Governance - Rules of Procedure

Adopted at the First Meeting of the IABIN Council
Miami, Florida, USA, December 13-14, 1999

CONSIDERING

That civil society, governments, businesses, and future generations need correct and useful information on biodiversity;

That Initiative 31 of the Plan of Action from the Santa Cruz (Bolivia) Summit of the Americas on Sustainable Development (1996) calls for the development of "an Inter-American Biodiversity Information Network, primarily through the Internet, that will promote compatible means of collection, communication, and exchange of information relevant to decision-making and education on biodiversity conservation...";

That the Organization of American States, Inter-American Committee on Sustainable Development (OAS/CIDS) at its October 15, 1999, meeting endorsed a recommendation to empower an IABIN Membership Council; and

That the Participating Parties, being national members and other invited parties, wish to take part in the establishment and operation of an Inter-American Biodiversity Information Network (designated hereafter as IABIN);

WE, THEREFORE, AGREE

That the following will be the Rules of Procedure for the Operation of IABIN.

Article I
OBJECTIVES

A. Description of IABIN

The objectives of IABIN are defines in Initiative 31 of the Santa Cruz Plan of Action. IABIN, as a biodiversity information network, has two facets: it is a forum in which countries of the Americas can come together to facilitate the development and sharing of biodiversity information, and it is an Internet-based resource with infrastructure and content.

IABIN promotes broad participation from all sectors of society, including government, academia, non-governmental organizations, and the private sector. Participation can be by institution, organization, or individual. Participants include (among others) original data providers, data and information processers, network infrastructure developers, and end users of data and information products and services, as well as those who participate directly in any of the IABIN governance bodies (Council, Technical Working Groups, committees, etc.).

IABIN promotes a sharing process which includes identifying data requirements, facilitating data identification and access, coordinating multinational participation in projects, and building capacity as a prerequisite to accomplish network goals. IABIN encourages interoperability among the biodiversity information initiatives of its participants through collaborative partnerships and adoption of common technical standards and protocols

IABIN participates in developing strategies for biodiversity information management in collaboration with other global and regional initiatives to fulfill its mandate to protect, enhance, and utilize biodiversity information most effectively

IABIN promotes open access to biodiversity data and information while acknowledging and respecting the rights of the original data owners and/or providers.

The IABIN vision is that it will be a self-sustaining distributed network which provides open access to high quality, relevant information on biodiversity in the Americas, providing that information in a timely manner to users throughout the public and private sector in the Americas and to other interested parties worldwide

B. Scope of Activities

Through there participation in the IABIN Work Program, IABIN Members will undertake some or all of the following types of activities:

Improve the accessibility, completeness and interoperability of biodiversity databases, and promote standards for data exchange and shared vocabularies;
Develop a digital library of biodiversity information;
Develop partnerships with existing organizations and initiatives, such as the Clearing-House Mechanism, the Global Biodiversity Information Facility, the Man and the Biosphere Network, Species 2000, the North American Biodiversity Information Network, the Integrated Taxonomic Information System, and similar initiatives;
Develop partnerships with institutions and organizations that provide primary information, such as museums, herbaria, microbial culture collections, etc.
Develop, implement, and promote model curricula for biodiversity informatics training for stakeholders (e.g., researchers, protected area managers, data managers and technicians, and policy and decision makers) in the use and sharing of biodiversity information;
Coordinate IABIN member activities with the activities of others in order to avoid duplication and to benefit from existing resources and expertise;
Develop network policies concerning data quality control, access to data and information, metadata, and proper acknowledgement of the original sources of data and information; and
Identify sources of funding to support biodiversity information network development.

Article II
GOVERNANCE

A. Intergovernmental Convener (Diplomatic host)

IABIN will operate under the umbrella of a host organization. The specific responsibilities for the host are to:

Invite governments to appoint national IABIN Focal Points (encouraging countries to promote close coordinate between the IABIN and the Clearing-House Mechanism Focal Points) and maintain the official list of focal points;

With the Chair of the IABIN Council, convene meetings of the Council and other intergovernmental discussions as needed;
Keep member states informed of the advances in implementing IABIN goals at the highest political level to ensure continued support for recommendations emanating from IABIN;
Support fund-raising activities; and
Participate in IABIN Council meetings as a Member with voice and note, and in the Executive Committee as a Member ex officio with voice but no vote.

The Organization of American States, in fulfilling its mandate to follow up on the Plan of Action of the Santa Cruz Summit, shall be the IABIN Diplomatic Host.

