ICMH Constitution

CONSTITUTION OF THE

INTERNATIONAL COMMISSION OF MARITIME HISTORY

Article 1. Composition and objectives

The International Commission of Maritime History, or ICMH (in French: Commission internationale d’Histoire maritime, ou CIHM)), which was founded at Lisbon on 14 September 1960 during the Fifth International Colloquium of Maritime History, is an international organisation affiliated with the International Committee of Historical Sciences, or ICHS (in French: Comité international des Sciences historiques, ou CISH). Registered in Paris, France, as a non profit “association étrangère selon le décret-loi du 12 avril 1939”, it was authorised by the “Ministère de l’Intérieur” by “arrêté du 7 mai 1965” (cf. Journal Officiel of 13 June 1965, p. 4936).

The objectives of the Commission shall be to encourage and co-ordinate research by maritime historians in a spirit of international understanding. Continuing the aims of the former International Commission for the History of Great Discoveries (ancienne Commission internationale pour l’histoire des grandes découvertes), it includes in its programme of work the maritime history of over-seas expansion.

The following Constitution is divided into four parts:

Organisation and Finance

Congresses, Seminars and Colloquia

Publications

Amendments and Dissolution

ORGANISATION AND FINANCE

Article 2. Membership

(a) Membership of the ICMH shall consist of three classes:

i. National Commissions (and assimilated bodies)

ii. Affiliated Organisations

iii. Associate Members

(b) Membership shall be open to all National Commissions, organisations and individuals who fulfil membership requirements.

(c) In countries where a National Commission does not exist, a national organisation willing and able to assume the obligations of a National Commission may be authorised to do so and admitted to membership by the Executive Council of the ICMH; in this Constitution they are henceforth included in the term “National Commission”.

(d) A National Commission, an organisation or a person shall be a member of the ICMH after having been admitted by the Executive Council on the recommendation of the Bureau, paid an annual membership fee, and received a copy of this Constitution which shall be deemed to be binding.

(e) The annual membership fee shall be such sum as the General Assembly of the ICMH shall from time to time determine; different sums may be prescribed for different classes of members. Each member shall be entitled to receive any newsletter issued by the ICMH.

(f) Only persons duly mandated by the Executive Council or, when time limitations so require, by the Bureau, may make announcements and issue publications in the name of the ICMH.

Article 3. Honorary Members

On the recommendation of the Executive Council or of National Commissions, the General Assembly may elect any person as an Honorary Member of the ICMH for such period and subject to such conditions as it thinks fit.

Article 4. General Assembly, or ordinary business meeting

(a) The General Assembly (ordinary or extraordinary) of the Commission shall be its sovereign governing body. A General Assembly shall be held during each quinquennial congress or at other dates when so requested by one-third of National Commissions.

i. to receive and if approved to adopt the minutes of the previous assembly or assemblies, the Secretary General’s report and the audited statement of ICMH accounts placed before the Assembly by the Treasurer.

ii. to deal with any special matter which the Executive Council or a National Commission may desire to bring before the members, and to receive and consider the views of members.

iii. to elect the members of the Executive Council.

(b) Each member of a National Commission, an Affiliated Organisation, or an Associate Member may speak at the General Assembly, even though having no voting right except as set out in paragraph (c) below.

(c) Duly mandated representatives of National Commissions shall exercise the exclusive right to decide administrative matters of the ICMH, each Commission having one vote. In deciding scientific matters, however, each National Commission shall have two votes.

Duly mandated representatives of Affiliated Organisations may vote on scientific matters only, each being entitled to one vote.

Members of the Executive Council and Associated Members may express opinions from the floor but may not vote (unless mandated for that purpose by a National Commission or an Affiliated Organisation).

The deliberations of the General Assembly shall be valid whatever the number of delegates present, providing that a consultation by correspondence is also held. The quorum is defined as 50% of authorised voting members; the majority as 50% plus one of all votes validly cast.

(d) Advance notice of two years shall be given of a General Assembly convened during a quinquennial congress and, except in case of emergency, of one year when convened at another date. Six months in advance, the Secretariat shall circulate to National Commissions a list of proposed candidates to the Executive Council, together with forms by which voting member are to be designated. Two months before the General Assembly, the Secretariat shall mail the formal convocation, the agenda, the reports of the Secretary General and the Treasurer, the ballots and any other document required for voting by correspondence.

