☞ Bylaws

From IVSA Wiki
Jump to: navigation, search

Text which is smaller and in grey is not part of the Bylaws. These sections of text are explanatory comments which are intended to make the Constitution and Bylaws easier to understand, especially for those for whom English is not their first language. They contain definitions of complex words, extra useful information, and explanations of how we interpret certain points of the Constitution and Bylaws, and how they are implemented in practice.


Contents

General regulation

Corporate identity

The official logo of IVSA is defined as a snake with the tail curved around a globe with a horseshoe symbol surrounding the snake.

The official IVSA corporate identity is further defined in the IVSA corporate identity manual. Any changes to the corporate identity of IVSA need to be accepted by the General Assembly.

The official IVSA corporate identity can only be used with explicit permission from the Executive Committee of IVSA, abbreviated as 'the ExCo' and hereinafter referred to as 'the ExCo', and by the Organizing Committees of Congresses and Symposia once the hosting Member Organizations have been elected.

Hereinafter means "after now"

Official relationships

Official relationships of IVSA with other organizations shall be based on health, education, science, social and humanitarian affairs.

The decision to establish an official relationship with another organization can be initiated by the ExCo and must be approved by the General Assembly, or can be decided by the General Assembly and must be pursued by the ExCo.

Organizations with an official relationship to IVSA shall be invited as guests to the General Assemblies. Any communication or co-operation with an external organization, institution or partner of IVSA, either on behalf of IVSA or concerning an official project of IVSA, must be approved or supervised by the ExCo.

Any binding agreement with an external organization, institution or partner of IVSA lasting one (1) year or less may be decided upon by the ExCo. Any binding agreement lasting longer than one (1) year must be decided upon by the General Assembly.

General Assembly

The supreme legislative and governing authority of IVSA shall reside with the General Assembly.

"shall reside with" means "is the right of / is given to / is held by"

The General Assembly consists of the delegates of all Member Organizations present at the General Assembly.

The General Assembly may entertain guests and ex officio members according to the Constitution and Bylaws.

"ex officio" means, in this case "someone who is part of the GA because they hold a certain office or position", and includes Individual Supportive Members and Honorary Life Members.

The General Assembly shall determine the policies which govern the activities of IVSA as stated in the Constitution and Bylaws.

Certification of delegates

The Organizing Committee of the Congress or Symposium shall notify the Secretary General of the names of the attending delegates prior to the start of the General Assembly.

Quorum

Quorum shall be met, when no less than 40 % of the total number of votes in IVSA are present at the start of a General Assembly.

RONR do not allow for presence via a form of telecommunication (e.g. attending online) unless Bylaws specifically allow it. Therefore online attendance of regular GAs (and therefore online voting) is not possible.

Voting by proxy is not possible and cannot be used in General Assemblies. See the section “Membership – Rights – Allocation of Vote” for more detail on proxy voting.

In case the quorum is not met, the General Assembly must table all other decisions except the time and venue of the next General Assembly after which the meeting without quorum will finish.

Table means, in this case, "postpone until the next GA with quorum"

Officials of the General Assembly

The General Assembly shall have the following Officials:

  1. Chairman,
  2. Secretary,
  3. Parliamentarian.

Chairman

A Chairman shall be elected at the beginning of the General Assembly.

The Chairman shall be responsible for maintaining order in the General Assembly according to Robert's Rules of Order Newly Revised.

The Chairman shall have no vote.

Secretary

The Secretary General of the ExCo shall be the Secretary to the General Assembly.

In the absence or at the deference of the Secretary General, the ExCo shall nominate another member of the ExCo or a delegate to act as the Secretary, subject to the approval of the General Assembly.

Deference means, in this case, "if the Secretary General wants and allows someone else to do it".

The Secretary shall be responsible for the roll call at the start of each General Assembly session.

Parliamentarian

The General Assembly shall appoint a Parliamentarian for the duration of the General Assembly.

The Parliamentarian shall be responsible for ensuring that the General Assembly is run according to the Constitution and Bylaws.

The Parliamentarian may be called upon by the General Assembly to clarify parliamentary inquiries.

The Parliamentarian shall refrain from making motions and participating in debate as much as is reasonably possible. The Parliamentarian shall retain the right to vote.

Sessions of the General Assembly

  1. In addition to the biannual sessions of the General Assembly held during Congresses and Symposia, the ExCo may summon special sessions of the General Assembly to be known as an “Extraordinary General Assemblies” upon receipt by the President of IVSA of a request for such from two thirds (2/3) of the Member Organizations.
  2. The Extraordinary General Assembly shall be summoned no later than 30 days after the request issued to the President.
  3. The Extraordinary General Assembly may not convene earlier than 30 days after being summoned by the President.
  4. The decisions of the Extraordinary General Assembly shall be limited to matters stated in the request for such a session.
  5. The time and venue of special sessions of the General Assembly shall be determined by the ExCo.
  6. Special sessions of the General Assembly may have some members attending electronically.
  7. Special sessions of the General Assembly may be electronic meetings with no possibility of attendance in person, in which case the ExCo need not specify a central venue for the meeting.

Summon means, in this case "call for the holding of"

Convene means, in this case, "take place / be held"

In Extraordinary General Assemblies, from a practical point of view, it is likely that the attendance of most attendees would be via some form of telecommunication.

In case some members may attend a special session of the General Assembly via a form of telecommunication, the ExCo shall agree on a list of criteria for online attendance and specifically voting (i.e. if members have to be present for the nominee presentations in order to vote during the elections)

General Assembly Procedures

Situations that are not specifically covered by the Constitution or the Bylaws will be governed by the principles and procedures prescribed in the current edition of Robert's Rules of Order Newly Revised and shortly described in the General Assembly Manual updated yearly by the ExCo.

The following points are special rules of order, which are exceptions to the standard procedures in Robert's Rules of Order Newly Revised:

  1. The General Assembly may postpone motions to the next General Assembly session.
  2. The standard limit for a speech in debate of a motion shall be two (2) minutes.
  3. The time allowed for reports, presentations and presentation of nominees can be limited at the discretion of the Chair. These limits are subject to change at the discretion of the General Assembly.
  4. The time allowed for a report should not be less than five (5) minutes. The time allowed for presentation of a nominee should not be less than two (2) minutes for ExCo positions, and not less than one (1) minute for Secretariat and Trust positions.
  5. The voting for all elections, with the exception of elections for the Secretariat and the Trust, and appointments of the General Assembly for which a different procedure is not specified shall be by preferential written ballot voting to obtain an absolute majority. This includes electing the host for a Symposium or Congress. If there is only one candidate for a position, or the same or fewer candidates as the total number of positions available, he/she shall be elected without a vote. The detailed procedures for the counting of preferential written ballot votes shall be outlined in the Election Committee Manual.
  6. In the case of elections and appointments of the General Assembly where more than one person is to be elected to the same type of office, for which a different procedure is not specified, voting shall be by preferential written ballot voting. The counting of these votes shall be the same as for preferential written ballot votes to obtain an absolute majority, except that it is continued until all but the necessary number of candidates have been eliminated.
  7. Should there be a tie for the winner of a preferential written ballot vote, the candidate that was strongest in terms of first choice shall be declared the winner. Should tied candidates be equal in terms of first choice, or should there be a tie for the winner of a plurality or other vote, revoting shall occur between the tied candidates.
  8. Voting by written ballot can be interpreted to mean voting using an equivalent method, such as electronic voting.
  9. Voting by voice, as described in Robert's Rules of Order Newly Revised, is not used by IVSA as it cannot be used to properly represent the votes of MOs rather than individuals.
  10. The standard method of voting in IVSA is using coloured voting cards to display the votes of a Member Organization, which is governed by the same rules as voting by rising in Robert's Rules of Order Newly Revised.
  11. The minutes of General Assembly meetings need not be approved during the General Assembly session of which they are a part. The minutes of each General Assembly session shall be approved by the Executive Committee and made public within sixty (60) days of the final General Assembly meeting in the session, unless the General Assembly authorizes an alternative body to approve the minutes.
  12. The Executive Committee is IVSA's Executive Board as referred to in Robert's Rules of Order Newly Revised.
  13. In Executive Committee meetings, as well as meetings of other IVSA bodies consisting of not more than about twelve (12) members, the suggested procedures in small boards prescribed in Robert's Rules of Order Newly Revised may be followed.
  14. The Executive Committee has the power to relieve Committee Chairs of their duties, as well as Secretaries. The General Assembly has the power to relieve Trustees or Executive Committee members of their duties, as well as to suspend the membership of a Member Organization, Individual Supportive Member or Honorary Life Member. In all these situations, the requirements for formal disciplinary procedures in Robert's Rules of Order Newly Revised need not be enforced. However, the member being relieved of duty, or the Member or Member Organization whose membership is being suspended, must be allowed an opportunity for a written or oral defense of the entity’s position before a vote is taken to relieve the entity of its duties.
  15. The General Assembly may not terminate the membership of any Member Organization, Individual Supportive Member or Honorary Life Member without following the formal disciplinary procedures in Robert's Rules of Order Newly Revised.
  16. References to the next succeeding day of a session within RONR should be taken to mean the next day of the Congress or Symposium with a General Assembly meeting.
  17. The General Assembly of IVSA at a Congress or Symposium should be viewed as a convention under Robert's Rules of Order Newly Revised, with the following exceptions:
    1. “A majority of the entire membership” refers to the majority of the total votes within IVSA rather than a majority of voting Member Organizations who have been registered as attending.
    2. Any member of IVSA may submit previous notice of a motion to be considered at the GA, not just those attending the GA.
    3. The extra Committees relating to conventions (Credentials Committee, Committee on Standing Rules, Program Committee, Convention Arrangements Committee, Resolutions Committee) do not exist within IVSA, as their roles are fulfilled by other individuals or bodies.

