Terms of reference - Revision history

WikiSysop: /* Mission and Activities of the Organization */

2025-09-29T11:03:43Z

Mission and Activities of the Organization

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	*Recruiting new GGBN Members, thereby expanding geographic and taxonomic coverage of the network;		*Recruiting new GGBN Members, thereby expanding geographic and taxonomic coverage of the network;
	*Gathering information on best practices for collection and data management that will:		*Gathering information on best practices for collection and data management that will:
	a. be of general interest to biodiversity biobanks,		** be of general interest to biodiversity biobanks,
	b. support improved access to collections for research,		** support improved access to collections for research,
	c. serve as resources for professional training and education, and		** serve as resources for professional training and education, and
	d. contribute to the improvement of public awareness and appreciation of genomic biodiversity;		** contribute to the improvement of public awareness and appreciation of genomic biodiversity;
	*Documenting and acknowledge individual researcher and institutional contributions through the construction of a globally distributed database of genomic samples;		*Documenting and acknowledge individual researcher and institutional contributions through the construction of a globally distributed database of genomic samples;
	*Developing ethical standards for Member compliance regarding international access to biological samples, their subsequent use, and the sharing of the resulting research and/or benefits.		*Developing ethical standards for Member compliance regarding international access to biological samples, their subsequent use, and the sharing of the resulting research and/or benefits.

A.Plank: Category:Terms documentations

2023-01-09T10:25:03Z

Category:Terms documentations

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	===Deactivation===		===Deactivation===
	This document may be deactivated with a two-thirds majority vote in the General Assembly.		This document may be deactivated with a two-thirds majority vote in the General Assembly.

			[[Category:Terms documentations]]

AlyshaChadderdon: /* The Global Genome Biodiversity Network Terms of Reference */

2021-05-11T20:28:21Z

The Global Genome Biodiversity Network Terms of Reference

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	Activated April 7, 2016		Activated April 7, 2016
	Updated May 13, 2020		Updated May 13, 2020

			*'''[https://library.ggbn.org/share/s/1yb7d1_3QD6PNNgG6Ek_Eg Terms of Reference (Español)]'''

	==Introduction==		==Introduction==

AlyshaChadderdon: /* Activation and Deactivation */

2021-02-03T22:52:37Z

Activation and Deactivation

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	==Activation and Deactivation==		==Activation and Deactivation==
			The activation and deactivation of the GGBN Terms of Reference will be enacted in accordance with the following:

	~~The activation and deactivation of the GGBN Terms of Reference will be enacted in accordance with the following:~~
	===Activation===		===Activation===

	This document was activated on April 7, 2016 when the 11th Contributor organization submitted a letter of intent to make an annual monetary contribution to GGBN and signed the original 2013 GGBN MOC.		This document was activated on April 7, 2016 when the 11th Contributor organization submitted a letter of intent to make an annual monetary contribution to GGBN and signed the original 2013 GGBN MOC.

	===Deactivation===		===Deactivation===

	This document may be deactivated with a two-thirds majority vote in the General Assembly.		This document may be deactivated with a two-thirds majority vote in the General Assembly.

AlyshaChadderdon: /* Contributions by Members */

2021-02-03T22:51:50Z

Contributions by Members

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	==Contributions by Members==		==Contributions by Members==

	Annual contributions are either in-cash or in-kind and are based on the country income level (Gross National Income). A 50% discount is given to members retrospectively, thus members who provide new data to the GGBN data portal in the previous year get a reduced fee. For example, new samples are published to GGBN by member A in 2020, resulting in a 50% discount on member A’s annual contribution in 2021. All amounts are in USD.		Annual contributions are either in-cash or in-kind and are based on the country income level (Gross National Income). A 50% discount is given to members retrospectively, thus members who provide new data to the GGBN data portal in the previous year get a reduced fee. For example, new samples are published to GGBN by member A in 2020, resulting in a 50% discount on member A’s annual contribution in 2021. All amounts are in USD.

