Rules and Regulations

As amended September 2012 (San Diego, USA)

Article 1. Membership Year

The membership year of the Confederation will correspond to the calendar year, January 1 – December 31.

Article 2. Membership, Various

2.1 Membership Matters

The Director General is authorised to act on behalf of the Executive Board to review and take action on all matters relating to membership, including consideration of new membership applications and assignment to membership categories. These actions will have immediate effect and be legally binding as if approved by the Executive Board and ultimately be subject to Executive Board and/or annual general meeting ratification.

The Director General will present a report on membership matters to each meeting of the Executive Board and the Annual General Meeting.

2.2 Provisional Members

The Director General may designate an organisation to be a “provisional member”, in any membership category of the Confederation, if the organisation has (i) submitted a complete membership application, (ii) paid the membership application fee, and (iii) in the opinion of the Director General, meets the eligibility conditions and standards for membership.

A list of provisional members will be maintained on-line and presented to the Executive Board at each meeting.

The names of all provisional members must be presented to the Annual General Meeting for ratification.

2.3 Members with majority-owned subsidiaries

The following rules apply for member organisations with majority-owned subsidiaries:

a) A majority-owned subsidiary is a legal entity in which a member of the Confederation holds a controlling interest. These subsidiaries may apply for membership in the Confederation. If approved, such organisations will pay membership fees and be entitled to all member benefits.

b) A majority-owned subsidiary of an existing Confederation member may apply for full membership in any of the Confederation’s sector associations without being a fee-paying member of the Confederation. Payment of sector association membership dues is, of course, still required.

c) Majority-owned subsidiaries of a Confederation member do not enjoy voting privileges unless they become a member of the Confederation, as per 2.3 (a) above.

2.4 Membership Organisations

The Individual members of a membership organisation, e.g. Hostelling International, which is itself a member of the Confederation, do not have membership rights in the Confederation, unless they apply and are accepted as a member in their own right.
Article 3. Cessation, Termination & Suspension of Membership

3.1 Resignation:

Members may resign their membership by written notice to the Executive Board. Notice of resignation must be received by the Executive Board at least three months prior to the end of a membership year in which the resignation is to take effect.

3.2 Non-Payment of Dues:

If a member has not paid the membership fee in full on the due date, upon the recommendation of the Director General its membership may be suspended or terminated by decision of the Executive Board. This suspension or termination will take immediate effect and be subject to review and ratification at the Annual General Meeting. The Confederation reserves the right to inform other members of the suspension or termination.

3.3 Change of Ownership:

If the controlling interest of a Member changes, its membership may be suspended or terminated by the Director General. A decision to terminate the membership of an organisation because of a change in its controlling interest will take immediate effect and be subject to review and ratification by the Executive Board.

3.4 Suspension of Membership for Breach of Regulations:

The Director General may suspend an organisation’s membership following a serious breach of the Confederation’s Constitution, Code of Conduct, Rules & Regulations or for other acts which, in the opinion of the Director General, undermine the professional integrity of the Confederation. The suspension will have immediate effect. The Confederation reserves the right to inform other members of the suspension.

Upon serving notice of suspension to a member, the Director General will identify the contravention of the Confederation’s regulations, and, if applicable, further specify (i) actions required of the member in order to lift the suspension, (ii) the date(s) by which such action(s) must be taken, and (iii) additional consequences for failure to comply with the specified remedies.

3.5 Termination of Membership

The Executive Board may, by a two thirds majority, terminate the membership of any member at its discretion if the member fails to comply with the Constitution (as amended from time to time), including failure to fulfil the membership obligations specified in Article 9 of the Constitution; fails to comply with the Code of Conduct (as amended from time to time) or the Rules & Regulations (as amended from time to time), or if for any other reason it is the opinion of the Executive Board that continued membership is contrary to the best interest of the Confederation.

3.6 Loss of Membership Privileges

An organisation whose membership has been suspended or terminated is no longer entitled to any of the benefits of membership and will cease, with immediate effect all actions that hold itself out as a member, including use of the name and logo, participation in meetings and elections, privileged WYSTC registration rates, access to WYSTC or other trading or networking events, etc.

3.7 Reinstatement

A member of the Confederation whose membership has been suspended or terminated may apply to have its membership reinstated, provided it still fulfills the membership criteria.

Article 4. Election and Conduct of Executive Board Members

As of 2012 the Executive Board will consist of a minimum of five (5) and up to seven (7) members: up to four (4) Representatives from the Sector Associations and three (3) Representatives from the Full Members of Individual Organisation Members.