B. National Focal Points

The foundation of national participation in IABIN is to be through a focal point structure. National Focal Points are formally designated by governments through the appropriate diplomatic channels to the OAS. (Governments are encouraged to coordinate their IABIN and CHM focal point appointments as far as possible). Each Focal Point shall provide the name of an alternate who can act in the absence of the Focal Point.
The roles of the Focal Points are to:

Serve as national liaison on all IABIN issues;
Establish national consultation mechanisms as appropriate to stimulate national and subnational level involvement in IABIN activities;
Encourage the participation of national sources of original data such as museums, herbaria including the possible formation of national information networks;
Represent their governments' perspectives on technical issues;
Seek funding opportunities for the development of biodiversity information and IABIN;
Identify new project ideas and priorities for their countries;
Remain informed of IABIN activities within their countries and act as a clearinghouse for such information;
Promote collaborations between IABIN and other national and transnational initiatives, as appropriate;
Act as a primary communications link for the network, keeping participating organizations informed concerning IABIN interests and activities.

C. The IABIN Council

IABIN will operate through a membership council called the IABIN Council.

C-1. Responsibilities of the Council

The Council is policy focused. It has the authority to make decisions and take action on behalf of IABIN. The main functions of the Council will be to:

Provide the vision and strategic direction for IABIN;
Develop policy for IABIN;
Make any necessary recommendations for coordination or action to the OAS;
Provide oversight of IABIN projects and progress;
Approve members to the Executive Committee;
Approve non-focal point membership to the Council;
Annually review the activities of the other IABIN governance bodies (Executive Committee, Council Committees, Technical Working Groups, etc.) to ensure the activities conform to IABIN objectives and address the needs of members; and
Approve annually a Budget and Program of Work for IABIN.

C-2. Membership in the IABIN Council

Membership in the IABIN Council differs from technical participation in IABIN through the Working Groups and projects. Membership on the Council comprises:

Officially designated National Focal Points;
Representatives from approved organizations, centers, institutions or initiatives of hemispheric or international scope which meet established criteria; and
A representative of the Diplomatic host organization.
The size of the Council will, for practical purposes, not exceed 50 members.

C-3. Voting Rights

Each Member of the Council shall have voice and vote.

C-4. Committees of the Council

The Council Chair may establish standing or ad hoc committees to support the work of the Council.

C-5. Officers of the Council

The Council will have a Chair and a Vice Chair.

The Chair shall preside over the Council and is responsible for the overall direction of IABIN and the proper implementation of these Rules of Procedure.

The Vice-Chair shall assist the Chair as requested and shall act for the Chair in his/her absence at Council meetings.
Officers are elected for three-year terms by a 2/3 vote of the voting Council members.

C-6. Council Meetings

The Council should meet once a year and more frequently if needed at the discretion of the Chair, or by request of 6 members and approval by the Executive Committee. A minimum of 60 days' notice shall be given for Council meetings.

Minutes of each Council meeting shall be taken by a rapporteur appointed by the Chair for that meeting.

D. IABIN Executive Committee

In order to guide effectively the operations of IABIN and to execute the policy decisions of the Council, a smaller governance body is needed. This body will be called the IABIN Executive Committee (IEC).

D-1. Responsibilities of the IABIN Executive Committee

The responsibilities of the IABIN Executive Committee include:

Execute the decisions of the Council;
Make operational policy decisions and commit network resources to facilitate projects;
Establish procedures for conducting the operational business of IABIN;
Approve the establishment and mandates for technical working groups and appoint chairs as necessary;
Determine minimum requirements for the Hub and have responsibility for its selection, direction, and continuing oversight;
Approve the selection of the Hub Executive Secretary and monitor his/her performance;
With support from the Hub, recommend an annual work program and budget to the Council;
Provide an annual report to the Council containing the progress and accomplishments of IABIN for the previous year; and
Approve an annual financial statement for submission to the Council containing current balances and covering the activities of the previous year.

D-2. Membership

The Executive Committee will consist of nine voting members, including:

· The Council Chair;
· The Council Vice-Chair; and
· Seven members elected at large according to the following criteria:

- Governmental geographical representation; - Inclusion of up to two non-governmental representatives; and
- Interest and commitment.

An OAS representative and the Executive Secretary of the IABIN Hub shall be ex officio members of the Executive Committee, ex officio, with voice but no vote.

The Chair of the IABIN Council shall be the Chair of the Executive Committee.

Members of the Executive Committee shall have three-year terms, staggered on a rotational basis with some members changing each year.

D-3. Selection of Members

The Chair of the Council shall appoint an ad hoc nominations committee, consisting of at least three members, which shall suggest nominees for seats on the Executive Committee. These nominees shall be voted upon at the annual IABIN Council meeting. Selection shall be made by majority of those voting.

D-4. Executive Committee Meetings

The Executive Committee should be in regular contact among its members and meet on a regular basis, at least quarterly [electronically, if necessary].