Decisions

All decisions of the General Assembly shall be reached by a simple majority vote of those present and voting unless stated otherwise in the Constitution or Bylaws.


Meetings held electronically

Except as otherwise stated in these Bylaws, any meetings with some or all members attending electronically shall be conducted through the use of internet meeting services. Electronic meetings, excluding special sessions of the GA, shall be designated by the President or Chairman of the body that is meeting. The Online Attendance Committee (OAC) shall designate the online attendees of a special session of the GA.

The internet meeting services should:

  • Support anonymous voting
  • Support visible displays identifying those participating
  • Show those seeking recognition to speak
  • Show the texts of pending motions
  • Show the results of votes

Electronic meetings shall be subject to all rules adopted by the body that is meeting, or by the Association, to govern them, which may include any reasonable limitations on, and requirements for, members' participation. Any such rules formally adopted by the convening body shall supersede any conflicting rules in Robert's Rules of Order Newly Revised, but may not otherwise conflict with or alter any rule or decision of the Association.

An anonymous vote conducted through the designated internet meeting service shall be deemed to be a ballot vote, fulfilling any requirements that a vote be conducted by ballot.

Unless specified otherwise by the body that is meeting, members attending a meeting electronically have the same rights of attendance, speech and proposal as members who are present in person. Any specification should be the first order of business, and must be approved at the start of the first meeting with a 2/3 majority of the voting members.

Electronic meetings shall be subject to all rules adopted by the body that is meeting, or by the Association, to govern them, which may include any reasonable limitations on, and requirements for, members' participation. Any such rules adopted by the body that is meeting shall supersede any conflicting rules in Robert's Rules of Order Newly Revised, but may not otherwise conflict with or alter any rule or decision of the Association. An anonymous vote conducted through the designated internet meeting service shall be deemed to be a ballot vote, fulfilling any requirements that a vote be conducted by ballot.

Unless specified otherwise, members attending a meeting electronically have the same rights of attendance, speech and proposal as members who are present in person.

The last two paragraphs of this section ("Electronic meetings shall ... present in person.") are in this section due to a mistake in the bylaw amendment. These last two paragraphs are to be removed from the bylaws by the General Assembly in the near future, as the content is already covered by the three foregoing paragraphs.

Rules for Electronic Meetings

  1. The Secretary of the body that is meeting, or in the absence or at the deference of the Secretary, the President or Chairman of the body that is meeting, shall schedule internet meeting service availability to begin no less than ten (10) minutes before the start of the meeting. In the case of a special session of the GA, the OAC shall schedule internet meeting availability to begin no less than 30 minutes before the start of the GA.
  2. The presence of a quorum shall be established by audible roll call at the beginning of the meeting. Thereafter, the continued presence of a quorum shall be determined by the online list of participating members, unless any member demands a quorum count by audible roll call.
  3. Each member is responsible for their own connection to the internet; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member's individual connection prevented them from participating in the meeting.
  4. The Chair may cause or direct the disconnection or muting of a member's connection if it is causing undue interference with the meeting. The Chair's decision to do so, which is subject to an undebatable appeal that can be made by any member, shall be announced during the meeting and recorded in the minutes.
  5. A member who intends to make a motion that may interrupt a speaker may indicate so either electronically or by voice.
  6. Voting shall be undertaken by equivalent electronic method of the usual methods allowed, as directed by the Chair.
  7. In the case of live meetings with some members attending electronically, the meeting must be chaired a member who is present in person.
  8. In the case of live meetings with some members attending electronically, should there be a loss of meeting room connection, any business transacted while the connection is lost is null and void, except that the members present in the meeting room at such a time may take those actions that are in order in the absence of a quorum.

RONR state that in audioconferences, there must be the opportunity for simultaneous aural communication (not only typing). The notice of an electronic meeting must include an adequate description of how to participate in it.

Policy Papers and Position Statements

Policy papers are general documents explaining IVSA’s opinion and beliefs on a general topic. Such papers are bound by IVSA’s Constitution and Bylaws, and in particular must not contradict IVSA’s objectives as stated in the Constitution.

The procedures for adopting policy papers are as follows:

  1. Policy papers must be proposed by at least one (1) IVSA member.
  2. Policy papers should be circulated to all Member Organizations not less than 30 days prior to the opening meeting of the General Assembly at which the paper is to be considered. If this is not done, a justification for why the policy statement should be considered immediately must be given to the General Assembly by, or on behalf of, the member(s) proposing it.
  3. Policy papers must be adopted by a two-thirds (2/3) majority vote during a later meeting of the General Assembly than the meeting in which the policy is first presented to delegates.
  4. Before adoption, a policy paper may be amended with a simple majority vote. After adoption, a two-thirds (2/3) majority is required to update, replace or retract a policy paper.
  5. Once adopted, a policy paper stands for five (5) years, unless it is updated, replaced or retracted.
  6. An updated or replaced policy paper stands for five (5) years from the time that the updated or new policy paper is adopted.
  7. After five (5) years, a policy paper must be re-proposed to the General Assembly by the ExCo, or an explanation must be given by the ExCo for not re-proposing it.

A position statement is a statement of IVSA’s beliefs on a certain issue, drafted in relation to a certain event.. Such statements are bound by IVSA’s Constitution and Bylaws, and in particular must not contradict IVSA’s objectives as stated in the Constitution.


Position Statements are to be approved by the Executive Committee before release. They are to be aligned with the constitution, bylaws and policy papers of the IVSA. Position Statements should contain reference for facts or information used in the statements from reputable sources.

Executive Committee

General

The ExCo is the administrative body responsible for the work of IVSA between the General Assemblies, within the mandate, guidelines and decisions provided by the General Assembly.

The ExCo shall:

  1. preserve all property and official records of IVSA,
  2. aim to improve and develop the work of IVSA,
  3. nominate Member Organizations and Honorary Life Members and report nominations at an annual session of the General Assembly,
  4. prepare an annual Financial Report for approval by the General Assembly,
  5. direct the public relations of IVSA,
  6. advise the organizing committees of Congresses and Symposia on the organisation of the General Assembly,
  7. be members of the General Assembly with the right to speak and make motions in the General Assembly
  8. not have the right to vote in the General Assembly,
  9. have the right to nominate and be nominated in the General Assembly,
  10. not be counted as delegates in the General Assembly.

The ExCo have the right to make motions in the General Assembly, but should try not to dominate the General Assembly, encouraging other IVSA members to make most motions, especially most main motions, with certain exceptions (e.g. a motion that is a specific recommendation of an ExCo member, or of the ExCo as a whole) The ExCo will be discharged of its responsibility for the finances and governance of IVSA once the General Assembly grants this after the presentation of the Financial Report following the term of the ExCo.


Structure

The ExCo shall consist of six to eight (6–8) members, and must always contain the following specific named positions:

  • President
  • Secretary General
  • Treasurer
  • Development Aid Director
  • Member Organization Director

The ExCo must select one (1) of its members to serve as the Vice-President.

The President may not hold any other position. Other members of the ExCo may hold more than one (1) position.

Thus, any ExCo member apart from the President may serve as the Vice-President

"Position" here refers to to position on the ExCo. However, it is recommended that by the time they start their term, the President should not be holding any other IVSA position which may require a large time commitment, e.g. Committee chair, OC member.

The ExCo may decide on the addition of further specific named positions up to the maximum eight (8) to be held by the ExCo following their term. If the ExCo does not decide to specify the maximum eight (8) positions, then any remaining positions will be open for Member of ExCo nominations. The ExCo must inform delegates of the Congress of IVSA of the full list of specific named ExCo positions at least 30 days before the start of Congress, and must publish this information on the IVSA website on the same day.

If the ExCo does not decide to specify the maximum eight (8) positions, then any remaining positions will be open for Member of ExCo nominations.

ExCo Position Manuals – Member of ExCo: The idea behind this position is for each nominee for this role stating what they would bring to the ExCo, essentially allowing them to create their own role and bring new ideas to the table.

In addition to the six to eight (6–8) members, the ExCo shall have two (2) ex officio positions, those of the President-Elect and the Post-Treasurer. Both of these positions will have the right to attend and speak at all ExCo meetings, but will not have the right to vote.

"ex officio" means, in this case "someone who is part of the ExCo because they hold a certain office or position". In this case, these members' rights as "part of ExCo" are restricted.

The President will hold the signatory power on all official documents and agreements.

The Treasurer will hold signatory power on all financial documents.

Any other member of ExCo may hold signatory power for specified documents and/or agreements with the unanimous consent of the ExCo.

ExCo should only approve the signatory power of members of ExCo other than the President and the Treasurer if it is not feasible for either of them to sign the relevant documents.

Term of the ExCo and specific related positions

The term of the ExCo is September 1st to August 31st of the following year or until their successors are elected.

The term of the President-Elect is February 1st to August 31st of the same year after which the President-Elect becomes the President for the term of the ExCo.

The term of the Treasurer is September 1st to August 31st of the following year after which the Treasurer becomes Post-Treasurer for the term of August 31st to the end of the next Symposium.

Executive Committee – Election Schedule

If there is no successor of an ExCo Officer elected during the congress, an election will be held at the following symposium.

Those elected may be removed from office by the General Assembly as provided in these Bylaws and in Robert's Rules of Order Newly Revised. RONR provide that we can remove those elected from office by a 2/3 vote, a majority vote with previous notice, or a majority of the entire membership.


Nomination and Election

The election of the members of the ExCo is always by written ballot.

Any valid delegate or member of ExCo may nominate a member for a position in the ExCo.

GA Manual – Elections: The same person can be nominated for more than one ExCo position. If elected to more than one position, the member may choose the position they prefer, after which (a) new election(s) shall be held for the other position(s). The person may be elected to more than one position by such (a) subsequent election(s). If the member is absent the group will decide by vote which position the absent member shall have. If there is more than one other nominee for the position the member does not choose, there will be another vote between the remaining nominees for that position.

