Bylaws of the
International Society on Participatory Mapping
The name of the organization is the International Society on Participatory Mapping. It is henceforth referred to as the Society.
STATEMENT OF PURPOSE
The purpose of the Society shall be to develop, test, evaluate, and apply methodology to participatory mapping, to help managers and other people solve problems through participatory approaches to geographic information systems (GIS), and to cooperate with other organizations in practice and study of mapping. This purpose is to be accomplished through the exchange of information between members and interested nonmembers by and through the development and encouragement of new techniques, methods, and software. This purpose is to be accomplished by organizing an International Conference biannually, publishing conference proceedings, and disseminating a newsletter. In addition, the Society shall organize or co-organize workshops, and other similar activities, as possible.
Section 1. EXECUTIVE COMMITTEE
The Executive Committee shall consist of the President, the Immediate Past-President, the Vice President, the Treasurer, and the Secretary. Ex-Officio Members of the Executive Committee include the International Conference Chair and the Immediate Past-International Conference Chair; the Directors-at-Large; and the Communications Officer. The Executive Committee may also invite additional Past-Presidents to continue to serve on the Committee.
Section 2. PRESIDENT
The President of the Society shall be the chief executive officer and shall have general responsibility for supervision, direction, and control of affairs of the Society. He/she shall preside at all meetings of the Society and shall also have such other powers and duties as prescribed by the Executive Committee or Bylaws. Upon completion of his/her term, the President will serve another year as the Immediate Past-President to assist with the transition period.
Section 3. VICE PRESIDENT
The Vice President, in the absence or disability of the President, shall perform the duties and exercise the powers of the President and shall perform such other duties as the Executive Committee or Bylaws prescribe. He/she shall also be responsible for recommending and, upon approval of the Executive Committee, arranging for topics and speakers at International Conferences.
Section 4. TREASURER
The Treasurer shall receive all funds of the Society and be responsible for them. He/she shall record the dues status of each member of the Society and present reports of the financial condition of the Society, when required by the Executive Committee. He/she shall disburse the funds of the Society, as and when authorized by the Executive Committee.
Section 5. SECRETARY
The Secretary shall keep a book of minutes of all meetings of the Executive Committee and the Society. He/she shall conduct necessary correspondence with members of the Society and others. The Executive Committee will appoint the Secretary. The term of the Secretary will be 4 years, with a possibility for renewal.
Section 6. INTERNATIONAL CONFERENCE CHAIR
The International Conference Chair shall be responsible for all the conference arrangements, and for information dissemination as directed by the Executive Committee. He/she shall be an ex officio member of the Executive Committee. Upon completion of the International Conference, the Chair will serve another two years as the Immediate Past-International Conference Chair to assist with the next biannual conference. Additionally, there is potential for overlap with a third International Conference Chair (the next scheduled International Conference Chair).
Section 8. DIRECTORS-AT-LARGE
The Directors-at-Large shall act as Board Members and work with the Officers in the Executive Committee to make decisions for the Society. There will be four Directors-at-Large and one Student Director-at-Large (of qualified student member status at the time of election). At least two of the Directors-at-Large should represent low- and lower-middle-income countries (LMIC) and at least two members should be women.
Section 7. COMMUNICATIONS OFFICER
The Communications Officer shall serve as the social media coordinator and newsletter editor, updating the community about relevant work and acting as an intermediary between the Executive Committee and the Society’s members on the Participatory Mapping Discussion listserv, the Participatory Mapping Slack, Facebook, and Twitter.
Section 8. SPECIAL ADVISORS
Committee Special Advisors are unofficial members of the Executive Committee who provide advice to the the Executive Committee at an ad-hoc basis. The Advisers will be provided a monthly report of the EC’s accomplishments and will be the main point of contact for specific field interests. These interests include, regional, technological, and methodological specialities. The EC will seek to maintain at least 5 special Committee Advisors or as many as 10 per tenure. Committee Advisers are expected to disseminate information among their networks pertaining to ISPM’s official mandate and act as facilitators between their affiliated organizations and ISPM.
Section 9. TENURE
Officers of the Society shall be elected to four-year terms, coinciding with International Conferences. The terms of office shall begin as soon as practicable after the election results are known. Officers may serve multiple terms. Terms of the Executive Committee members as well as the Directors-at-Large shall be staggered, so that half of the terms will overlap the other half by two years.
Section 10. FUNCTION
The Executive Committee shall be responsible for management of the affairs of the Society, and shall call and organize Business Meetings at International Conferences, and perform such other functions as may be prescribed in the Bylaws. It is responsible for suggesting changes to the Bylaws to the membership.
The Executive Committee can establish other Committees. The terms of the members of such committees should not be longer than four years, coinciding with the timing of International Conferences.
Section 1. ELECTIONS COMMITTEE
Elections may not be held for the first committee. For the second tenure, elections must be at least six months prior to a Business Meeting of the Society, the President of the Society shall appoint an Elections Committee to nominate candidates for available offices. The list of candidates will be made available to all Society members at least one month before the Business Meeting. The members of the Society may nominate additional candidates not later than the Business Meeting. The Elections Committee will be responsible for carrying out the election.
Section 2. VOTING
Elections shall be held not later than two months after the Business Meeting. The Executive Committee will decide the form of the ballot. Candidates receiving the most votes will be elected. Ties shall be resolved by procedures determined by the President. Results are to be announced promptly to the membership.
Section 3. VACANCIES
Vacancies in any elected position may be filled at the discretion of the Executive Committee until the next regular election.
Any interested and professionally qualified person may become a member of the Society by applying to the Society and paying the dues of the Society. All members of the Society have equal rights, privileges and duties.
The Society does not and shall not discriminate on the basis of race, color, religion, gender, gender expression, sexual orientation, age, national origin (ancestry), physical or mental disability, marital status, or military status, in any of its activities or operations.
The dues of the Society shall be proposed by the Executive Committee and approved by a majority of voting members of the Society.
Section 1. NOTICE AND FREQUENCY
Meetings of the Society can be called at any time by the Executive Committee. Information about the time and place of such Meetings may be in electronic form, in the newsletter, or by mail to each member of the Society.
Business Meetings of the Society shall be held at least every two years, normally taking place during International Conferences of the Society.
Section 2. RULES OF ORDER
Roberts Rules of Order shall govern Business Meetings in all cases to which they are applicable and in which they are not inconsistent with the Bylaws.
AMENDMENTS TO THE BYLAWS
Section 1. PROCEDURE
Proposals for adoption of new Bylaws, or repeal, or amendment of these Bylaws shall be presented to the membership of the Society at a Business Meeting. On approval by a majority of the voting members of the Society present, the Secretary shall prepare and make available the proposed amendments within 30 days after the Business Meeting. A majority of the members of the Society voting shall be necessary for adoption of the changes to the Bylaws. The form of the ballot will be decided by the Executive Committee.
Section 2. RECORD OF CHANGES
Whenever an amendment or new Bylaw is adopted, or a Bylaw repealed, it shall be recorded in the Bylaws by the Secretary. The date of the enactment of said changes shall also be recorded.