Bylaws

Supplementary regulations to the Statutes of the Comité International Permanent des Linguistes in which is included a Procedure for the Election of a Secretary-General

The following are regulations according to the CIPL Statutes § 10, whose numbering is taken up here.

 

Article 1

Name and registered office

 

Article 2

Aim

 

Article 3

Assets

 

Article 4

Membership

 

Article 5

Structure of the Association

 

Article 5.1

General Assembly: composition, appointment and dismissal

 

Article 5.2

General Assembly: task, authorisations and working methods

 

Article 5.3

Executive Committee: composition, election and dismissal

  1. The election of officers should precede the election of other EC members. The candidates who fail to become officers should remain on the list of candidates for EC membership.
  2. President and SG should not be replaced in the same year.

 

Article 5.4

Vacancies

 

Article 5.5

Executive Committee: task and authorisations

  1. EC members work for CIPL, e.g. by contacting countries for membership, by giving advice concerning CIPL-projects (bibliography, endangered languages) and by participating in the preparation of the congress (proposals for topics, invited speakers, section organisers, workshops). Non-active EC members should not be re-elected.
  2. EC members are expected to participate in the EC meetings. EC members are also expected to participate actively in the International Congress of Linguists.
  3. The EC can reimburse expenses of members of the EC or to guests invited to an EC meeting, up to a limit determined by the Treasurer.
  4. Meetings of the EC take place as follows:
    • a meeting during the ICL
    • a meeting at CIPL headquarters one year after the ICL
    • and, if the need arises, a meeting preparing the forthcoming ICL.
  5. A special meeting of the EC may be called by the President and the SG acting jointly or by at least two-thirds of the remaining members of the EC.
  6. Attendance at EC meetings is limited to the members and anyone invited to attend by the President and/or the SG.
  7. Meetings of the EC shall normally be chaired by the President. In the absence of the President, the Vice-President chairs the meeting.
  8. Each member has one vote.
  9. A member of the EC can designate in writing another member to represent himself at the meeting. A member of the EC can represent only one fellow member at the meeting.
  10. An EC meeting is quorate if half of EC members are present, among them the President or his substitute, the SG or EC members designated by these as their substitutes.
  11. Unless these statutes prescribe a greater majority, all decisions are taken with a simple majority of the votes cast. Should there be a tied vote, the proposal is rejected.
  12. Minutes are kept, by the SG or by a person appointed by the SG, of everything dealt with in the meeting. The minutes are confirmed in the next meeting and are signed by the chair of the meeting (the President or one of the Vice-Presidents) and the SG.

 

Article 6

Officers of the EC

  1. If the conduct of the chairperson of a meeting becomes a matter for discussion, then he or she shall vacate the chair, and the meeting shall elect another current member of the EC to act as Chair until such time as the issue has been resolved.
  2. The SG is responsible for seeing to it that the day-to-day work is carried out and that the decisions of GA and EC are implemented.

 

Article 7

Nominating Committee

  1. If one of the NC members is replaced in the General Assembly (GA), his/her successor will be invited to join the NC.  If he/she does not accept this invitation, the Executive Committee (EC) will approach someone else for this function.  If  it is the chairperson of the NC that leaves, one of the remaining members will be invited to become the chair.  The new representative will then join the NC as a simple member.
  2. The President and SG jointly selects two reserve members in case the representatives cannot or do not wish to be members of the NC.
  3. In case a member of the NC is not able to perform the tasks requested due to e.g. illness, the NC has to take all the measures necessary to replace this member by another one, so as to guarantee the functioning of the NC.
  4. If the members chosen for the NC are not present at the GA, the SG will write them within two months after the GA, to ask them if they accept the position.  Also those who are present at the GA will have to write a letter of confirmation to the SG within two months after the GA. This will make clear to everyone who the members of the NC (chair and at least two members) are for the coming 5 years.
  5. For the Election of the Secretary-General see below.

