Dear Members of ICOM,
Dear Members of the General Assembly and the Advisory Committee,

We are looking forward to seeing you again in June with great pleasure
for our Annual Meetings of the Executive Council, Advisory Committee and
General Assembly of ICOM.

The current letter aims at delivering a message of clarification about
the specificities of the voting rights for the General Assembly and
Advisory Committee, which we trust might be helpful to all participants.

1.	VOTING AT THE GENERAL ASSEMBLY
 
National Comittees and International Committees are entitled to
designate five (5) voting members (per Statutes, Art. 10, Section 6).
If only ONE voting member (for example, but not necessarily, the
Chairperson) can attend the Assembly, the other FOUR voting members can
give their PROXIES to this ONE voting member (the Chairperson) WHO IS
ATTENDING the Assembly. Thus the Chairperson who will be present at the
Assembly will have all the FIVE votes that the Committee is entitled to
have.
 
Affiliated Associations are entitled to designate three (3) voting
members (per Statutes, Art. 10, Section 6).  If only ONE voting member
(for example, but not necessarily, the President) can attend the
Assembly, the other TWO voting members can give their PROXIES to this
ONE voting member.  The President will have all the THREE votes that the
Association is entitled to have.
  
Proxies:  please note that
- there is no limit in the number of proxies that one voting member may
have;
- the designated voting members should have been registered with the
committee they will be representing.


EXAMPLE:  A Chair of an International Committee (e.g. IC_Alpha) who is
attending and has been designated to vote for his National Committee
(NC_Omega) will have two votes as a voting member.  Moreover if the 4
designated members of IC_Alpha cannot attend but have given their
proxies to him, then he will have a total of 6 votes (2 as a voting
member of ICOM NC_Omega and IC_Alpha + 4 proxies from the voting members
of IC_Alpha = 6).  
 
 

2.	VOTING AT THE ADVISORY COMMITTEE
 
Each National and International Committee, Affiliated Association and
Regional Alliance has ONE (1) VOTE (per Operating Policy on the Advisory
Committee, OP 01.03 June 2007). 
 
Proxies:  A member of the Advisory Committee (other than the
Chairperson) may be represented by another member but no person may hold
more than one proxy (Statutes, Art.14, Section 6).  Members present
during voting may not have more than one proxy (Statutes, Art.7, Section
1).  
 
EXAMPLE:  The Chair of a National Committee (e.g. NC_Beta) has given her
proxy to the President of a Regional Alliance (who is attending).  The
Chair of ICOM_Delta also wanted to give her proxy to the President of
this Regional Alliance.  The President of the Regional Alliance cannot
have two proxies; thus the Chair of ICOM_Delta was requested to give her
proxy to another member of the Advisory who was attending.


We hope the above clarify the process. Should you have any other
questions, please do not hesitate to contact Claire Tranchant (33 1 45
68 48 35) and Eloisa Zell (33 1 45 68 48 41) within the Memberships'
Department.

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