E. Technical Working Groups

In order to accomplish the technical work of IABIN, Technical Working Groups (TWG) will be established as needed and for specific tasks and of specific duration. Any IABIN member can propose a TWG to the Executive Committee that will have the authority to recognize it and ask the Hub to assist in supporting its formation. The Technical Working Group Chair will be selected by the Executive Committee based on technical competence and need not be associated with an IABIN member organization. In this way, broad expert participation can be encouraged. Similarly, the composition of the TWG will also be at the discretion of the Executive Committee.

F. Network Hub (Secretariat)

In order for IABIN to operate effectively and transparently, it must have a support staff dedicated to the development of IABIN. The staff will form the Hub or Secretariat for IABIN. The staff should be multilingual.

F-1. Functions and Responsibilities

The functions of the Hub include:

Support for the Council, Executive Committee, and Technical Working Groups;
Promote cooperation among the network's partners (e.g., meetings, workshops, newsletters);
Facilitate understanding of and commitment to the network's goals (e.g., issues being addressed, users to be served;)
· Facilitate preparation of strategic plans for information production (e.g., information needs analysis, information product design, objectives and targets for the network's partners);
Facilitate implementation of strategic plans agreed to by the Council;
Facilitate access to data (e.g., through custodianship, data access agreements, Memoranda of Understanding, metadata, and standards);
Facilitate the development of the network (e.g., access capacity, identify areas for restructuring or investment, seek support);
Market the network's products and services;
Coordinate support group activities;
Organize meetings and workshops for the network's partners;
Expedite network projects;
Provide editorial and office support for preparation of key documents (e.g., strategic plans, project proposals, marketing literature);
Brief the network's partners on new opportunities, plans and progress (e.g., newsletters, e-mail);
Handle inquiries about the network's activities, referring to individual partners as appropriate;
Maintain copies of the network's products and services for distribution to users;
Manage data on the status and availability of the network's capacity;
Provide network and user support, including help desk;
Manage central information services, including WWW site;
Prepare a draft Work Program and a Budget .for Council not later than two months before the beginning of each year; and
Prepare a technically substantive report on the Programme of Work each year, including financial accounts, tasks achieved, tasks not achieved, and any appropriate explanations.
The Executive Secretary and representatives of the Hub (in its capacity as such) should attend meetings of the Council and its subsidiary bodies in an advisory capacity with no voting rights.
Within the framework of the Work Program and Budget and consistent with provisions of these Procedures or with decisions of the Executive Committee,the Hub may enter into contracts or perform other legal acts that are required to support the IABIN Secretariat.

F-2. Selection

The Hub will be selected by the Executive Committee and approved by the Council using established criteria. A contract will be made with the Hub that outlines roles and responsibilities which are consistent with these Rules of Procedure.

Article III
USE OF THE IABIN NAME

Because IABIN will be implemented within a highly distributed and loosely knit framework, it is important to understand when activities, products, or actions can be attributed to "IABIN."

Any activities carried out under the auspices of any of the IABIN governing bodies or subsidiary bodies (including Committees and Technical Working Groups or officials acting in an official capacity) that promotes the objectives of IABIN can use the IABIN name and any associated symbols.

Article IV
FINANCES

A. Individual Financial Obligations

Each Participating Party shall bear the costs it incurs in carrying out its national IABIN biodiversity information-related activities, including the costs of formulating or transmitting reports and of reimbursing its employees for travel and other per diem expenses unless other funding is made available by donor organizations.

B. Common Financial Obligations

To the extent that there are common funds in an IABIN Treasury, these funds will be allocated annually in an IABIN budget. It will be the responsibility of the IABIN Council to approve an overall budget and for the Hub to execute the budget and administer these funds under the review and guidance of the IABIN Executive Committee. Specific guidelines for expenditures of funds will be developed as required by the Executive Committee.

C. Role of IABIN

Since the network will be built through the efforts of all its partners, IABIN itself is not organized to be a financing mechanism for projects. Rather, it is a facilitating mechanism or framework through which sponsoring organizations and IABIN members can more effectively communicate and develop activities of mutual interest and in support of the overall IABIN objectives. In this regard, it can aid its members and its projects find support for IABIN-related activities.

Article V
ADMISSION AND WITHDRAWAL

A. Admission of New Members

Any government of the OAS can appoint an IABIN Focal Point who will then automatically become a member of the IABIN Council if the country agrees to adhere to these Rules of Procedure. By invitation of the Council after following application procedures determined by the Council, any other institution or agency may become an IABIN member if they sign a cooperation agreement and agree to commit to these Rules of Procedure.

B. Withdrawal

Any IABIN Member may withdraw from membership by giving written Notice of Withdrawal through the appropriate diplomatic channels to the Chair of the Council with a copy to the Executive Secretary.

Article VI
CHANGING RULES OF PROCEDURE

Changes to these Rules of Procedure can be made by consensus at a formally convened Council meeting or, if necessary, by mail ballot with a 2/3 majority of those voting.