 

Preparation of Elections of EC officers

  1. In autumn prior to the year in which the GA and the congress take place, the SG will ask the NC chairperson to start  (together with the other members of the NC) composing  the so-called ‘preferred lists’ with possible candidates for President, Vice-President and for the EC.
  2. The presidency and vice-presidency is open for all members of the GA with exception of the Secretary-General.  A vice-president can be a candidate for presidency.
  3. Current members of the EC can be a candidate for a new term.
  4. Each delegate has the right to indicate candidates and bring these names to the attention of the chair of the NC, both for the function of President, Vice-President and member of the EC.
  5. The chairperson of the NC contacts each named candidate and asks whether this person is willing to accept to be a candidate and if so, to confirm this in writing.
  6. All candidates have to confirm their candidature in writing, addressed to the chair of the NC.  The letter has to include a short statement of interest and the cv of the candidate.
  7. In May in the year of the congress, the NC chair will send the list of names of confirmed candidates to the SG, who will then carry out a final check (new representatives, unpaid contributions).
  8. The list of candidatures for president and vice-president needs to contain at least two names.  In case only one name features on the list, the SG will, after consulting the NC Chair, send out a final call by e-mail for new candidates.  If no new candidates turn up after this final call, the list will be kept as it is, even if there is only one candidate, and voting will take place at the GA.
  9. In June preceding the congress, the final ballots will be sent out by the SG to all the GA members.

 

Procedure for Elections

  1. In order to have a normal and correct procedure for the elections, the GA appoints during its meeting an elections committee. This committee is composed of two delegates and the SG.
  2. The actual voting takes place during the GA. The voting right is limited to the delegates that are actually present and the proxy holders.  Voting will happen through a preprinted voting bill, the voters will mark the name of the candidate that is preferred.  Handing out and collecting the voting ballots will be handled by the elections committee.
  3. The elections committee will withdraw immediately after collecting the voting ballots and the proxies and will count the votes.  Voting ballots that are illegible or not filled out will not be taken into account.
  4. The candidate for president and the candidate for vice-president that have obtained most votes are elected.
  5. If there is a draw in votes, a second voting round between the two candidates with equal votes will be organized. The candidate that will then obtain most votes will be elected.
  6. If situations occur where this procedure does not provide a solution, the elections committee will decide upon procedures to adopt.
  7. The results of the elections will be disclosed immediately after the votes have been counted, in the plenary session of the GA by the chair of the elections committee.


Notes

  1. It is important that the final list should have a worldwide spread of delegates.
  2. New members/representatives preferably should not be candidates for President or Vice-President.
  3. President and Vice-President should not have the same nationality.


Procedure for the Election of a Secretary-General
 
Preliminary elements the SG has to take into account 

  • The function of the SG is a special function within the EC: the SG has to provide continuity; it is not possible to have a different SG each five years. The bureau, the administration, the relation with Brill (Linguistic Bibliography) and the fiscal continuity and the accountancy have to be taken care of in a stable way;
  • The SG and the President cannot resign in the same year;
  • The NC must make sure that additional (rival) candidates cannot present themselves, nor can they be presented during the GA.
 
Function requirements for the SG 
  • The SG must be a resident according to Dutch law because of the fact that the Dutch government makes available  annually more than € 200.000 for the Linguistic Bibliography; 
  • The SG must be a member of CIPL for at least 3 years; 
  • The SG must have published in broad and significant way in one of the linguistic avenues; 
  • The SG must have a broad international network and be active in maintaining this; 
  • The SG must be managerial and innovative and be available for more than one term; 
  • The SG must be a team player and have a proven record of good cooperative skills;
     
Details of the Procedure
 
The SG asks the chair of the NC to prepare a preferred list of possible candidates for the position of SG; this list has to contain at least 2 candidates. In case only one name features on the list, the SG will, after consulting the NC Chair, send out a final call by e-mail for new candidates.  If no new candidates turn up after this final call, the list will be kept as it is, even if there is only one candidate, and voting will take place at the GA.
 
The SG informs the GA about the fact that elections will be held, and that candidatures for EC and SG can be sent in. For the function of SG, the candidatures have to follow the procedure and the function requirements, as approved by the EC.  The other members of the EC can renew their candidature for another term. Apart from that, each delegate has the right to suggest candidatures to the NC.
 
The chairperson of the NC contacts each named candidate and asks whether this person is willing to accept to be a candidate and if so, to confirm this in writing, addressed to the chair of the NC.  The letter has to include a short statement of interest and the cv of the candidate.
In May in the year of the congress, the NC chair will send the list of names of confirmed candidates to the SG, who will then carry out a final check (new representatives, unpaid contributions).
 
In June preceding the congress, the final ballots will be sent out by the SG to all the GA members.
 
(Approved by NC and EC in November 2017)
 


Article 8

Amendments the Statutes

 

Article 9

Dissolution

 

Article 10

Final stipulation