The number of sector association representatives may never exceed the number of WYSE sector associations.

4.1 Term of Office

The term of office (other than during the interim governance process) for both the Sector Association Members and Full Individual Organisation Members will be for three (3) years and the elected official will be expected to hold office throughout the said duration. After serving a full three (3) year term on the Executive Board that member must stand down for a minimum of two years.
An Executive Board member may serve a maximum of three (3) full three (3) year terms accumulatively.

4.2 Election from Sector Association Members

Each Sector Association will determine its own rules to duly appoint and empower its Chair or its alternate Board/Committee Member to participate in the election of up to four (4) Sector Association Representatives to serve on the Executive Board according to Constitution article 11. Governing Body sub-article 11.1.

4.2.1 The new Representative will replace the outgoing Representative who (other than the during the 2012 Sector Association interim process) has served a three year term.

4.2.2 With effect from the elections held in 2012, the up to four (4) Sector Association Members elected to the Executive Board with the highest and the second highest votes will be elected for a period of three years. The up to four (4) Sector Association Members with the third highest amount of votes will be elected for a period of two years, and the up to four (4) sector association Members with the fourth highest amount of votes will be elected for a period of one year.

4.3 Election of Full Individual Organisation Members

The Full Members of the Individual Organisation Members will elect three (3) members to the Executive Board:

4.3.1 – Each Full Individual Organisation Member of the Confederation has one vote. Should a new financial business model be implemented where all Founding Sector Associations pay a full Confederation Membership fee for each of its Full Individual Organisation Association Members, then the number of votes for each Full Individual Organisation Member will be determined by the number of Founding Sector Association “Memberships” it has. If the Full Individual Organisation Member has a “Membership” in the Confederation only and belongs to no Sector Associations then that Full Individual Organisation Member will have one vote.

4.3.2. Each year the Full Individual Organisation Members will rotate in one (1) new Representative for a term of three years (3). The new Representative will replace the outgoing Representative who (other than the during the 2013-2015 interim process) has served a three (3) year term.

4.3.3 With effect from the elections held in 2012, the three (3) Full Individual Organisation Member elected to the Executive Board with the most votes will be elected for a period of three years. The three (3) Full Individual Organisation Member with the second highest amount of votes will be elected for a period of two years. The three (3) Full Individual Organisation Member with the third highest amount of votes will be elected for a period of one year.

4.3.4 From 2013, each year, one (1) new Full Individual Organisation Member Representative will be elected and will replace the Full Individual Organisation Member Representative who has finished their term

4.3.5 A vacancy in the composition of the Executive Board will not impede the Executive Board from functioning as long as the meetings are quorate, failing which the remaining Members, or in their absence the Executive Board, will invite the respective Sector Associations and or Full Individual Organisation Members to fill in their vacancy and will call fresh elections to fill the vacancies created as soon as practicable. In this circumstance the election is valid subject to a minimum participation of twenty (20) per cent of the Full Individual Organisation Members. The newly elected replacement Executive Board Member will serve only the remaining time left on the existing seat’s term.

4.4 Conduct of Executive Board Members

4.4.1 Members of the Executive Board undertake to serve the Executive Board and the Confederation to the best of their abilities, to involve themselves in executing the responsibilities and functions of the Executive Board according to the Constitution and to devote not less than eight (8) hours a month to work for the Executive Board and the Confederation other than officially called meetings;

4.4.2 During a meeting of the Executive Board, Sector Association Members will actex officioin the best interests of the Confederation without having to refer any matter to the Sector Association, with having to declare in advance any possible conflict of interest with the Sector Association or their Individual Organisation and on those questions will not participate in the decision making process;

4.4.3 During a meeting of the Executive Board, the Full Individual Organisation Members will act in the best interests of the Confederation, will declare in advance any possible conflict of interest and on those questions will not participate in the decision making process.

4.5 Election of the Chair of the Executive Board

4.5.1 The Director General, (or in his/her absence a Senior Executive Officer) will convene and preside over the opening of the first meeting of the re-composed the Executive Board after the Conference, confirming that all Executive Board Members have been duly elected and will table the results of the elections of the Full Individual Organisation Members and list of Sector Association Representatives to the Executive Board;

4.5.2 The Director General will ensure that all Executive Board Members present or absent are introduced and will then call for nominations for Chair of the Executive Board from among all Members of the Executive Board. Nominations must be seconded. S/He will then declare the call for nominations closed;

4.5.3 Each nominee will have the opportunity to accept or decline the nomination and present him/herself in no more than two (2) minutes;

4.5.4 The Director General will call for an Executive Board member who is not a nominee to act together with him/her as teller

4.5.5 The election is by secret ballot and will always be held even if there is only one contestant;

4.5.6 The Director General will read out the result of all the votes cast and will declare the elected Chair of Executive Board. The result will be entered in the minutes;

4.5.7 In the event of a tie, the Director General will eliminate the candidate with the lowest number of votes and repeat the ballot;

4.5.8 If deemed necessary for continuity sake, the Executive Board may also elect a Chair-Elect for the following year. In this case only a Chair-Elect would then be needed to be elected in the following years.