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	\|-		\|-
	\|'''Income Level'''		\|'''Income Level'''
	\|'''Countries'''		\|'''Countries[*]'''
	\|'''Annual Contribution'''		\|'''Annual Contribution'''
	\|'''Annual Contribution with Data Upload Discount'''		\|'''Annual Contribution with Data Upload Discount'''
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	\|-		\|-
	\|}		\|}
			[*]Based on Economies by per capita GNI in June 2019, published in World Economic Situation and Prospects 2020 (see https://www.un.org/development/desa/dpad/wp-content/uploads/sites/45/WESP2020_FullReport.pdf, Table E, page 168), to be updated annually.

	==Activation and Deactivation==		==Activation and Deactivation==

AlyshaChadderdon: /* Secretariat and Technical Management Offices */

2021-02-03T22:48:35Z

Secretariat and Technical Management Offices

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	==Secretariat and Technical Management Offices==		==Secretariat and Technical Management Offices==

	GGBN’s Executive Committee will oversee the Secretariat and Technical Management Offices.		GGBN’s Executive Committee will oversee the Secretariat and Technical Management Offices.

	===Secretariat Office===		===Secretariat Office===

	Subject to available funding provided by the GGBN, the Secretariat Office performs day-to-day operational management for GGBN, coordinates Member activities, and provides administrative support and communication services for the General Assembly, Executive Committee, Task Force chairs, Technical Management Office, and GGBN Members.		Subject to available funding provided by the GGBN, the Secretariat Office performs day-to-day operational management for GGBN, coordinates Member activities, and provides administrative support and communication services for the General Assembly, Executive Committee, Task Force chairs, Technical Management Office, and GGBN Members.

	===Technical Management Office===		===Technical Management Office===

	Subject to available funding provided by the GGBN, the Technical Management Office performs day-to-day operational management of the GGBN Data Portal, GGBN Registry, and GGBN Document Library, coordinates further improvements and provides technical support for GGBN Core and Associate Members, and Consortia Members as negotiated.		Subject to available funding provided by the GGBN, the Technical Management Office performs day-to-day operational management of the GGBN Data Portal, GGBN Registry, and GGBN Document Library, coordinates further improvements and provides technical support for GGBN Core and Associate Members, and Consortia Members as negotiated.

	===Composition===		===Composition===

	The Secretariat Office and Technical Management Office will consist of a Program Manager and Technical Manager, respectively, and any additional staff members whose positions will be approved by the General Assembly. The Program and Technical Managers will report formally to their respective employers with input from the Chair of the Executive Committee.		The Secretariat Office and Technical Management Office will consist of a Program Manager and Technical Manager, respectively, and any additional staff members whose positions will be approved by the General Assembly. The Program and Technical Managers will report formally to their respective employers with input from the Chair of the Executive Committee.

	===Term===		===Term===
			The Secretariat and Technical Management Offices are run by volunteer institutions for five-year terms that may be renewed by the General Assembly. A new Secretariat and Technical Management Office host may be nominated by the General Assembly every five years.
	The Secretariat and Technical Management Offices are run by volunteer institutions for five-year terms that may be renewed by the General Assembly. A new Secretariat and Technical Management Office host may be nominated by the General Assembly every five years.

	==Contributions by Members==		==Contributions by Members==

AlyshaChadderdon: /* Task Forces */

2021-02-03T22:47:33Z

Task Forces

AlyshaChadderdon: /* Executive Committee */

2021-02-03T22:44:51Z

Executive Committee

AlyshaChadderdon: /* General Assembly */

2021-02-03T22:41:39Z

General Assembly

AlyshaChadderdon: /* Monetary or In-Kind Contributions for Direct Benefits */

2021-02-03T22:39:35Z

Monetary or In-Kind Contributions for Direct Benefits

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	===Monetary or In-Kind Contributions for Direct Benefits===		===Monetary or In-Kind Contributions for Direct Benefits===
	Contributions and direct benefits for Members are outlined in the table below. Contributions by Members may be made as in-kind or in-cash, and are based on the institution’s country income level, as outlined under Contributions by Members.		Contributions and direct benefits for Members are outlined in the table below. Contributions by Members may be made as in-kind or in-cash, and are based on the institution’s country income level, as outlined under [https://wiki.ggbn.org/ggbn/Terms_of_reference#Contributions_by_Members Contributions by Members].