Nomination of the members of the ExCo

  • It is recommended that a nominee for membership of the ExCo should have attended a major part of at least one (1) IVSA Congress or Symposium.
  • Any number of members may be nominated, but no more than two (2) members from each country may be elected to the ExCo for each term.

GA Manual – Elections – Two Member per Country Limit: While situations may arise where it would seem sensible to exceed this limit, it is not possible to do so, as a rule for eligibility for office is not in the nature of a rule of order and so cannot be suspended (under RONR, suspension of the Bylaws is allowed only for Bylaws that are in the nature of rules of order, and for RONR, with a ⅔ majority).

  • Only veterinary student members who have not yet graduated from a veterinary institution with a degree that allows them to practice veterinary medicine in their country are eligible for election to the ExCo.
  • In the case of nominees for President, only members who will not yet have graduated with such a degree at the time they will become President are eligible for election.
  • A student may be a member of the ExCo for no more than two (2) terms.

This means that no one person may be on the ExCo for more than 2 years in total

  • A member must be nominated either for a specific named position or the position of Member of ExCo. All nominations for Member of ExCo will be equal and non-specific, but nominees should indicate their subjects of interest in their nominations.
  • The current Treasurer is not eligible for nomination to the ExCo with the exception of nomination to the position of Treasurer for a second term.

The reason why the current Treasurer is not eligible for nomination to the ExCo, except for being nominated for Treasurer again, is so that they do not hold another ExCo position while they are fulfilling their duties as Post-Treasurer

  • Any ExCo nomination shall automatically count as a nomination for member of the Secretariat should the nominee not be elected to the ExCo, unless the nominee chooses to opt out of being nominated for the Secretariat.

"opting out of being nominated to the Secretariat" means "deciding that they do not want to also be nominated for the Secretariat"

  • A member can be nominated for a position in the ExCo, a position in the Secretariat and a position in the Trust, or any combination thereof, but only be elected to one (1) of these. The election of the ExCo must always take place prior to the election of the Secretariat, thus deciding whether the nomination for the Secretariat is still valid at the time of the election of the Secretariat. The election of the Secretariat must always take place prior to the election of the Trust, thus deciding whether the nomination for the Trust is still valid at the time of election of the Trust.
  • A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

Presentation Meeting

  • All nominees are required to give a presentation to the General Assembly.
  • The presentations of all nominees must take place no later than 24 hours prior to the meeting during which the election is to take place.
  • Once the presentations of all nominees have been presented, the General Assembly is allowed to present the nominees with questions regarding the nominations.
  • A list of all nominees and summaries of their presentations must be available to the General Assembly directly after the conclusion of the presentations.

Election of the members of the ExCo

  • If there is only one (1) nominee for the position of President, the nominee will be elected without a vote.
  • If there is only one (1) nominee for a specific named position, the nominee will be elected without a vote.
  • If there are as many, or fewer, nominees for the positions of Members of ExCo as there are open positions, the nominees will be elected without a vote.
  • The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.
  • Any nominee may ask to see their number of votes.
  • Election of nominees shall be by preferential written ballot voting to obtain an absolute majority (as outlined in the section “General Assembly – General Assembly Procedures”) unless otherwise stated.

In the case of elections to Member of ExCo positions where there is more than one open position, voting shall be by preferential written ballot voting (as outlined in the section “General Assembly – General Assembly Procedures) unless otherwise stated.

  • In the case that more than two (2) nominees are to be elected to the ExCo from the same country, another vote shall be held in which all provisionally elected nominees from that country are voted on. In this case, the two (2) nominees with the highest numbers of votes shall be elected, and the other provisionally elected nominee(s) shall no longer be eligible for a position on the ExCo.
  • In the case that more than one (1) nominee from the same country as the current President-Elect is to be elected to the ExCo, another vote shall be held in which all provisionally elected nominees from that country, excluding the President-Elect, are voted on. The one (1) nominee with the highest number of votes shall be elected, and the other provisionally elected nominee(s) shall no longer be eligible for a position on the ExCo.
  • In the cases described in the above two (2) points, nominations for specific named positions are preferred to nominations for Member of ExCo, such that:
    • If there are two (2) or more nominations for specific named positions, any nominations for Member of ExCo are invalidated.
    • If there is one (1) nomination for a specific named position, this nominee is elected and the remaining provisionally elected nominees voted on.
  • In the case that a provisionally elected nominee is declared no longer eligible for a specific named position on the ExCo, the votes for the ineligible nominee shall be re-allocated to the next most preferred nominee on those ballots.
  • All ballots must be kept for a period of no less than 24 hours during which a recount of the results of the election may be requested from the General Assembly by any delegate.
  • After the 24 hour period all ballots will be destroyed and the Election Committee dissolved.

Election schedule

The President will be elected during the Symposium held before the start of the term of the new ExCo. Prior to assuming office, the elected President will assume the position of President-Elect according to the Bylaws of IVSA.

All other members of the ExCo will be elected during Congress.

If there are no nominees for President during Symposium, the President may be elected during Congress.

Responsibilities

President

The responsibilities of the President include but are not limited to:

  • presiding as the general representative of IVSA in all public affairs,
  • supervision of the financial affairs and fundraising of IVSA,
  • directing the work of the ExCo,
  • supervising the work of the Secretariat,
  • establishing and maintaining relations with relevant third parties,
  • proposing the agenda for General Assembly and ExCo meetings and circulating it in due time before said meetings.

President-Elect

The responsibilities of the President-Elect include but are not limited to:

  • staying informed about the work of the outgoing ExCo for the time period between February 1st and August 31st until assuming the office of President of the new ExCo,
  • acquainting themselves with the duties of the President for the upcoming presidential term.

The President-Elect may be holding a position in the Secretariat or the ExCo upon election, and in this case will continue to hold this position until August 31st.

Vice-President

The responsibilities of the Vice-President include but are not limited to:

  • chairing ExCo meetings in the absence of the President,
  • proposing the agenda for ExCo meetings and circulating it in due time before said meetings in the absence of the President.

Secretary General

The responsibilities of the Secretary General include but are not limited to:

  • directing the work of the Secretariat, subject to direction by the ExCo,
  • serving as the Secretary of the General Assembly and ExCo meetings,
  • certifying delegates before the start of the General Assembly,
  • combining the list of active Member Organizations received from the Treasurer with the list of delegates received from the OC to produce the number of votes present at the General Assembly at Congress or Symposium,
  • ensuring the taking and circulation of the minutes of the meetings of the General Assembly and the ExCo to all relevant parties,
  • archiving all ExCo and General Assembly minutes, reports and other relevant information,
  • assisting the President and Vice-President according to their requests.

Treasurer

The responsibilities of the Treasurer include but are not limited to:

  • handling all financial transactions of IVSA according to the decisions of the ExCo,
  • calculating and collecting the membership fees of all members of IVSA in a way that causes no unnecessary bank charges,
  • maintaining a list of active Member Organizations and their votes to be handed to the Secretary General before the start of a Congress or Symposium,
  • maintaining legally appropriate bookkeeping,
  • presenting a preliminary Financial Statement to the ExCo during Symposium,
  • preparing the annual budget of IVSA for the next ExCo in cooperation with the President-Elect.

Post-Treasurer

The responsibilities of the Post-Treasurer are limited to:

  • preparing and presenting the Financial Report of IVSA to the General Assembly at Symposium following the end of the term of the ExCo in which the current Post-Treasurer held the position of Treasurer.

Development Aid Director

The responsibilities of the Development Aid Director include but are not limited to:

  • directing the finances of the Development Fund,
  • working to expand the contacts of IVSA in low per capita income countries,
  • identifying projects the Development Fund should collaborate with,
  • raising awareness about the Development Fund with members of relevant third parties,
  • reporting to the General Assembly on projects both completed and ongoing during the term of the Development Aid Director

In addition the Development Aid Director shall strive to complete all projects started during their term and to raise funds to enable further projects by the Development Fund.

Member Organization Director

The responsibilities of the Member Organization Director include but are not limited to:

  • acting as the main liaison between IVSA represented by the ExCo and the members of IVSA represented primarily by the Exchange Officers of each Member Organization,

"the main liaison" means, in this case, "the main contact, or link"

  • acting as the main liaison between the ExCo and the Organizing Committee of Congresses and Symposia,
  • supervising that the Organizing Committee distributes the number of delegates per country for Congresses and Symposia in the most appropriate way to ensure optimal distribution of representatives of IVSA Member Organizations in the General Assemblies
  • supporting the organization of individual and group exchanges worldwide by collecting and distributing relevant information about past and upcoming exchanges and promoting best practices for the exchanges,
  • arranging and chairing an Exchange Officers meeting during Congresses and Symposia of IVSA.

Meetings of the Executive Committee

The ExCo shall have a live meeting at least four (4) times during its term. These four (4) meetings are the starting Handover meeting directly after the election of the new ExCo, the meeting directly before or during a Symposium at the middle of the term of the ExCo, the meeting before or during a Congress at the end of the term of the ExCo and the ending Handover meeting after the next ExCo has been elected. The ExCo may have more meetings, both live and electronically, as it sees necessary.

Live meetings of the ExCo may also have some members attending electronically.

The President is responsible for summoning the meetings of the ExCo. If the President is unavailable a meeting of the ExCo may be summoned by the Vice-President.

Summon means, in this case "call for the holding of"

All members of the ExCo have equal rights of attendance, speech and proposal at meetings. All decisions of the ExCo shall be made with a simple majority of those present in the meeting with the vote of the President deciding in the event of a tie.

The ExCo shall have quorum when half (1/2) of the ExCo including the President or Vice-President are in attendance. A member of the ExCo shall be considered in attendance if they are present in the meeting in person or via any form of telecommunication.

An agenda for the ExCo meeting must be circulated no later than seven (7) days prior to the meeting. The agenda may be amended during the meeting.

