Constitution

1.1. Name

The Society shall be called the "International Society for Tropical Root Crops (ISTRC)" – hereinafter referred to as the Society.

1.2. Legal Status

The Society is established as an autonomous and non-governmental body. It shall have the capacity to perform any activity appropriate to its objectives, hold funds or currency of any kind, operate accounts, collect subscriptions, solicit grants and donations, collect proceeds from publication sales, and conclude agreements, among other powers.

1.3. Seat

The official language of the Society shall be English.

2.1. Objectives

The objectives of the Society shall be to foster, stimulate and support any type of activity leading to the general improvement of tropical root crop production and utilization. To achieve its objectives, the Society shall:

1. Sponsor regional, international meetings, workshops and training courses.
2. Encourage and support the establishment of regional branches and affiliates to the Society.
3. Sponsor study groups on subjects of importance to the goals of the Society.
4. Strengthen cross-linkages between national, regional and international research centres and organisations, including universities, through involvement in jointly-planned research and training programmes.
5. Publish appropriate and informative communications, such as newsletters, summaries of the status of particular crops, lists of research workers and their areas of specialisation, proceedings of meetings and other appropriate publications.
6. Facilitate the exchange of personnel and germplasm materials.
7. Provide financial assistance if possible to members of the Society from developing countries to attend the Society's meetings.
8. Award members of the Society prizes for outstanding publications or any other achievement for the improvement of tropical root crops.

3.1. Crops

The Society will be concerned with the following crops: Cassava, Yams, Sweet potatoes, Aroids and other tuberous crops of tropical origin.

4.1. Eligibility

Membership shall be open to any person or organisation interested in the objectives of the Society.

4.2. Types of Membership

There shall be four types of membership:

1. Ordinary: Individuals interested in promoting the objectives of the Society.
2. Student: University and schools or agriculture students who are interested in promoting the objectives of the Society.
3. Sustaining: Institutions and organisations interested in promoting the objectives of the Society.
4. Life: Ordinary members who pay a subscription fee for life; which may also be given to individuals selected by the General Meeting of the Society in recognition of their distinguished services to the Society.

4.3. Subscription Terms

The dues for the different types of membership shall be established during the Symposium by the Council and approved by the General Meeting. Membership shall be automatically suspended, without notice, if a member fails to pay the Society’s dues by or during the triennial Symposium, and reinstatement shall only occur once all outstanding arrears have been settled. Subscription fees shall be payable for three years in advance.

4.4. Membership Benefits

All members attending the Society’s General Meeting have voting rights and are eligible to be elected to the Society’s Council. However, Sustaining members may cast only one vote and are not eligible for election to the Council.

Members are entitled to receive the Society’s Newsletter and all other communications free of charge, except for the Symposium proceedings. The proceedings will be provided free of charge only to those who have paid the Symposium registration fees. In addition, ISTRC members will receive a discount.

5.1. Structure & Roles

There shall be a Council for the Society that will serve from one Symposium to the next. It shall be composed of the following officers:

1. President
2. First Vice-President (Symposium)
3. Second Vice-President (Fund Raising)
4. Secretary/Treasurer
5. Councillor - Publications
6. Councillor - Past President
7. Councillor - Africa (West and Central)
8. Councillor - Africa (East and South)
9. Councillor - South and South East Asia
10. Councillor - East Asia
11. Councillor - South Pacific
12. Councillor - Latin America
13. Councillor - North America and Europe
14. Councillor - Caribbean

5.2. Election Procedures

The Council shall present to the General Meeting a slate of nominees for the new Council from among Society members attending the Symposium.

The slate of nominees shall be for the offices of President, Second Vice-President, Secretary/Treasurer and Councillor for Publications. Other nominations, duly seconded can be submitted in writing or electronically to the Secretary/Treasurer, to be in his/her hand not less than two days before the Symposium. Nominees, proposers and seconders should all be existing members of the Society. The nominated person should attend the Symposium. It will be the responsibility of the Secretary/Treasurer to inform existing members of the requirement for nominations not less than two weeks before the Symposium

The General Meeting shall elect the new Council from among all nominees by a simple majority ballot vote. The Chairman of the Organising Committee of the next Symposium shall be appointed as First Vice-President. Councillors representing regions or regional branches of the Society shall be elected by their respective ISTRC branches or by Society members attending the Symposium from a region.