	In-kind contributions will be reviewed and approved by the Executive Committee annually and based on the needs of the GGBN’s annual operating budget.		In-kind contributions will be reviewed and approved by the Executive Committee annually and based on the needs of the GGBN’s annual operating budget.


	{\| class="wikitable"		{\| class="wikitable"
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	\|Negotiable		\|Negotiable
	\|-		\|-
	\|Reduced registration ~~rates~~ for GGBN Conferences		\|Reduced registration fee for GGBN Conferences
	\|Yes		\|Yes
	\|No		\|No
	\|Negotiable		\|Negotiable
	\|}		\|}


	Contributions are mandatory for members who want access to at least one of the following direct benefits:		Contributions are mandatory for members who want access to at least one of the following direct benefits:
	*Technical support for genomic collection standardization and discoverability		*'''Technical support''' for genomic collection standardization and discoverability
	*Bi-annual usage and reporting statistics on collections made discoverable through GGBN		*Bi-annual '''usage and reporting statistics''' on collections made discoverable through GGBN
	*Active participation in GGBN governance and decision-making processes		*Active '''participation in GGBN governance''' and decision-making processes
	*Eligibility to funding opportunities through GGBN awards programs and for fundraising support		*'''Eligibility to funding opportunities''' through GGBN awards programs and '''for fundraising support'''
	*Specialized access to biodiversity biobanking resources, such as webinars, forums, and workshops, along with access to other network members.		*'''Specialized access to biodiversity biobanking resources''', such as webinars, forums, and workshops, along with access to other network members.

	Based on direct benefits received, GGBN members will receive the following indirect benefits:		Based on direct benefits received, GGBN members will receive the following indirect benefits:
	*Raised Institutional Member Profile. Increased institutional credibility by participating in a network of leading institutions that share focuses on transparency and compliance with legal measures and sets the global standard for biodiversity biobanking.		*'''Raised Institutional Member Profile.''' Increased institutional credibility by participating in a network of leading institutions that share focuses on transparency and compliance with legal measures and sets the global standard for biodiversity biobanking.
	*Greater Visibility and Impact. Increased sample discoverability, driving added value, use and relevance of the member’s genetic collection.		*'''Greater Visibility and Impact.''' Increased sample discoverability, driving added value, use and relevance of the member’s genetic collection.
	*Shared Best Practices. Facilitated management and stewardship of genetic and other molecular samples and their derivatives, at the institutional level.		*'''Shared Best Practices.''' Facilitated management and stewardship of genetic and other molecular samples and their derivatives, at the institutional level.
	*Knowledge Exchange. Training and access to the document library and other resources. Networking with potential collaborators through conferences, workshops, and working groups.		*'''Knowledge Exchange.''' Training and access to the document library and other resources. Networking with potential collaborators through conferences, workshops, and working groups.
	*Strategic Relationships. Collections growth by facilitated networking with the research community. Access to expertise in biobanking, collections, and data discoverability through GGBN’s partners, such as Consortium of European Taxonomic Facilities (CETAF), Global Biodiversity Information Facility (GBIF), European, Middle Eastern and African Society for Biopreservation and Biobanking (ESBB), International Nucleotide Sequence Database Collaboration (INSDC), and International Society for Biological and Environmental Biorepositories (ISBER).		*'''Strategic Relationships.''' Collections growth by facilitated networking with the research community. Access to expertise in biobanking, collections, and data discoverability through GGBN’s partners, such as Consortium of European Taxonomic Facilities (CETAF), Global Biodiversity Information Facility (GBIF), European, Middle Eastern and African Society for Biopreservation and Biobanking (ESBB), International Nucleotide Sequence Database Collaboration (INSDC), and International Society for Biological and Environmental Biorepositories (ISBER).