Minutes shall be taken from each ExCo meeting and shall comprise of a summary of the discussion and any presentations presented as well as all decisions made by the ExCo. These minutes are part of the public record of IVSA and shall be made available to the members of IVSA by fourteen (14) days after the ExCo meeting as well as archived according to the Manuals.

"shall comprise of" means "shall contain / shall consist of"

The ExCo meetings may be attended by observers, including but not limited to: members of the Secretariat, Trustees and Honorary Life Members. If an ExCo Meeting is in executive session, observers can only attend if the ExCo approves their attendance.

Following RONR, minutes of any part of an ExCo meeting (or indeed a GA meeting) held in executive session are not public, and should be approved also in an executive session. This excludes actions taken in executive session that are desired to be made public.

At the following symposium or congress the ExCo must report to the GA that an executive session had taken place. Any MO or any Individual Supportive Member may then request more information after that time.


The President-Elect and Post-Treasurer positions are not considered part of the ExCo for the purposes of quorum.

Observers do not have the right of speech or proposal unless granted them by the ExCo.


Starting Handover meeting

  1. The first ExCo meeting is held at the annual Congress after elections of the new ExCo have taken place.
  2. The outgoing ExCo will take part in this meeting and brief the incoming ExCo about ongoing projects.
  3. The assigning of the positions of the members of the new ExCo shall take place in this meeting.
  4. The assigning of Secretaries to members of the new ExCo shall take place in this meeting.

Extra info on assigning of positions: This includes the assigning of the "Vice-President" position, and the naming of any "Member of ExCo" positions.

Symposium meeting

  1. This meeting is to be held at the Symposium venue directly before or during the Symposium of IVSA.
  2. Each ExCo member will present a report of their work since the Handover meeting at this meeting.
  3. These reports will be presented for approval to the General Assembly during the Symposium.

These reports should be printed in the Symposium proceedings booklet, so Officers are required to send in their written reports in due time before the Symposium.

Congress meeting

  1. This meeting is to be held at the Congress venue directly before or during the Congress of IVSA.
  2. Each ExCo member will present a report of their work since the Symposium meeting at this meeting.
  3. These reports will be presented for approval to the General Assembly during the Congress.

These reports should be printed in the Symposium proceedings booklet, so Officers are required to send in their written reports in due time before the Congress.

Ending Handover meeting

  1. The last ExCo meeting is held at the annual Congress after the elections of the new ExCo have taken place.
  2. The outgoing ExCo will take part in this meeting and brief the incoming ExCo about ongoing projects.
  3. The outgoing ExCo are relieved of their daily duties at the end of their term and by then are required to brief the members of the new ExCo about the proper running of IVSA.

Expenses

"be entitled to" in the first numbered point here means, in this case, that the members of ExCo can be reimbursed for these costs.

  1. The positions of the ExCo shall be honorary and members of the ExCo shall be entitled to expenses necessarily incurred in the course of work for IVSA.
  2. ExCo members shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Symposium and Congress during which all mandatory meetings are held.
  3. The President-Elect shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Congress of IVSA.
  4. The Post-Treasurer shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Symposium of IVSA following their term as Treasurer.
  5. Half (1/2) of the registration fee of the members of the current ExCo (excluding the positions of President-Elect and Post-Treasurer) for the Symposium and Congress of IVSA, not including the surcharge for the IVSA Central Fund, shall be covered by the Organizing Committee of the Congress or Symposium in question.
  6. Half (1/2) of the registration fee of the President-Elect for the Congress of IVSA, not including the surcharge for the IVSA Central Fund, shall be covered from the IVSA Central Fund. If the President-Elect is also a member of the current ExCo, he shall be treated as a member of the ExCo and the half of his fee shall be covered by the Organizing Committee of the Congress.
  7. Half (1/2) of the registration fee of the Post-Treasurer for the Symposium of IVSA following their term as Treasurer, not including the surcharge for the IVSA Central Fund, shall be covered from the IVSA Central Fund.
  8. Should they attend live meetings in addition to the four (4) mandatory live meetings, each member of the ExCo shall be reimbursed partially for their travel expenses at a minimum cost rate from the IVSA central fund for attending no more than two (2) such additional live meetings.
  9. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed to grant these specific expenses to the recipient. The expenses may be reimbursed after individual agreement of the majority of the members of the ExCo, but this decision must be ratified during the next ExCo meeting.

ExCo Officers do not have to pay the Central Fund surcharge, as discussed in "Congresses and Symposia - Congress and Symposium Finances"

The travel expenses of each ExCo member for attending the Live Meeting shall be summed. If the total amount of travel expenses exceeds the amount budgeted for the Live meeting - after the accommodation and food allowance has been accounted for - the remainder of the total amount budgeted will be divided amongst the ExCo members in attendance as fairly as possible. The percentage of the remaining amount each ExCo member receives as reimbursement for their travel expenses shall not exceed one hundred (100) percent of their individual travel expenses.

Termination of membership of the ExCo

Any member of the ExCo may at any time resign from their position by giving written notice to the President of IVSA effective immediately, with the following exceptions:

  1. In the case of the President of IVSA, they must give written notice to the Vice-President of IVSA.
  2. In the case of the President-Elect of IVSA, if they resign before Congress by giving their notice to the President, their resignation shall be effective immediately and elections for President shall take place during Congress. Should they resign during the Congress after elections have been closed, or after Congress but before they begin their term as President, they shall serve the remainder of their term as President-Elect, and the ExCo member who is appointed to the position of Vice-President during Congress shall automatically become President at the start of the new term of the ExCo.
  3. The Post-Treasurer may not resign.

Our procedures of resignation for ExCo members override those in RONR which state that only the body which elected an officer (the GA in this case) can accept a resignation. The primary reason for giving the ExCo authority in such matters is that the GA only meets twice a year, and RONR recommend that for societies that meet less than once every 3 months, such authority is best delegated in this way.

In the event of a vacancy arising, the ExCo will appoint a new member to the ExCo to fill the vacancy. This position will first be offered to the Secretary assigned to that ExCo position and if unavailable for the position, or if no such Secretary exists, to other members of the current Secretariat. If the position cannot be filled from the current Secretariat, if the vacancy has arisen before Symposium, an election for that position shall be held during Symposium. If the vacancy has arisen during or after Symposium, the ExCo will continue the rest of its term with a vacancy If the vacancy lowers the total number of members of the ExCo below six (6), the ExCo will arrange for a special session of the General Assembly during which (a) new member(s) will be elected to the ExCo.

The ExCo may initiate the termination of the membership of any member of the ExCo if said member repeatedly fails to participate in the work of the ExCo or is found to be acting against the principles of IVSA. Termination of membership of the ExCo will be decided by the General Assembly.

The member of ExCo must have an opportunity for oral or written defense as in special rule of order 14.

The procedure for filling vacancies does not apply to the Presidency. Should the Presidency be vacant, RONR states that unless the Bylaws do not specify a method of filling the vacancy applying to the office of President in particular, then the Vice-President automatically become President for the remainder of the term, and the position of Vice-President becomes vacant.

Should the Vice-Presidency become vacant, the ExCo must select another of its members to serve as the Vice-President, and as the President may not hold any other position, the new President must resign from the ExCo position to which they were elected. This vacancy is filled as “in the event of a vacancy”.

Notice of filling a vacancy in an office must always be given to the members of the body that will elect the person to fill it.

Supervision of the work of the ExCo

  • Any valid delegate of a General Assembly may present the ExCo with questions about the work of the ExCo to which the ExCo is required to provide an answer no later than by the end of the next General Assembly meeting or by the end of the current one if it is the last in the Congress or Symposium.
  • After the ExCo has provided their answer to the questions, the General Assembly may debate the matter.
  • If the work of the ExCo is judged not to be in accordance to the Constitution and Bylaws of IVSA, a vote of no confidence may be proposed.
  • If a vote of no confidence is passed by the required two-thirds (2/3) majority of those present and voting, the current ExCo shall dissolve effective immediately and a special session of the General Assembly will be called to elect a new ExCo with the interim governance of IVSA delegated to the Secretariat.

"interim governance of IVSA" means, in this case, "the management of IVSA in the time during which there is no ExCo"

Secretariat

General

The Secretariat is an administrative body of IVSA subsidiary to the ExCo and tasked with assisting the members of the ExCo with their duties.

The term of the Secretaries is the same as the term of the ExCo.

Structure

The Secretariat consists of six to eight (6–8) Secretaries.

The Secretariat is headed by the Secretary General. The Secretaries of the Secretariat are appointed an official of the ExCo to assist, but share an equal responsibility for the work of the Secretariat in general.

Responsibilities

The Secretaries are responsible for assisting the work of their assigned ExCo member to the best of their ability.

The Secretaries are responsible for writing a report of their work and presenting it for approval by the General Assembly in Congress.

Nomination and Election

Members of the Secretariat are elected by the General Assembly at Congress.

The election of the members of the Secretariat is always by written ballot.

Any valid delegate or member of ExCo may nominate a member for membership of the Secretariat.

Only two (2) members from each country may be elected to the Secretariat for each term.

GA Manual – Elections – Two Member per Country Limit: While situations may arise where it would seem sensible to exceed this limit, it is not possible to do so, as a rule for eligibility for office is not in the nature of a rule of order and so cannot be suspended (under RONR, suspension of the Bylaws is allowed only for Bylaws that are in the nature of rules of order, and for RONR, with a ⅔ majority).


Only veterinary student members who have not yet graduated from a veterinary institution with a degree that allows them to practice veterinary medicine in their country are eligible for election to the Secretariat.

A student may be a member of the Secretariat for no more than two (2) terms.

This means that no one person may be on the Secretariat for more than 2 years in total

All nominations for membership of the Secretariat will be equal and non-specific, but nominees may indicate their subject of interest in their nominations.