Names of elected regional councillors should be communicated to the Secretary/Treasurer at least two days before the General Meeting. Such councillors do not have to be in attendance at the Symposium. The right for electing a representative from a region, shall be in effect even if another person from the same region is elected for the Council.

5.3. Replacement Procedures

The Council shall be empowered to replace any one of its members who resigns for any reason or if the member proves to be inactive for a year or more for any reason other than those beyond his/her control. Any member of the Council can make a recommendation to replace one of its inactive members in writing to the Secretary/Treasurer and the Council shall decide on such recommendation by a simple majority vote of those responding to a postal/electronic ballot.

6.1. General Responsibilities

The Council shall:

• Manage the affairs of the Society in accordance with this Constitution and policies and directives adopted by the General Meeting.
• Make all the decisions by a simple majority vote of those present in Council meetings or those that respond to a postal vote.
• Be empowered to replace any of its members as provided in Replacement Procedures (5.3).
• Appoint committees or working groups to conduct specific functions of the Society.
• Hold its meetings normally at the time of the Symposium. Other Council business may be conducted in an extraordinary meeting of the Council or through a postal ballot.
• Make nominations for Council elect.

6.2. President’s Duties

The President shall:

• Preside at all sessions of the General Meeting and Council meetings if present.
• Delegate the First Vice-President or the Secretary/Treasurer to take the Chair for any meeting if he/she cannot be present. The Deputy shall have the same constitutional rights as the President during the meeting.
• Have a deliberative and casting vote.
• Have the right for election for a total of two terms only. However he/she can be elected for other positions on the Council.
• Be the official spokesman and signatory of the Society when corresponding with other organisations.

6.3. First Vice-President’s Duties

The First Vice-President shall:

• Organise the next Symposium of the Society in collaboration with the President and Secretary/Treasurer.
• Assist the President in all his/her duties and when requested by the President, deputise for him/her and chair meetings as provided in President’s Duties (6.2).
• Succeed the President if he/she resigns or if replaced by the Council as provided in Replacement Procedures (5.3). In that event he/she shall have the same rights and duties of the President until the next Symposium as stated in President’s Duties (6.2). This period of succession shall not interfere with his/her right for election as President for two additional terms as provided in President’s Duties (6.2).

6.4. Second Vice-President (Fund Raising) Duties

The Second Vice-President shall:

• Be responsible for fund raising for the Society.
• Have the right for election for unlimited number of terms for this position, while maintaining the right to be elected for any other position in the Council.

6.5. Secretary/Treasurer’s Duties

The Secretary/Treasurer shall:

• Be responsible for all financial affairs of the Society which includes receiving membership dues and gifts to the Society, cause books of account to be kept which can be audited by chartered accountants before the General Meeting and submit a financial report on accounts which shall be read at the General Meeting.
• Prepare an updated list of members of the Society by the next Symposium.
• Keep minutes of all General Meetings and all meetings of the Council and publish the minutes of the previous General Meeting in the Newsletter before the next Symposium.
• Prepare and distribute stationery of the Society to Council members as soon as possible after their election.
• Deputise for the President if the First Vice-President is absent or cannot deputise for the President.
• Convene meetings after consultation with the President.

6.6. Councillor for Publications Duties

The Councillor for Publications shall:

• Be responsible for all publications of the Society in consultation with the President.
• The Councillor shall have the right of election to this position for an unlimited number of terms while maintaining the right to be elected for other positions in the Council.

6.7. Past President Duties

The Councillor - Past President shall:

• Serve as an advisor to all Council members because of his/her past experience with the affairs of the Society.
• He/she shall have the right for election for positions in the Council except as stated in President’s Duties (6.2).

6.8. Regional Councillor Duties

Regional Councillors shall:

• Liaise closely between the Society and its regional branches. This includes handling financial matters, organising meetings, and ensuring that news and Newsletter reports—as well as other relevant communications—foster a strong cross-linkage between the Society and its regional branches.

Note: The decision regarding the re-election of Regional Councillors, as well as their eligibility to be elected for any position in the next Council, will be determined by regional branches or by Society members from that region attending the Symposium.