Article 5. Extraordinary General Assembly, or extraordinary business meeting

Only an Extraordinary General Assembly especially convened for that purpose can validly deliberate upon, and accept or reject, proposals to amend the Constitution or to dissolve the ICMH (see Articles 20 and 21 below). Delegates of National Commissions may vote as outlined in Article 4 (c) above; the quorum shall be two-thirds of the number of designated voting delegates; decisions shall require a majority of two-thirds of ballots validly cast.

Except in case of emergency, advance notice shall be given as in Article 4 (d) above.

Article 6. Executive Council

(a) The Executive Council shall be composed of the President, a maximum of three Vice Presidents, the Secretary General, the Assistant Secretary General, and the Treasurer, and of as many other members as shall be determined by the General Assembly. The total number of seats on the Executive Council may vary according to the total membership and its composition should reflect so far as possible that of the ICMH as a whole, particularly as regards geographic distribution. The immediate past President may be an ex officio member of the Executive Council for an additional five-year term.

Candidates to the Executive Council shall be proposed through the agency of the Nominating Committee and elected by designated voting members of National Commissions on the occasion of each quinquennial congress (held so far as possible in conjunction with the quinquennial meetings of the International Committee of Historical Sciences). The Bureau, comprised of the President, the Vice Presidents, the Secretary General, the Assistant Secretary General and the Treasurer, shall, with the assistance and approval of the other members of the Executive Council, ensure liaison among National Commissions, Affiliated Organisations and Associate Members and execute its mandate as expressed at General Assemblies. The Bureau, represented by the President or another duly authorised person, shall have the right to act in the name of the ICMH in legal proceedings. The officers (members of the Bureau) of the Executive Council are also those of the ICMH.

(b) A Nominating Committee of three members, elected by the designated voting members at a General Assembly, shall receive nominations for officers and members of the Executive Council to be elected at the next quinquennial congress, prepare a list of proposed candidates with a brief curriculum vitae of each, and circulate it to the membership six months in advance of elections. Ballots shall be prepared under the responsibility of the Secretary General.

(c) If the President is for any reason prevented from performing his duties, the senior Vice President, or the oldest of the Vice Presidents of equal seniority, shall become acting Presidents. The Executive Council shall appoint an acting Secretary General or Treasurer if either is unable to continue in office. An acting President, Secretary General or Treasurer shall hold office until the next General Assembly and may be elected to the same of another office without the time spent in an acting capacity counting as time served on the Executive Council.

(d) Term of office for members of the Executive Council shall be five years, extending from the end of one quinquennial congress to the end of the following, and may be renewed once. A candidate to the office of President shall have already served one term as a member of the Executive Council in a capacity other than that of President.

(e) The Executive Council shall meet during each quinquennial General Assembly and in principle at least once in any other year. Members of the Bureau may meet as often as circumstances required or as occasions arise. Decisions are taken by the Executive Council by a majority of votes (50% plus one), including those case by correspondence, provided that due notice of any question for decision shall be given to each member of the Executive Council by the Secretary General not less than seven weeks before the decision by correspondence is to be taken. A resolution in writing signed and agreed to by the necessary majority of members of the Executive Council shall be as valid and effectual as if it had been passed at a meeting duly called and held.

(f) The Executive Council may regulate its own proceedings by standing order or otherwise, as it may think fit. No act or proceedings of the Executive Council shall be invalidated by any vacancy on the Executive Council or any committee thereof or by the disqualification of any member.

(g) The Executive Council, through the Treasurer, shall have the control and managements of the finances of the ICMH.

(h) At least four months’ written notice of a meeting of the Executive Council shall so far as practicable be given to each of its members. The formal convocation and agenda shall be sent out two months in advance of meetings.