If a member has been elected to a position in the ExCo they are not eligible for a position as a member of the Secretariat.

A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

If there are six to eight (6–8) nominees for membership of the Secretariat, the nominees will be elected without a vote.

The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.

Any nominee may ask to see their number of votes.

Election of nominees shall be by plurality-at-large.

GA Manual – Elections: If absolute majority voting was applied to the Secretariat election, this could potentially result in a lot of time-consuming revoting, so to streamline the elections, plurality-at-large is used, whereby the nominees with the highest numbers of votes are elected to fill the available positions whether or not they have a majority (they have a relative majority, also known as a plurality).

If the result of the vote is such that more than two (2) nominees from one country are to be elected to the Secretariat, the provisionally elected nomination from that country receiving the least number of votes shall be invalidated until only two (2) provisionally elected nominees from that country remain.

Expenses

  1. The positions of the Secretariat shall be honorary and Secretaries shall be entitled to some of the expenses necessarily incurred in the course of their work for IVSA.
  2. Secretaries shall be reimbursed for their travel expenses at a minimum cost rate from the IVSA central fund for attending the Congress at the end of their term.
  3. Half (1/2) of the registration fee of the members of the current Secretariat for the Congress of IVSA, not including the surcharge for the IVSA Central Fund, shall be covered from the Central Fund of IVSA.
  4. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed in an ExCo meeting to grant these specific expenses to the recipient.

Secretariat Manual: If a newly elected Secretary knows at the Congress where they were elected that they will not be able attend the Congress at the end of their term, they can ask the GA to award reimbursement for a trip to the Symposium instead. The GA can choose to reimburse the trip of the secretary to the Symposium either partly, fully or not at all.

Secretaries do not have to pay the Central Fund surcharge, as discussed in "Congresses and Symposia - Congress and Symposium Finances"

Termination of membership of the Secretariat

Any member of the Secretariat may at any time resign from their position by giving written notice to the President of IVSA effective immediately.

Should a Secretary repeatedly fail to participate in the work of the Secretariat or be found to be acting against the principles of IVSA, as determined by a two thirds (2/3) majority vote of the ExCo in an ExCo meeting, or should they resign, they shall be relieved of their duties and the Secretariat shall continue the rest of their term with a vacancy. Should a vacancy lower the total number of members of the Secretariat below six (6), the ExCo shall appoint a new member to the Secretariat to fill the vacancy.

The Secretary must have an opportunity for oral or written defense as in special rule of order 14.


Trust

General

The Trust is an advisory and overseeing body of IVSA subsidiary only to the General Assembly.

The term of a Trustee is the same as the term of the ExCo.

Structure

The Trust consists of up to six (6) Trustees.

All Trustees have equal rights and equal share of the responsibility of the work of the Trust.

Responsibilities

The Trustees are responsible for supervising and assisting the work of the ExCo and the Secretariat to the best of their ability.

The Trust has the right to “Call for Attention”, which needs to be addressed by the ExCo and Secretariat during the ExCo meeting following such a call. A “Call for Attention” can entail, but is not limited to, addressing problems the Trust has become aware of. When a “Call for Attention” has not been resolved without reasoning after calling for it at least twice, the Trust may decide to bring the matter before the General Assembly.

The Trustees are required to stay informed of the work of the ExCo and Secretariat.

The Trustees are required to present a report on their work for approval by the General Assembly in Congress.

Nomination and Election

The Trustees are elected by the General Assembly at Congress.

The election of Trustees is always a written ballot.

Any valid delegate or member of ExCo may nominate a member for a Trustee position.

A Trustee position may not be held more than three (3) terms.

This means that no one person may be on the Trust for more than 3 years in total

Any number of members from each country may be elected to become Trustees.

To be eligible for a Trustee position, a member must have held a position in the ExCo or Secretariat prior to the election.

If a member has been elected as a member of the ExCo or Secretariat, they are not eligible for a Trustee position during the same term.

A list of nominators and nominees must be presented to the General Assembly no later than 48 hours before the meeting during which the election is to take place after which no changes to the list are allowed.

If there are six (6) or fewer nominees for membership of the Trust, the nominees will be elected without a vote.

The results of the elections are public and the number of votes for all elected nominees will be presented to the General Assembly.

Any nominee may ask to see their number of votes.

Election of nominees shall be by plurality-at-large.

GA Manual – Elections: If simple majority voting was applied to the Trust election, this could potentially result in a lot of time-consuming revoting, so to streamline the elections, plurality-at-large is used, whereby the nominees with the highest numbers of votes are elected to fill the available positions whether or not they have a majority (they have a relative majority, also known as a plurality).

If there are more than six (6) nominees for the Trust, but less than six (6) nominees who have held a position in the ExCo, those nominees who have held a position in the ExCo will be elected without a vote.

If six (6) or more members who have held a position in the ExCo are nominated for a Trustee position, the nominations of all nominees who have not held a position in the ExCo are invalidated.

GA Manual – Elections – Nominations for the Trust: In the last 2 paragraphs, the "nominees" referred to are those nominees whose nomination is still valid at the time of the election of the Trust (i.e. after the elections of the ExCo and the Secretariat) - so no nominations should be invalidated until after these elections, when it is known for certain which nominations are still valid.

If the current President is elected to the Trust, they shall become Immediate Past President of IVSA. The Immediate Past President is a member of the Trust, is not a member of ExCo, and has the same rights and responsibilities as the other Trust members. The role of Immediate Past President can only be held by the outgoing President and can only be held for one term.

Expenses

  1. The positions of the Trustees shall be honorary and Trustees shall be entitled to the expenses necessarily incurred in the course of their work for IVSA only in special circumstances when so decided by the GA.
  2. An exception to this rule is that should (a) Trustee(s) attend the Congress of IVSA, the travel expenses at a minimum cost rate of up to two (2) Trustees shall be reimbursed fully from the IVSA Central Fund.
  3. No expenses shall be reimbursed before valid receipts documenting the expenses are handed to the Treasurer and the ExCo has agreed in an ExCo meeting to grant these specific expenses to the recipient.

Trustees do not have to pay the Congress/Symposium surcharge for the IVSA Central Fund, as discussed in “Congresses and Symposia – Congress and Symposium Finances”

Termination of membership of the Trust

Any member of the Trust may at any time resign from their position by giving written notice to the President of IVSA effective immediately.

Any member of IVSA may propose the termination of the membership of any member of the Trust if said member repeatedly fails to participate in the work of the Trust or is found to be acting against the principles of IVSA. Termination of membership of the Trust will be decided by the General Assembly and the subject of the termination will be allowed a written or oral defense of their position during the General Assembly during which the termination of their membership of the ExCo is to be decided.

The Trustee must have an opportunity for oral or written defense as in special rule of order 14.


Committees and Groups

The General Assembly can form Standing Committees, Ad Hoc Committees, Regional Groups and Working Groups to execute, coordinate and support the activities of IVSA.

"Ad Hoc" literally means "for this", meaning "for a particular purpose".

The work of each body is coordinated by a Chairman, elected by the General Assembly. The term of a Chairman of a permanent Committee or Group is the same as the term of the ExCo.

Chairmen of permanent Committees and Groups should therefore be elected at Congress under normal circumstances.

The Committees and Groups of IVSA are subordinate to the ExCo and ultimately to the General Assembly, and may be authorized to act on IVSA's behalf on certain issues with permission from either body.

The President of IVSA is an ex officio member of each Committee and Group of IVSA, except the Election Committee and any disciplinary committees, with the same rights, but not obligations, as other members of the Committee or Group, including rights of attendance, speech, proposal and voting at meetings, except that they are not considered part of the Committee or Group for the purpose of quorum.

The Manuals may specify other IVSA Officials to be ex officio members of one or more Committees or Groups, and clarify their rights accordingly, at the discretion of the ExCo.

The other members of each Committee or Group are appointed by the Chairman of the body after adjournment of the General Assembly, usually by applications to the Chairman of the body, unless another method of appointment to the body is specified. The other members of each Committee or Group do not need to be recorded in any General Assembly minutes if appointed after adjournment of the General Assembly. After appointment to such a body, a member shall serve until the end of the term of the Chairman of the body, with the exception that the body may remove or replace members with a majority vote if so authorized by the Chairman of the body.

“unless another method of appointment to the body is specified” means specified in the Bylaws, in RONR, or in the motion to form the committee or another motion.

If appointed after adjournment of the GA, the other members of the Committee or Group should be recorded in the annual report of the Committee or Group.

Disciplinary committees relate to the unlikely situation that it is required to initiate disciplinary proceedings involving a member or MO.

Committees and Groups Manual: The motion to form a Committee/Group should state specifics, e.g. how many members (or “with no limit on number of members”), how they are to be elected (e.g. by application to the Chair, appointment by the Chair, appointment by the President), when the Committee/Group will report to the GA. If these details are not stated in the motion to form the Committee/Group, then they shall be the decision of the Chairman of the Committee/Group.

  1. Standing Committees are permanent and are formed to fulfill a specific function.
  2. Ad Hoc Committees are temporary and are formed to fulfill a specific function for a specific time.
  3. Regional Groups can be temporary or permanent and are formed to coordinate a specific or general function in a geographically defined area.
  4. Working Groups can be temporary or permanent and are formed to coordinate a specific or general function under a specific topic.

Committees and Groups Manual: Ad Hoc Committees should be created for unique issues which require special effort, are not suitable to be solved by the ExCo/Secretariat/Trust, and cannot be solved by the GA without considerable debate/effort.

Working Groups are for more long term issues that need constant input. An example might be rabies eradication efforts.

The Chairman of a committee or a group is responsible to hold accurate minutes from the work of the committee or group and report the activities of the committee or group he or she is leading to the General Assemblies or to the ExCo, if the General Assembly so decides. All committees and groups shall act according to the Constitution and Bylaws of IVSA.