7.1. Symposium Framework

There shall be a Symposium for the Society every three years approximately at a place and date determined by the General Meeting during the previous Symposium. The agenda of the Symposium shall be prepared by the First Vice-President in consultation with the Secretary/Treasurer and shall consist of the following events:

• Council meetings
• Presentation of papers and invited lectures
• General Meeting of the Society

7.2. Council Meetings

Meetings will be held by the Council at the beginning of the Symposium during which all business matters shall be discussed for later presentation to the General Meeting.

7.3. Papers and Invited Lectures

During the Symposium, papers and invited lectures will be presented according to a programme prepared by the First Vice-President. The First Vice-President shall communicate, at least a year before the Symposium, to Society members through circulars, all matters pertaining to the preparation of papers for presentation, hotel accommodations, and other useful information to participants.

7.4. General Meeting Agenda

There shall be a General Meeting of the Society that will be held within the period of the Symposium. The agenda shall be prepared by the President and shall contain the following:

1. Reports of Council members
2. Next Symposium
3. All matters submitted in writing to the Secretary/Treasurer at least two days before the General Meeting
4. Awards presentations
5. Election of new Council
6. Any other business
7. Closing by the President and new President

8.1. Quorum

At all Council meetings, a quorum shall consist of fifty per cent of its members. For the Society’s General Meeting, a quorum shall be achieved when fifty per cent of the members registered for the Symposium are present. Should a quorum not be reached, the General Meeting shall not be convened, and the current Council shall continue in office.

9.1. Income Allocation

The Society shall allocate its income in furtherance of the objectives outlined in Objectives (2.1).

9.2. Remuneration Policy

The Society may provide reasonable and proper remuneration to any member for services rendered, for rent on premises leased to the Society, or for reimbursement of out-of-pocket expenses. However, no member shall hold a salaried office within the Society while simultaneously serving on the Council. All such remuneration shall be subject to terms as agreed by the Council, and mere attendance at meetings shall not entitle a member to payment.

9.3. Banking and Investments

All monies and funds of the Society shall be deposited with a banker approved by the Council. At the discretion of the Council, such funds may be invested in securities.

10.1. Society Publications

There shall be official publications for the Society which will be determined by the General Meeting. Special publications may be published periodically at the discretion of the Council.

11.1. Branch Development

The Society shall encourage and actively participate in the creation of branches and affiliates to promote its objectives in specific regions.

11.2. Affiliation Applications

The Society may accept applications for affiliation from national societies with an interest in tropical root crops.

11.3. Naming of Regional Branches

The name of each regional branch shall be “International Society for Tropical Root Crops” followed by the name of the regional branch.

11.4. Membership Dues

Members of regional branches and affiliates shall not automatically become members of the parent Society unless they pay the stipulated dues.

11.5. Constitutional Alignment

The constitutions of regional branches and affiliates shall be in line with the objectives of the Society and shall complement the Constitution of the Society.

11.6. Regional Symposia

Regional symposia shall be held by regional branches during any of the two years following the parent Society’s Symposium. Regional branches should, whenever possible, be tasked with hosting the parent Society's triennial Symposium in combination with their own events.

11.7. Financial Support for Regional Branches

Whenever financially feasible, the Society shall provide funds to assist regional branches in amounts determined by the Secretary/Treasurer in consultation with the President and Regional Councillor.

12.1. Consideration of Amendments

Amendments to the Constitution shall be considered solely by the General Meeting held during the triennial Symposium. Proposals for amendments must be submitted in writing, duly seconded by two members of the Society, to the Secretary/Treasurer at least two days prior to the General Meeting. The Secretary/Treasurer shall then communicate these proposals to the Society members attending the Symposium.

12.2. Adoption of Amendments

Amendments to the Constitution shall be adopted by a simple majority vote of the members present at the General Meeting.

13.1. Dissolution Resolution

The Society may be dissolved only by a resolution passed at a General Meeting by a two‐thirds majority of the members present.

13.2. Implementation of Dissolution

Should a motion for dissolution be approved, the Secretary/Treasurer shall settle all debts and liabilities of the Society—including the auditors’ honourarium—within three months. Within an additional month, the Secretary/Treasurer shall initiate the necessary actions to implement the General Meeting’s instructions regarding the utilisation of the remaining assets. The auditors shall inspect the accounts and issue a written certification to all members confirming that the accounts are accurate, duly vouched, and in accordance with the Constitution, or otherwise report any discrepancies. The dissolution of the Society shall not take effect until such certification is provided and all debts and assets have been resolved.