S. America)||same|
|Regional Representative (Europe)||same|
|Regional Representative (Asia)||same|
|Regional Representative (Oceania)||same|
|Regional Representative (Africa)||same|
|Thematic Links (1)||Creation of Research Themes, stimulating their presence on the web site, plans conferences and workshops, and symposia at Congresses|
|Thematic Links (2)||same|
|Thematic Links (3)||same|
|International Agency Links (1)||Networks with International Agencies (governmental and NGOs), arranges meetings with them, raises the profile of INTECOL.|
|International Agency Links (2)|
Appendix 2 Code of Conduct for Board Members
- Members should be aware of their ethical, legal and professional responsibilities, avoiding personal or professional misconduct or any action that brings INTECOL or its Member Organisations into disrepute.
- Members should support and encourage fellow members in pursuit of INTECOL’s aims.
- Members should not act as a spokesperson on behalf of INTECOL without first consulting the Board. This covers interactions with the media and with government agencies.
- Members should be honest and accurate in representing research findings, opinions, evidence, recognizing the limits of their knowledge skills, training and qualifications.
- Members should treat each other with dignity and fairness, not discriminating on age, gender, disability, education, national origin, political beliefs, race, religion, sexual orientation, marital status, socioeconomic status, career stage.
- Members must refrain from bullying, intimidating and the general abuse of power.
- Members must refrain from harassment, whether verbal, physical or written.
- Members must copy e-mails or other communications to all Board members relevant to the discussion, so as not to exclude people from the discussion..
- Members must act in an inclusive manner in the interests of INTECOL
- Members must respect the rights of other people’s privacy.
- Members must never use INTECOL for personal benefit or personal gain.
- Members must act in a way to engender a collegiate spirit.