All committees and groups may have electronic meetings, as well as live meetings with some members attending electronically.

Any Chairman of a Committee or Group may at any time resign from his/her position by giving written notice to the President of IVSA effective immediately.

Should the Chairman of a Committee or Group repeatedly fail to fulfill his/her responsibilities or be found to be acting against the principles of IVSA, as determined by a two thirds (2/3) majority vote of the ExCo in an ExCo meeting, or should he/she resign, he/she shall be relieved of his/her duties and his/her position declared vacant. Should a vacancy arise in a Committee Chairman position, the ExCo shall appoint an acting Chairman until the General Assembly has the opportunity to elect a replacement.

Notice of filling a vacancy in an office must always be given to the members of the body that will elect the person to fill it.

NoticeIf the ExCo is relieving a Chairman of their duties, the Chairman must have an opportunity for oral or written defense as in special rule of order 14.

Expenses

The Chairman of IVSA Committees or Groups, or a designee approved by the ExCo, shall be reimbursed half (1/2) of their registration fee excluding the Central Fund surcharge, from the IVSA central fund for attending the Congress at the end of the term of the Committee or Group.

The Chairman or designee shall only receive the reimbursement if it attend the ‘Handover Meeting’ and presents the report of the IVSA Committee or Group to the General Assembly at the Congress.

Election Committee

The elections of the members of the ExCo, Secretariat and Trust shall be governed by an Election Committee.

The Committee shall consist of three (3) people of whom at least one (1) must be a former or current member of the ExCo.

The Election Committee shall be elected by the General Assembly.

No member of the Election Committee may nominate or be nominated in the elections governed by the Election Committee.

Once elected, members of the Election Committee may not resign until the end of the elections.

The Election Committee shall personally count all votes for all nominees and present the results of the election according to the Constitution and Bylaws.

The Election Committee shall also serve as tellers for ballot votes. In the event that any member of the Election Committee has a conflict of interest relating to a certain ballot vote, they shall declare it and temporarily resign their position. In this case, the Chair shall temporarily appoint a new member of the Election Committee.

A member of the Election Committee shall read out the tellers' report once counting is complete. The Chairman should then declare the result. It is not required for the Chairman to repeat the tellers' report.

Online Attendance Committee

Online attendance of the special session of the GA shall be governed by the Online Attendance Committee (OAC).

The OAC consists of four (4) people including at least one member of the ExCo, one member of the Secretariat, one member of the Trust and one member of the Organizing Committee (OC).

The members of the OAC will be appointed by the ExCo at least 60 days prior to the start of a special session of the GA during which Online Attendance is allowed.

Once a member accepts the appointment of member of the OAC, he/she may not resign until the end of the special session of the GA. A member of the OAC may be dismissed by the President, if the ExCo deems that the member is not fulfilling his/her duties.

The OAC will automatically dissolve after the special session of the GA for which they were appointed, has adjourned.

Standing Committee on Animal Welfare

The Chairman of the Standing Committee on Animal Welfare shall be elected by the General Assembly.

Any member of IVSA may be nominated for the position of Chairman of the Standing Committee on Animal Welfare.

The justification for specifying this Committee in the Bylaws is that Animal Welfare will always be important to IVSA, whereas it is possible that other priorities (and so other Committees) may change.

It is possible that in the future, the Bylaws will be changed to include other Committees, if it is felt that their role in IVSA is permanent enough. This should not be considered until at least 2 years after a Committee is first established.

Standing Committee on One Health

The Chairman of the Standing Committee on One Health shall be elected by the General Assembly.

Any member of IVSA may be nominated for the position of Chairman of the Standing Committee on One Health.

Standing Committee on Veterinary Education

The Chairman of the Standing Committee on Veterinary Education shall be elected by the General Assembly. Any member of IVSA may be nominated for the position of Chairman of the Standing Committee on Veterinary Education.

IVSA Officials

IVSA Officials is the collective term for the ExCo, Secretariat, Trust and Chairmen of Committees and Groups. This term will be used when referring to these four (4) categories of elected IVSA positions.

Membership

Members

Member Organizations

Any group of three (3) or more veterinary students from the same university may apply to become a Member Organization of IVSA (local Member Organization).

Any national veterinary student organization may apply to become a Member Organization of IVSA (national Member Organization). Any national Member Organization shall have a national governing body, and representatives from all veterinary faculties it represents.

If two (2) or more local Member Organizations are willing to form a national veterinary student organization in order to become a national Member Organization, those Member Organizations should create a document stating this, signed by the President and Exchange Officer of all the Member Organizations concerned. The creation of a national Member Organization must be approved by the General Assembly.

Should local Member Organizations join together to form a national Member Organization, that national Member Organization shall retain the status of full Member Organization, provided that at least one (1) of the local Member Organizations joining together has that status at the time of formation of the national Member Organization.

There cannot be any local Member Organization(s) representing the faculties represented by an active national Member Organization.

Member Organizations must have

  1. an Exchange Officer,
  2. a Local President and
  3. at least one (1) additional member.

Any country may have more than one (1) Member Organizations which will be considered separate entities, except when

  • applying to become delegates for Congresses and Symposia and
  • voting in General Assemblies,

This means that separate MOs in the same country can be completely independent of each other, except for the bullet points given.

during which time all Member Organizations from the same country will be considered a single entity.

"a single entity" means, in this case, "as one organization"

Candidate Member Organizations share the same rights and duties as full Member Organizations, with the sole exception of the right to vote.

Individual Supportive Members

Individual Supportive Members have two categories:

  1. Student Individual Supportive Member
  2. Alumni Individual Supportive Member

Any current veterinary student may apply to become a Student Individual Supportive Member and any veterinarian may apply to become an Alumni Individual Supportive Member.

Student Individual Supportive Members are to be approved by the ExCo. The ExCo reserves the right to ask for proof of current enrollment as a student at a veterinary faculty.

Alumni Individual Supportive Members are to be approved by the ExCo. The ExCo reserves the right to ask for proof of a veterinary qualification.

Past members of ExCo are automatically accepted into Alumni Individual Supportive Members for the first two (2) years after graduation and during this time are exempt from paying any membership fees.

Individual Supportive Members shall be ex officio, members of the General Assembly without the right to vote. Student Individual Supportive Members may be allowed to vote if they have been certified as a delegate by a Member Organization.


In case the issue ever comes up, this should be interpreted as “a delegate of a single MO”. Delegates may not represent >1 MO.

Robert’s Rules is supportive of this notion – although perhaps not explicitly stated that it is not possible, at no point is there any indication that it is. Delegates are always referred to as though representing a single voting entity.

Honorary Life Members

Persons who have made significant contributions either to IVSA directly or, domestically or internationally, to the profession of veterinary medicine may be nominated by the ExCo for Honorary Life Membership.

Honorary Life Members: Honorary Life Members do not have any outright duties, since the position may be awarded without application. If the person is still active in a field related to the objectives of IVSA, it is hoped that the Honorary Life Member shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.

Honorary Life Membership is granted by the General Assembly.

But first, potential Honorary Life Members (HLMs) must be nominated by the ExCo. The GA cannot nominate HLMs but could suggest them to the ExCo.

Honorary Life Members shall always be exempt from the membership fee.

Honorary Life Members shall be ex officio members of the General Assembly without the right to vote unless they have been certified as a delegate by a Member Organization.

In case the issue ever comes up, this should be interpreted as “a delegate of a single MO”. Delegates may not represent >1 MO.

Robert’s Rules is supportive of this notion – although perhaps not explicitly stated that it is not possible, at no point is there any indication that it is. Delegates are always referred to as though representing a single voting entity.

Rights

Allocation of vote

Candidate Member Organizations shall not have the right to vote.

Each country shall be allocated two (2) votes which the delegates of each full Member Organization within the country may jointly cast as decided by the separate full Member Organizations from that country.

This means that the delegates must decide together how they will cast the 2 votes (see "GA Manual for the Members - Voting" for details).

Supernational organizations are a single voting entity (see Constitution for details).

The designations and denominations employed and the presentation of the material in this document do not imply the expression of any opinion whatsoever on the part of IVSA concerning the legal status of any country, territory, city or area or of its authorities, or concerning the delimitation of its frontiers and boundaries.

See Constitution for the definition of Country which we use purely for the purposes of defining voting entities within our association.

IVSA does not allow voting by proxy.

Each country must select one (1) delegate in each meeting of the General Assembly whose responsibility it shall be to state the votes of their country.

An abstain vote will count neither in favor nor against and will be subtracted from the total number of votes in order to calculate the result. Abstain votes do contribute towards quorum.

Abstain votes are further explained in "GA Manual for the Members - Voting"

Nominees for a position in the ExCo are not allowed to place votes in the election for the ExCo.

Nominees for a position in the Secretariat are not allowed to place votes in the election for the Secretariat.

Nominees for a position in the Trust are not allowed to place votes in the election for the Trust.

In the case that removing the right of nominees to place votes in an election brings the total number of votes to below quorum, their votes shall automatically be included as abstain votes.

Individual Supportive Members

Individual Supportive Members shall be granted access to a list of countries in which IVSA has either active or inactive Member Organizations.

Student Individual Supportive Members shall have the right to apply for Congresses and Symposia, and may take part in events and exchanges other than Congresses and Symposia.

Alumni Individual Supportive Members shall have the right to apply for Congresses, Symposia and IVSA Alumni events. They may take part in events and exchanges other than Congresses and Symposia only with the agreement of the Member Organization(s) involved.

Individual Supportive Members who are veterinary students and wish to undertake an exchange may apply for one through the Member Organization Director.

Honorary Life Members

Honorary Life Members shall be granted access to a list of countries in which IVSA has either active or inactive Member Organizations.