	Partner Benefits include:		Partner Benefits include:
	*Strategic partner alliances with GGBN to facilitate collaboration on activities related to biodiversity biobanking of genomic samples for research		*'''Strategic partner alliances with GGBN''' to facilitate collaboration on activities related to biodiversity biobanking of genomic samples for research
	*Access to GGBN’s newsletter and other GGBN communications		*'''Access to GGBN’s newsletter''' and other '''GGBN communications'''
	*Access to letters of support and promotional opportunities from GGBN, including logos posted on GGBN’s website		*'''Access to letters of support and promotional opportunities''' from GGBN, including logos posted on GGBN’s website

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	==Task Forces==		==Task Forces==

	Task Forces were originally established to address:		Task Forces were originally established to address:

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	*Marketing and Outreach (hereafter Communications and Outreach).		*Marketing and Outreach (hereafter Communications and Outreach).

	New Task Forces may be proposed and identified by the General Assembly. For a list of current task forces and associated work programs, see the ~~Appendices under XI~~.		New Task Forces may be proposed and identified by the General Assembly. For a list of current task forces and associated work programs, see the [https://wiki.ggbn.org/ggbn/Governance#Task_Forces Governance page].

	===Membership===		===Membership===

	Task Force membership shall be in accordance with the following requirements:		Task Force membership shall be in accordance with the following requirements:
	* Task Forces will be composed of nominated GGBN Member representatives plus the Task Force Chair.		*Task Forces will be composed of nominated GGBN Member representatives plus the Task Force Chair.
	* Task Force members shall have capabilities and resources specifically applicable to the Task Force.		*Task Force members shall have capabilities and resources specifically applicable to the Task Force.
	* The GGBN Program Manager serves in an ex-officio capacity on each of the Task Forces.		*The GGBN Program Manager serves in an ex-officio capacity on each of the Task Forces.
	* Members may include GGBN Members and Partners. Membership is through nomination by Members of the General Assembly and confirmed by the Executive Committee. Members serve a four-year term that may be renewed by the Secretariat Office indefinitely.		*Members may include GGBN Members and Partners. Membership is through nomination by Members of the General Assembly and confirmed by the Executive Committee. Members serve a four-year term that may be renewed by the Secretariat Office indefinitely.
	* Chairs are nominated by the Members of the General Assembly and confirmed by the Executive Committee. Chairs hold a four-year term that may be renewed by the Executive Committee and confirmed by the General Assembly.		*Chairs are nominated by the Members of the General Assembly and confirmed by the Executive Committee. Chairs hold a four-year term that may be renewed by the Executive Committee and confirmed by the General Assembly.

	===Authority and Duties===		===Authority and Duties===

	Task Forces shall be responsible for achieving goals outlined by the Executive Committee and approved by the General Assembly.		Task Forces shall be responsible for achieving goals outlined by the Executive Committee and approved by the General Assembly.

	===Meetings===		===Meetings===

	Task Forces shall meet in person and/or by teleconference as needed in order to accomplish the goals of GGBN. In-person meetings will coincide with annual or biennial GGBN Conferences.		Task Forces shall meet in person and/or by teleconference as needed in order to accomplish the goals of GGBN. In-person meetings will coincide with annual or biennial GGBN Conferences.

	===Leadership===		===Leadership===

	Each Task Force will be led by a Task Force Chair (see above).		Each Task Force will be led by a Task Force Chair (see above).


	==Secretariat and Technical Management Offices==		==Secretariat and Technical Management Offices==

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	==Executive Committee==		==Executive Committee==

	The Executive Committee is a working committee responsible for overseeing the operations of the Secretariat and Technical Management Offices in implementing the work program and budget.		The Executive Committee is a working committee responsible for overseeing the operations of the Secretariat and Technical Management Offices in implementing the work program and budget.

	===Membership===		===Membership===

	Executive Committee membership is by General Assembly election.		Executive Committee membership is by General Assembly election.

