Original Date: 30 June 2003.
Latest revisions: 04 October 2005.
A.
General
1. The Board of the
International Association for Urban Climate (IAUC) shall normally have 14
members, 10 elected by the membership at-large. The Board will include
(a) a President elected
by the Board,
(b) a Secretary elected
by the Board,
(c) plus 4 members who
are normally the organizer of the previous and of the next ICUC conference as
well as the Past-President and Past-Secretary. Additional non-voting members of
the Board may also be appointed by approval of the Board. 'Approval' requires
support of two thirds of the Board.
2. If any unusual
circumstance arises to prevent application of the normal procedures outlined
below, a decision on how to proceed to fill Board positions will be made by a
majority decision of the remaining members.
B.
Elected Members of the Board
1. Elected members of
the Board serve for a period of four years and have full voting rights.
2. Under normal
circumstances, two elected members will rotate off the Board in August of each
year. When possible, nominations will be sought in March and elections held in
April.
3. Members whose terms
of office end are not eligible for re-election for a period of two years.
4. In the event that an
elected Board member resigns prior to completion of his/her term, an election
will be held immediately to fill the vacant position for the remainder of the
term.
C. The
Board Executive
1. The President is
elected by the Board from current or past elected Board members two years in
advance of the date of taking office. If elected at a Board meeting the vote is
by a show of hands with the candidates excluded from the room. If
a Board member is unable to attend the vote can be forwarded by e-mail to the
Secretary. Election may
also be by e-mail, run by the Secretary. The President-Elect remains on the
Board until his/her term as President begins, however long he/she has been on
the Board. If a past member is elected
she/he will rejoin the Board for the two years prior to installation to ensure
continuity of business.
2. The
Secretary is elected by the Board from current or past elected Board members two
years in advance of the date of taking office. If elected at a Board
meeting the vote is by a show of hands with the candidates excluded from the
room. If a Board member is unable to attend the
vote can be forwarded by e-mail to the President.
Election may also be by
e-mail, run by the President. The Secretary-Elect remains on the Board until
his/her term as Secretary begins, however long he/she has been on the Board.
If a past member is elected she/he will rejoin the Board for
the two years prior to installation to ensure continuity of business.
3. The President and
Secretary serve in those positions for four years from the date of their taking
office. They remain on the board for another 4 years as non-voting members as
the Past-President and Past-Secretary, respectively.
4. In the event that
the President or Secretary resigns prior to completion of her/his term, the
Board will immediately hold a vote to replace her/him for the remainder of the
term, and hold an at-large election for a new Board member.
D.
Appointed Board Members
1. The President will
appoint to the Board the Local Organizer of the next International Conference on
Urban Climate, if that person is not already a Board member. This person will
be a full voting member of the Board. Her/his term of office will begin on the
date the conference is awarded and will end at the time of the conference
following that organized by them (i.e. their term on the Board lasts for two
conferences, their own and the next). In the event that the next organizer is
already an elected Board member, and if the past organizer is elected President
or Secretary, the Board will determine how best, and on what schedule, to
reconstitute itself at full strength.
2. Additional members
of the Board may be appointed by the President with the agreement of a 2/3 the
majority of the Board. These members will participate in all Board discussions
but be non-voting. Such persons might include representatives of
organisations/societies involved in major collaboration with IAUC, or persons
chosen to correct under-representation of geographic regions or fields of urban
climate study. Such additional appointed members shall serve until the end of
the term of office of the President by whom they were appointed.
E.
Procedures for Elections
1. The Secretary (or
other person designated by the Board) contacts the membership of the IAUC
whenever a vacancy exists on the Board, indicating how many positions are
available and seeking nominations for those positions. This contact is
initiated by e-mail using the e-mail addresses provided by members in the
membership database.
2. The membership is
given one month from the date of notification to nominate (by e-mail) candidates
(which need to be members) for the open position(s). The person nominating a
candidate should name 2 other members who also support the nomination. In the
case of self-nomination 3 other members need to support the nomination. All
persons should e-mail the Secretary (or other designated person) to confirm
their support within the nomination period.
3. At the completion of
the nomination period, if the number of nominations exceeds the number of
available positions, an election is held. If not, the nominees are considered
to have been elected.
4. If an election is
required, the candidate list is announced to the membership by e-mail and the
election, conducted via the internet, is be concluded within one month. The
appropriate number of candidates receiving the most votes will be deemed to have
been elected to the available positions.
5. The result of the
election will be announced to the membership using e-mail and posted on the IAUC
web site.
F.
Start-up Rules
These are temporary
procedures to cover the periods of office of the first (current) Board.
1. The President and
Secretary will serve from August 2000 until August 2003.
2. The slot normally
held by the past-Organizer of ICUC will be appointed for a single term leading
up to ICUC-5, and be replaced by the present organizer at the end of ICUC-5.
3. The eight other
present Board members will be divided into four groups of two each, based on an
appropriate random process (e.g. drawing lots) unless members offer to resign.
The first group consisting of four (including the President and Secretary) will
serve until August 2003, following which the new President will take office and
a new Secretary will be elected and four new Board members will be elected.
The second group
consisting of two members will serve until August 2004, following which there
will be an election for two members. The third and fourth groups will serve
until August 2005 and 2006, respectively, following which there will be
elections for two new members each time. Thereafter two members will rotate off
each year.
4. Section F will be
deleted from the "IAUC Procedures and Terms" following August 2006.