Duties

Member Organizations

The duties of Member Organizations include but are not limited to

  1. paying their annual Membership fee,
  2. promoting the work of IVSA and specifically IVSA Congresses and Symposia to its members with the intention of sending delegates to the General Assembly,
  3. working towards achieving the objectives of IVSA,
  4. cooperating with the requests of the General Assembly and the ExCO,
  5. annually appointing an Exchange Officer who shall be responsible for maintaining contact between the ExCo and the Member Organization,
  6. notifying the Member Organization Director of exchange activities within the Member Organization related to the work of IVSA.

Individual Supportive Members

Individual Supportive Members shall work toward advancing the objectives of IVSA and promoting awareness of IVSA within the veterinary field.

Student Individual Supportive Members shall pay an annual Membership fee. Alumni Individual Supportive Members shall only pay a Membership Fee once, when they apply for membership. Payment of this fee will grant them lifetime membership.

Application for Membership

Member Organizations

  1. The detailed application forms and procedures shall be decided by the ExCo as directed by the General Assembly and shall be made available online.
  2. The ExCo shall propose applicants to the General Assembly.
  3. The applying Member Organization has the right to present their organization to the General Assembly before a decision on the application is made.
  4. The General Assembly shall decide on the approval of Member Organization applications.
  5. Any Member Organization accepted by the General Assembly held at an IVSA Congress will only pay an amount equal to half of the annual Membership Fee.
  6. Once a Member Organization’s application has been approved and the Member Organization has paid their Membership Fee, they shall be granted the status of Candidate Member Organization. In case the Member Organization does not pay the fee within 4 weeks from the end of the Symposium or the Congress during which the MO has been accepted, the application has to be re-approved at the following GA.
  7. To attain the status of full Member Organization, a member of the candidate Member Organization must have attended at least one complete General Assembly in person. This can be the same General Assembly at which candidate Member Organization status was granted.
  8. In extraordinary circumstances, the General Assembly may waive the aforementioned requirements and grant full Member Organization status to a candidate Member Organization.

Individual Supportive Members

  1. The detailed application form and procedure shall be decided by the ExCo and shall be made available online.
  2. The ExCo shall decide on the approval of Individual Supportive Member applications.

Membership Fees

Member Organization Fees

The formula for the calculation of the Membership Fee of all Member Organizations is:

Membership Fee = (Base * GDP * Size) in Euros

Where:

  • The Base factor is a constant determined annually by the General Assembly. The value of the Base factor will be updated into the Manuals.

(Decisions Made by the GA Manual)

  • The GDP factor stands for nominal per capita gross domestic product and is aimed at equalizing the membership fees between high and low income countries. The statistics used are the latest available nominal per capita GDP figures from the International Monetary Fund (IMF). The basis of the comparison is the highest nominal per capita GDP of the countries with an IVSA member to which all other countries will be compared. The resulting fractions shall be translated into the GDP factor in the following way:
nominal per capita GDP GDP factor
> 60 % 6
> 50 % ≤ 60 % 5
> 40 % ≤ 50 % 4
> 30 % ≤ 40 % 3
> 20 % ≤ 30 % 2
> 10 % ≤ 20 % 1
≤ 10 % 0.5


  • The Size factor stands for member size and is aimed at creating tiers in the membership fees according to the size of the Member Organization. The size of the Member Organization is translated into the Size factor in the following way:

Tiers means "different levels".

Number of members Size factor
< 20 0,5
< 75 1
< 150 2
< 300 3
< 450 4
< 750 5
< 1000 6
< 2000 7
< 3500 8
< 5000 9
≥ 5000 10

Individual Supportive Membership Fees

The base factor for each Individual Supportive Membership category will be decided annually by the General Assembly. The base factor may differ per category and will be proposed separately for each category. The GDP factor is identical to the GDP factor used for the calculation of the Membership Fee of the Member Organizations. The formula for the calculation of the Membership Fee of all Individual Supportive members is: Membership fee = (Base factor * GDP factor) in Euro (€).

(Decisions Made by the GA Manual)

Termination of Membership

The General Assembly reserves the right to terminate or suspend the membership of a Member Organization, Individual Supportive Member or Honorary Life Member with a two thirds (2/3) majority vote if the Member is considered to be acting against the principles of IVSA.

The Member must have an opportunity for oral or written defense as in special rule of order 14.

Resignation

Any member of whatever category may resign their membership by written notice to the ExCo. Such resignation shall be without prejudice to any claim on that member by IVSA.

This means that anyone may resign their membership no matter what

Active member status

A member will be considered active if they have by March 1st of the current Financial year or the end of the application period for the Congress of the current Financial year, whichever comes first,

  • paid their membership fee
  • updated their contact information by sending the current name and email of their Exchange Officer and local President to the ExCo

If these conditions are not met the member shall be considered inactive.

Alumni Individual Supportive Members will be considered active immediately after they have been approved by ExCo and paid their membership fees, and will be considered active for the remainder of their lives.

Inactive member status

If a member is considered to be inactive they will not be allowed to

  • vote
  • nominate or be nominated
  • become delegates of Congresses or Symposia

If a member has been inactive for two (2) full Financial years, their membership will terminate automatically and they will need to reapply should they wish to rejoin IVSA.

Until the membership is terminated, all past membership fees (up to a maximum of two (2) years) are due for the member to be reinstated as an active member.

ExCo Position Manuals – Treasurer: If a MO is declared inactive and cannot send delegates to Symposium, as soon as they fulfill the conditions to be an active member they shall be reinstated, so as long as this happens before the end of the application period for Congress, they can apply for Congress.

Once membership has terminated, all membership dues will be considered lost and reapplication will not require payment of past dues.

Term

The membership term is from 1st of February until the 31st of January.

Congresses and Symposia

Congress

The IVSA Congress shall be held annually between the dates of June 15th and August 15th and shall include in its program a General Assembly.

The Congress shall last for no less than ten (10) nights and eleven (11) days.

There must be a minimum of two (2) places per country for international delegates, in addition to the ExCo, the Secretariat and the two (2) reserved places for the Trust.

The final dates and total number of available delegate places for the Congress must be confirmed no later than 180 days prior to the start of the Congress.

The application period for the Congress must start no later than 120 days prior to the start of the Congress, but not before the start of the Financial year during which the Congress is to be held.

Symposium

The IVSA Symposium shall be held annually between the dates of December 1st and February 1st and shall include in its program a General Assembly.

The Symposium shall last for no less than seven (7) nights and eight (8) days.

There must be a minimum of one (1) place per country for international delegates, in addition to the ExCo, the Secretariat and the two (2) reserved places for the Trust.

The final dates and total number of available delegate places for the Symposium must be confirmed no later than 120 days prior to the start of the Symposium.

The application period of the Symposium must start no later than 90 days prior to the start of the Symposium, but not before the start of the Financial year during which the Symposium is to be held.

Hosting a Congress or Symposium

  1. The hosts of Congresses and Symposia are elected by the General Assembly.
  2. The deadline for applications to host a Congress is the last General Assembly meeting at the Symposium one and a half (1 1/2) years prior to the proposed Congress.
  3. The deadline for applications to host a Symposium is the last General Assembly meeting at the Congress one and a half (1 1/2) years prior to the proposed Symposium.
  4. Before being accepted as a candidate, each Member Organization or partnership of several Member Organizations applying to organize a Congress or Symposium must form an official Organizing Committee, abbreviated as 'the OC' and hereinafter referred to as 'the OC'.
  5. The OC is responsible for the organizing of the Congress or Symposium.
  6. The Member Organization applying for a Congress or Symposium, must appoint no fewer than three (3) people to be members of the OC and submit the names of these people to the General Assembly along with their application.
  7. The applicants must provide the General Assembly with a presentation including a preliminary program and necessary information about VISA and healthcare requirements for attending the Congress or Symposium in the applicant's country. A representative of the OC shall give the presentation to the General Assembly and provide answers for questions which may arise from the General Assembly. If a representative from the OC cannot be present either in person or through telecommunication at the General Assembly, the OC shall name a representative to speak on their behalf to the General Assembly.
  8. If no Member Organization applies to host a Congress or Symposium by the appointed time, the ExCo in office at the time the Congress or Symposium was due to be held will convene a special session of the General Assembly to replace the General Assembly lost due to the Congress or Symposium not being hosted.

Convene means, in this case, "hold / make happen".

Responsibilities of the OC

  1. The OC is responsible for the planning, organizing and financing of the Congress or Symposium.
  2. The OC shall choose a theme related to veterinary medicine for the Congress or Symposium.
  3. The OC has the right to make changes to the Preliminary Program proposed during their application to the General Assembly.
  4. The OC is responsible for accurate scheduling of the application period and must use an electronic method for accepting applications.
  5. The application period must last for no less than 30 days.
  6. When the number of applications is greater than the number of available places, the OC may decline the surplus applications, but must approve the following applicants with priority:
    1. Exchange Officers of Member Organizations
    2. Local Presidents of Member Organizations
  7. Applications from members of the ExCo or Secretariat may not be declined.
  8. Until the end of the application period, two places shall be reserved for Trustees at the Symposium and Congress of IVSA in order for the Trustees to carry out their tasks and present their report.
  9. The President of the OC shall sign and stamp together with the President of IVSA a Certificate of Participation to be handed out to every participant of the Congress or Symposium.
  10. An official report on the Congress or Symposium, including the final itinerary and a final financial report with accurate figures on income and spending must be sent by the OC to the ExCo no later than 60 days after the end of the event. This report will be presented in the next General Assembly session and must be approved by the General Assembly. In the event that it is not approved by the General Assembly, the OC shall make the necessary changes to the report so that it can be approved. Upon approval, the report shall be archived according to the Manuals.
  11. In case of unforeseen and unsurmountable problems, the OC may cancel the Congress or Symposium at the latest by 90 days prior to the start of the Congress or Symposium.
  12. In case of a cancellation, the ExCo in office at the time the Congress or Symposium was due to be held will convene a special session of the General Assembly to replace the General Assembly lost due to the Congress or Symposium being cancelled.