	Executive Committee membership shall be in accordance with the following requirements:		Executive Committee membership shall be in accordance with the following requirements:
	* The Executive Committee shall consist of a maximum of 11 members, which shall include the Chair, Vice Chair, and up to nine Members representing the General Assembly.		*The Executive Committee shall consist of a maximum of 11 members, which shall include the Chair, Vice Chair, and up to nine Members representing the General Assembly.
	* Task Force Chairs shall serve in a non-voting ex-officio capacity unless they are also elected members of the Executive Committee.		*Task Force Chairs shall serve in a non-voting ex-officio capacity unless they are also elected members of the Executive Committee.
	* The Program and Technical Managers shall serve in a non-voting ex-officio capacity. The Program Manager shall act as secretary to the Executive Committee.		*The Program and Technical Managers shall serve in a non-voting ex-officio capacity. The Program Manager shall act as secretary to the Executive Committee.
	* Executive Committee members shall include those institutions or organizations that have signed the GGBN MOU and are making a monetary or in-kind contribution to GGBN.		*Executive Committee members shall include those institutions or organizations that have signed the GGBN MOU and are making a monetary or in-kind contribution to GGBN.
	* The Executive Committee can invite individuals with specific expertise or knowledge to join discussions as observers at any time.		*The Executive Committee can invite individuals with specific expertise or knowledge to join discussions as observers at any time.
	* Membership is through election by the General Assembly. New members are nominated by a Nomination Committee of GGBN Members appointed by the Executive Committee.		*Membership is through election by the General Assembly. New members are nominated by a Nomination Committee of GGBN Members appointed by the Executive Committee.
	* The Nomination Committee will seek to nominate candidates that represent a balance among geographic regions and between Contributing Member categories. Nominees will preferentially reflect the distribution of Contributors among size categories and disciplines.		*The Nomination Committee will seek to nominate candidates that represent a balance among geographic regions and between Contributing Member categories. Nominees will preferentially reflect the distribution of Contributors among size categories and disciplines.
	* The Chair and Vice Chair are nominated by the Executive Committee and confirmed by the Members of the General Assembly.		*The Chair and Vice Chair are nominated by the Executive Committee and confirmed by the Members of the General Assembly.

	===Authority and Duties===		===Authority and Duties===

	The Executive Committee shall be responsible for:		The Executive Committee shall be responsible for:

	* Setting strategy, policy, direction, and budgets;		*Setting strategy, policy, direction, and budgets;
	* Developing and implementing work plans;		*Developing and implementing work plans;
	* Evaluating progress and producing yearly reports;		*Evaluating progress and producing yearly reports;
	* Raising funds;		*Raising funds;
	* Reviewing applications for Membership.		*Reviewing applications for Membership.

	Nominations and proposals made by the General Assembly will be confirmed by the Executive Committee and resubmitted to the General Assembly for final approval.		Nominations and proposals made by the General Assembly will be confirmed by the Executive Committee and resubmitted to the General Assembly for final approval.

	===Term===		===Term===

	To align with General Assembly meetings and elections, membership on the Executive Committee will be for four years.		To align with General Assembly meetings and elections, membership on the Executive Committee will be for four years.

	The term of membership for the Chair and Vice-Chair will last four years. The Chair and Vice-Chair shall not be employed by the Institutions hosting the Secretariat and Technical Management Office.		The term of membership for the Chair and Vice-Chair will last four years. The Chair and Vice-Chair shall not be employed by the Institutions hosting the Secretariat and Technical Management Office.

	===Meetings===		===Meetings===

	The Executive Committee shall meet at least one time per calendar year and as deemed necessary by the Executive Committee. In-person Executive Committee meetings shall coincide with annual or biennial GGBN Conferences. The Chair, Vice-Chair, Program Manager, and Technical Manager shall meet as deemed necessary to monitor operations and work program implementation.		The Executive Committee shall meet at least one time per calendar year and as deemed necessary by the Executive Committee. In-person Executive Committee meetings shall coincide with annual or biennial GGBN Conferences. The Chair, Vice-Chair, Program Manager, and Technical Manager shall meet as deemed necessary to monitor operations and work program implementation.