Article 7. Decisions by and Voting at meetings

(a) Questions submitted to a General Assembly, to a meeting of the Executive Council or a committee thereof shall be put to the meeting by the Chairman thereof and his decision as to the wishes or sense of the meeting shall be conclusive unless on giving his decision it be challenged by any member entitled to vote and present at the meeting. If any decision of the Chairman shall be so challenged, a vote shall be taken by a show of hands or by ballot.

b) All questions arising at a General Assembly or a meeting of the Executive Council or a committee thereof which have to be put to a vote shall, with the exception of those for which different provisions are made in this Constitution, be decided by a majority of 50% plus one of authorised voting members either by show of hands, by correspondence or by ballot.

Article 8. Chairman

(a) The Chairman of a General Assembly and of a meeting of the Executive Council shall be the President or, in his absence, the Vice President in the order of seniority given in Article 6 (c) above.

(b) The Chairman shall have a second or casting vote in the case of an equality of votes.

Article 9. Committees

The Executive Council may appoint committees to consider and report on any matter. At least one member of each committee shall be a member of the Executive Council. Unless otherwise decided by the Executive Council, all committees shall elect their own Chairman and have no power to act on behalf of ICMH unless expressly authorised to do so by the Executive Council. No committee may spend any money or enter into any obligation on behalf of ICMH unless expressly authorised to do so in writing by the Executive Council.

Article 10. Secretariat and Secretary General

(a) The Secretary General’s duties shall include conducting the correspondence of the ICMH, issuing notices, agenda and other papers concerned with the meetings and functions of the ICMH and the Executive Council, disseminating publications (in collaboration with the Editor) and supplying general information about ICMH to the public. The Assistant Secretary General shall assist the Secretary General. The Secretary General, in consultation with the Treasurer, shall also supply to the Executive Council, with the notice convening its meeting, an estimate of his expenditure on behalf of ICMH for the next financial year. He shall also receive, maintain and transfer to his successor in office a summary record of all decisions taken at meetings of the General Assembly, the Executive Council and the Bureau. For reasons of security, a copy of this summary record shall be sent to the President, or, if he is in the same country as the Secretary General, to the Treasurer.

(b) The Secretary General shall work with the Nominating Committee on arrangements for elections to the Executive Council and shall give all proper assistance to Committee members.

Article 11. Records and Minutes

Records shall be taken and minutes kept in such form as the Executive Council may direct of the proceedings at all General Assemblies and at all meetings of the Executive Council and of any committee, and the minutes of every such meeting shall be confirmed at and signed by the Chairman of a subsequent meeting. When so confirmed and signed, they shall be conclusive as to all matters and things therein recorded and purported to have been done or directed to be done.

Article 12. Annual membership fee

(a) The second annual subscription after admission as a member and thereafter each renewal shall become due on 1 January in each year. Membership is continuous and unless written notice of resignation is received by the Secretary General not later than 31 December, a member shall be liable for his fee for the following year. A new member’s subscription paid after 30 September shall entitle him to all privileges of membership, without further payment until 31 December of the following year.

(b) A member whose subscription is more than two years in arrears and who has been sent two formal notices to that affect shall be removed from membership unless the Executive Council shall for special reason otherwise determine.

Article 13. Management of Finance and Treasurer

(a) The financial year shall end on 31 December in each year.

(b) The income and property of the ICMH and all money received by or on behalf of the ICMH shall be applied solely towards the furtherance, promotion and execution of the objects of ICMH and no portion thereof shall be paid by way of dividend, bonus or profit to any member of ICMH, provided that nothing herein expressed or contained shall prevent the payment of expenses for services actually rendered to ICMH.

(c) Membership fees to ICMH shall be paid to the Treasurer. All funds belonging to the ICMH shall (unless invested) be deposited in a banking account in the name of ICMH and no sum shall be drawn from this account except by cheque signed by such person or persons as the Executive Council shall direct. Any moneys not required for immediate use may be invested by the Executive Council.

(d) The Treasurer shall cause true accounts to be kept of the receipts, expenditures, assets, credits and liabilities of ICMH and shall place before the members of the Executive Council at meetings an Account and Balance Sheet made up to the end of the last preceding financial year. The Treasurer shall place before the members of ICMH at each quinquennial General Assembly an audited statement of the accounts for the period following that dealt with in the last such statement to the end of the last preceding financial year.

(e) Elected officers shall exercise their functions free of charge to the ICMH. However, when proposed by the Executive Council, office, travelling and subsistence expenses incurred by officers and members of ICMH or by any person duly authorised by the Executive Council may be paid by ICMH, within the limits of its financial means.