"unforeseen and unsurmountable problems" means "problems that were not expected and cannot be solved".

Convene means, in this case, "hold / make happen".

Congress and Symposium Finances

  1. The maximum Congress fee shall be decided annually by the General Assembly at Congress and updated into the Manuals.
  2. The maximum Symposium fee shall be decided annually by the General Assembly at Symposium and updated into the Manuals.
  3. The Congress and Symposium fee should cover as a minimum: accommodation and food during the whole Congress or Symposium as well as access to the venues of the General Assembly meetings.
  4. Each international delegate, except members of the ExCo, Secretariat or Trust and the delegates from the United Nations least developed countries list, will pay an additional surcharge on the Congress or Symposium fee to the IVSA Central Fund.The percentage of the additional surcharge will be determined according to the tiers in the tables below. The surcharge will be determined according to the number of the delegates that have to pay the surcharge. If the total amount of the surcharge due in a higher delegate number tier is lower than the total amount due in a lower delegate number, then the maximum amount from the lower delegate number tier is used.
  5. The OC shall specify no less than 30 days prior to the Congress or Symposium what other activities the Congress or Symposium fee includes.
  6. The OC can choose to ask for a smaller participation fee and exclusion of accommodation and travel expenses from this fee for participants from their own local IVSA members.
  7. The finances of a Congress or Symposium may not be handled through the bank account of a private person.
  8. The Congress or Symposium fee must be payable electronically.
  9. In case of unforeseen and unsurmountable problems, the OC may appeal to the General Assembly no later than 120 days prior to the start of the Congress or Symposium to increase the Congress or Symposium fee.
  10. The Congress or Symposium fee may not be changed once the application period has started.
  11. For every Congress there will be a total of three (3) places reserved for delegates from any Member Organizations in the GDP ≤ 10 % bracket according to the Membership fee calculations in the Bylaws.
  12. For every Symposium there will be a total of two (2) places reserved for delegates from any Member Organizations in the GDP ≤ 10 % bracket according to the Membership fee calculations in the Bylaws.
  13. The fee for these reserved places shall be 50 % of the regular Congress or Symposium fee, and shall not include the Central Fund surcharge.
  14. The delegates receiving these reserved places shall be selected by application to the OC. If there are more applications than reserved places, the OC may select the applicants most suited for the lowered fee.

"unforeseen and unsurmountable problems" means "problems that were not expected and cannot be solved".

Bracket means, in this case, "group".

"these reserved places" in point 14 means "the places mentioned in points 10 and 11".

Surcharge on the Congress fee

Amount of delegates Surcharge
> < 125 delegates 10%
> 125 ≤ 250 8%
> 250 6%


Surcharge on the Symposium Fee

Amount of delegates Surcharge
> < 100 delegates 10%
> 100 ≤ 150 8%
> 150 6%

Communication before a Congress or Symposium

  1. All communication between the OC and ExCo regarding a Congress or Symposium shall be conducted via email or other electronic written communication method.
  2. The OC is required to publish the contact information, including email addresses, of at least three (3) members of the OC.
  3. The OC is required to answer inquiries by the ExCo and give all necessary information about the work of the OC to the Member Organization Director.

Official parts of a Congress or Symposium

"Official parts" means, in this case "parts that the OC must include"

  1. ExCo meeting: The OC must provide free accommodation for members of the ExCo and the Secretariat for one (1) additional day and night prior to the Congress or Symposium.
  2. General Assembly meetings: The ExCo will inform the OC at least 60 days prior to the start of the Congress or Symposium of the number and duration of General Assembly meetings which must be included in the program.
  3. Development Fund auction: The Development Aid Director is responsible for arranging the DF auction with the help of the OC. The Development Aid Director will inform the OC at least 60 days prior to the Congress or Symposium about the requirements for the DF auction.
  4. EO meeting: The Member Organization Director is responsible for arranging an EO meeting with the help of the OC. The Member Organization Director will inform the OC at least 60 days prior to the Congress or Symposium about the requirements for the EO meeting.
  5. Cultural evening in which participating countries can exhibit food, drinks and cultural objects or habits of their home country.
  6. Professional lectures and workshops to educate the attending delegates about topics related to veterinary medicine.

Exchanges and other events

Events and exchanges other than Congresses and Symposia that are organized under the name of IVSA may be held by the Member Organizations of IVSA if approved by or conducted under the supervision of the ExCo.

In the case of exchanges, if the MOD is informed about the exchange, then this counts as being conducted under the supervision of ExCo.

Events organized under the name of IVSA must be approved by the ExCo.

Finances

Official currency

The official currency of IVSA is the Euro.

Regulations for the Annual Budget

The Annual Budget includes all income and expenses related to the management of IVSA and the expenses of the IVSA Officials and any other IVSA members.

The Treasurer together with the President-Elect shall draft the Annual Budget for the upcoming Financial year to be presented to the General Assembly during Congress.

The Annual Budget must be adopted by the General Assembly. In case the proposed Annual Budget is not adopted, the General Assembly shall make the necessary amendments for the Annual Budget to be adopted.

Travel expenses exceeding the Annual Budget will not be refunded. Expenses, which are not related to travel, may exceed the budget, but not by more than 25 %.

Regulations for the Financial Report

The Financial Report shall be audited by the Auditors with the assistance of the Post-Treasurer.

The Constitution specifies that there be two (2) Auditors.

Auditors independently examine the financial report, to check everything is correct.

The GA is responsible for electing the Auditors for the Financial Report. When electing them, it is important to keep in mind that they should not have conflicts of interest towards the Post-Treasurer responsible for the Financial Report or the ExCo responsible for the financial affairs being audited.

Conflict of interest could happen for example if an auditor is a close friend of the Treasurer, spouse, from the same faculty (in the context of IVSA the bias would be to benefit a specific faculty or country) and so on. More about the issue of conflict of interest can be found for example from Wikipedia: http://en.wikipedia.org/wiki/Conflict_of_interest.

Any member of IVSA in good standing may serve as an Auditor unless the General Assembly considers there to be a conflict of interest.

"In good standing" can be interpreted as “any IVSA member who is currently active in their MO and has sufficient IVSA experience that they have a good understanding of how the association works”.

Members of the outgoing ExCo and outgoing Secretariat are not eligible to serve as Auditors.

The Auditors shall be appointed by the General Assembly at Congress.

The term of the Auditors shall be the same as that of the Post-Treasurer.

The Auditors shall report directly to the General Assembly at Symposium.

The Post-Treasurer is responsible for producing electronic copies of the financial records of IVSA as well as the adopted Annual Budget for the Financial year to the Auditors. The Secretary General is responsible for producing electronic copies of the current IVSA Constitution and Bylaws to the Auditors.

Funds

Central Fund

Aims

The aim of the Central Fund is to enable the functioning of IVSA.

Finances

  • The Central Fund shall be financed by Membership fees, and in addition may be financed by subsidies, donations, legacies and other contributions.
  • The accounts of the Central Fund shall be managed by the Treasurer. The account details shall be made available for membership fees to be paid and donations to be made into the Central Fund.
  • The Financial Report shall include the accounts of the Central Fund.

Management

The ExCo shall have sole responsibility for the management of the Central Fund.

Development Fund

Aims

The aim of the Development Fund is to enable veterinary education in disadvantaged countries. Receipt of a Development Fund grant automatically entitles the recipient to free membership of IVSA for the current Financial year.

Finances

  • The Development Fund may be financed by subsidies, donations, legacies and other contributions.

Subsidy means, in this case, "money granted by another organization (including companies and industry bodies) to support IVSA".

Legacy means, in this case, "money left to IVSA in a will".

  • The Development Fund shall be separate from the Central Fund of IVSA.
  • The accounts of the Development Fund shall be managed by the Treasurer. The account details shall be made available for donations to be made into the Development Fund.
  • The Financial Report shall include the accounts of the Development Fund.

Management

The ExCo shall have sole responsibility for the management of the Development Fund.

Scholarship Fund

Aims

The aim of the Scholarship Fund is to financially assist disadvantaged veterinary students in their attempts to see practice outside their native country or to attend an IVSA Congress or Symposium.

Finances

  • The Scholarship Fund may be financed by subsidies, donations, legacies and other contributions.

Subsidy means, in this case, "money granted by another organization (including companies and industry bodies) to support IVSA".

Legacy means, in this case, "money left to IVSA in a will".

  • The Scholarship Fund shall be part of the Central Fund of IVSA.
  • The accounts of the Scholarship Fund shall be managed by the Treasurer. The account details shall be made available for donations to be made into the Scholarship Fund.
  • The Financial Report shall include the accounts of the Scholarship Fund.

Management

  • The ExCo will appoint a member of the Secretariat to manage the Scholarship Fund.
  • The application procedure for the Scholarship Fund shall be made available online.
  • The appointed Secretary shall collect and present all received applications to the ExCo.
  • The ExCo shall decide the student or students awarded with funds from the Scholarship Fund.

Reserve Fund

To ensure the continuity of the organization, IVSA shall possess a Reserve Fund consisting of no less than 10 % of the Annual Budget.

This is currently set at minimum of 10% of the annual budget, but the intention is that over the next few years, this should gradually be increased to a more substantial reserve fund, with an end goal, as stated in the Strategic Plans, being that the fund should consist of 300% of the annual operating costs of IVSA.

Finances

  • The Reserve Fund shall be financed from the Central Fund.
  • The Reserve Fund shall be separate from the Central Fund of IVSA.
  • The accounts of the Reserve Fund shall be managed by the Treasurer.
  • The Financial Report shall include a statement about the Reserve Fund.

The capital of the Reserve Fund may only be released with the approval of the General Assembly.

The Reserve Fund may be invested in low risk investments.


back to Main Page