	===Leadership===		===Leadership===

	The GGBN Executive Committee will have a Chair and Vice-Chair. The Chair and Vice-Chairs will be elected by the General Assembly, following nominations by the Executive Committee. The Chair and Vice-Chair are elected for four years.		The GGBN Executive Committee will have a Chair and Vice-Chair. The Chair and Vice-Chairs will be elected by the General Assembly, following nominations by the Executive Committee. The Chair and Vice-Chair are elected for four years.


	==Task Forces==		==Task Forces==

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	==General Assembly==		==General Assembly==

	The General Assembly represents the entire GGBN Membership, including Core, Associate, Observer, and Consortia Members, and is the ultimate decision-making body of GGBN. All Contributing Associate and Core Members carry one vote. Non-Contributing Observer Members and Partners have no votes. Contributing Consortia carry a negotiable number of votes based on direct benefits received, total amount of data served to GGBN and total number of individual Core Consortium Members (see above).		The General Assembly represents the entire GGBN Membership, including Core, Associate, Observer, and Consortia Members, and is the ultimate decision-making body of GGBN. All Contributing Associate and Core Members carry one vote. Non-Contributing Observer Members and Partners have no votes. Contributing Consortia carry a negotiable number of votes based on direct benefits received, total amount of data served to GGBN and total number of individual Core Consortium Members (see above).

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	===Membership===		===Membership===

	The General Assembly is made up of individuals representing GGBN Member organizations.		The General Assembly is made up of individuals representing GGBN Member organizations.

	===Authority and Duties===		===Authority and Duties===

	The General Assembly is to make decisions by consensus whenever possible or by simple majority, unless specified otherwise. The General Assembly has the authority to:		The General Assembly is to make decisions by consensus whenever possible or by simple majority, unless specified otherwise. The General Assembly has the authority to:
	* Modify the Governance Model and GGBN Memorandum of Understanding (MOU) (two-thirds majority required);		*Modify the Governance Model and GGBN Memorandum of Understanding (MOU) (two-thirds majority required);
	* Alter the rates of the annual monetary Contributions by Members (two-thirds majority required);		*Alter the rates of the annual monetary Contributions by Members (two-thirds majority required);
	* Elect Members of the Executive Committee;		*Elect Members of the Executive Committee;
	* Nominate members of standing Task Forces;		*Nominate members of standing Task Forces;
	* Nominate and/or renew the terms of the Secretariat and Technical Management hosts;		*Nominate and/or renew the terms of the Secretariat and Technical Management hosts;
	* Identify strategic activities and partners;		*Identify strategic activities and partners;
	* Identify new Task Forces and propose issues, ideas, and new Task Forces for consideration by the Executive Committee;		*Identify new Task Forces and propose issues, ideas, and new Task Forces for consideration by the Executive Committee;
	* Approve GGBN’s strategies as proposed by the Executive Committee to include policies, budgets, and work plans;		*Approve GGBN’s strategies as proposed by the Executive Committee to include policies, budgets, and work plans;
	* Consider any matters pertaining to GGBN or its operations submitted to it by the Executive Committee Chair, the Secretariat Host, the Technical Management Host, or by any Member.		*Consider any matters pertaining to GGBN or its operations submitted to it by the Executive Committee Chair, the Secretariat Host, the Technical Management Host, or by any Member.

	===Meetings===		===Meetings===

	Meetings will coincide with annual or biennial GGBN Conferences. An annual vote to approve the operating budget, work program, and other essential decisions recommended by the Executive Committee will take place at meetings or by electronic ballot if no meetings are scheduled to take place within a given calendar year. Conferences are preferably held at a new geographical location each time and hosted by a Contributor.		Meetings will coincide with annual or biennial GGBN Conferences. An annual vote to approve the operating budget, work program, and other essential decisions recommended by the Executive Committee will take place at meetings or by electronic ballot if no meetings are scheduled to take place within a given calendar year. Conferences are preferably held at a new geographical location each time and hosted by a Contributor.

	===Leadership===		===Leadership===

	The General Assembly will be chaired either by the Executive Committee Chair or a meeting chair specifically elected at the meeting.		The General Assembly will be chaired either by the Executive Committee Chair or a meeting chair specifically elected at the meeting.


	==Executive Committee==		==Executive Committee==