Article 14. National Commissions

(a) National Commissions may be created to encourage and facilitate the work of ICMH in individual nations.

(b) A new National Commission of Maritime History that wishes to join ICMH shall send an application for affiliation to the Executive Council through the Secretary General, stating the composition of its Executive Committee and signifying its willingness to pay an annual contribution. The amount of the contribution shall be determined by the ICMH General Assembly.

(c) National Commissions may organise seminars and symposia in the intervals between ICHS quinquennial congresses and shall normally give not less than six months notice of such events to the Secretary General of ICMH for the information of the Executive Council and of ICMH members generally.

CONGRESSES, SEMINARS AND SYMPOSIA

Article 15. Organisation

(a) The Executive Council of the ICMH shall organise and direct working sessions as part of the International Congresses of Historical Sciences held every five years.

(b) ICMH may arrange international seminars and symposia in the intervals between ICHS congresses.

(c) Each National Commission, Affiliated Organisation or Associate Member may make suggestions as to the subject to be treated; a Programme Committee may submit all such suggestions to the Executive Council of ICMH.

(d) No later than two years before a congress, the Executive Council shall, through the Secretariat, make known the theme chosen for the scientific programme. It may then be discussed at seminars or symposia before the date of the quinquennial congress, and preliminary studies may be presented.

(e) The Secretary General shall inform National Commissions, Affiliated Organisations and Associate Members of the date and place of congresses, seminars and symposia, eighteen months before their opening, inviting them to attend.

Article 16. Papers

(a) No later than fifteen months before each quinquennial congress, National Commissions, Affiliated Organisations and Associate Members shall inform the Executive Council of ICMH through the Secretariat of the names of historians who wish to present papers and the titles of their papers.

(b) No later than one year before the opening of the congress, the Secretary General shall advise National Commissions, Affiliated Organisations and Associate Members whether, because of the general programme or for other reasons, their proposed papers have been approved or not approved by the Executive Council.

(c) No later than six months before each congress, the Secretary General shall be sent the text of each paper accepted for the congress, carefully typed, accompanied by notes relating to documentary sources. Texts shall be in conformity with instructions given concerning their scope, length and presentation.

(d) No later than one month before the opening of a congress, the texts and illustrations of all papers shall, if possible, be reproduced and sent to participating members, either by the National Commission of the country in which the congresses is being held, or by the Secretariat.

(e) Papers shall not be read in full at the congress. Authors shall present a summary so as to leave time for discussion and an exchange of views.

PUBLICATIONS

Article 17. Newsletter

The ICMH shall publish a Newsletter for the information of members.

Article 18. Other publications

The ICMH shall also sponsor and support, within the limits of its financial means, proceedings of congresses and special projects such as the International Bibliography of Great Sea Routes and the revision of the Glossaire Hautique by Jal as the General Assembly may decide, on the recommendation of the Executive Council.

Article 19. Editor

(a) At the discretion of the Executive Council, an Editor for the ICMH Newsletter and for other ICMH publications may be co-opted. He shall be responsible for the publication and distribution of the Newsletter and of other works, in collaboration with the Secretary General.

(b) The Editor shall submit to the General Assembly a report on past publications of ICMH and plans for future publications.

AMENDMENTS AND DISSOLUTION

Article 20. Amendments

(a) Proposed amendments to the Constitution shall be submitted by the Executive Council or by National Commissions no later than six months before a congress, so that the Secretary General can send them to all members.

(b) An Extraordinary General Assembly shall be convened to discuss and vote on the proposed amendments. The quorum shall be two-thirds of the number of designated voting delegates, whether present or voting by correspondence.

Article 21. Dissolution

(a) The decision to dissolve ICMH for whatever reason may be taken only by an Extraordinary General Assembly.

(b) The quorum shall be two-thirds of the number of designated voting delegates, whether present or voting by correspondence.

(d) If the proposal to dissolve the ICMH is adopted, the General Assembly shall decide on the disposition of the records and financial resources of ICMH, which, if possible, shall be transferred to an organisation pursuing similar goals.

ICMH.AJ

AJ/CAG/10.12.96