4.5.9 The Director General will pass on the Chair to the elected Chair.

 

4.6 Election of Chair-Elect of the Executive Board

4.6.1 The Chair (i.e. the previous year’s Chair-Elect) of the Executive Board will convene the first meeting and will call for nominations for the post of Chair-Elect;

4.6.2 Each nominee will have the opportunity to accept or decline the nomination and present him/herself in no more than two (2) minutes;

4.6.3 The election is by secret ballot and will always be held even if there is only one contestant;

4.6.4 The candidate who obtains the highest number of votes will be the elected Chair-Elect of the Executive Board. The result of the voting will be entered in the minutes;

4.7 Election of Member on the Finance and Audit Advisory Committee

4.7.1 The Executive Board will elect as its member to the Finance and Audit Advisory Committee the candidate who obtains the highest number of votes in an election conducted for the purpose in terms of rule 4.7 soon after the election of the Chair.

4.8 Sub-Committees of the Executive Board

4.8.1 The Executive Board in any of its distinct roles may appoint any permanent and/or ad hoc sub-committees and/or working groups as it will, from time to time, determine;

4.8.2 The Executive Board will charge each sub-committee with apposite terms of reference to assist it in the execution of its Responsibilities and Functions. Such terms of reference will, among other instructions, include targets, delegated executive powers if any, and reporting schedules and procedures;

4.8.3 Each sub-committee appointed under this rule 4.8 will conduct its business and procedures as applicable according to the Constitution, Codes of Conduct and these Rules and regulations;

4.9 Appointment of WYSTC Advisory Sub-Committee of the Executive Board

4.9.1 The Executive Board will appoint a WYSTC Advisory Sub-Committee Chair who will be responsible for appointing up to six members who may or may not be members of the Executive Board or the membership at large;

4.9.2 The members of the WYSTC Advisory Committee will be persons who are known to possess the skills required to steer the organisation and running of the annual conference;

4.9.3 The WYSTC Advisory Sub-Committee will offer guidance on the strategic direction and plans of the Company and of future WYSTC events, on general management, on determining the political, financial and logistical needs for the Confederation’s annual Conference to the Executive Board.

4.9.4 The term of office of the WYSTC Advisory Sub-Committee will normally be for one year;

4.9.5 The Executive Board will report to the membership at the Annual General Meeting and as it sees fit during the year on its WYSTC activities and on the activities of its WYSTC Advisory Sub-Committee.

 

4.10 Appointment of a Management, Remuneration and Finance Sub-Committee of the Executive Board

4.10.1 The Executive Board will, for the duration of its term of office, appoint a Management, Remuneration and Finance Sub-Committee that will consist of the Chair of the Executive Board and of the elected Member of the Finance and Audit Advisory Committee who sits on the Executive Board;

4.10.2 The Responsibilities and Functions of the Management, Remuneration and Finance Sub-Committee will include:

(i) overseeing the day-to-day management of the Confederation and its subsidiary Companies in the interim period that an Executive Board meeting is not in session and reporting to the Executive Board at each of its meetings;

(ii) serving as the initial point of reference and of contact for the Director General whenever an Executive Board meeting is not in session;

(iii) formulating the terms and conditions, duties and responsibilities for the employment of the Director General and obtaining direction and approval there for from the Executive Board;

(iv) the final screening of the organisation chart of the subsidiary Companies of the Confederation, of the recruitment, and of the proposed terms and conditions for the employment of the Senior Executive Officers there to, of the staff remuneration packages;

(v) evaluating, on an annual basis, the performance of the Director General, setting any appropriate incentives linked to pre-determined targets;

(vi) reviewing, on an annual basis with the Director General, the performance of the Senior Executive Officers, of any appropriately proposed incentives linked to pre-determined targets for all members of staff,

(vii) liaising with the Director General and finance team and overseeing the preparation of the budget figures that the Director General submits for the approval of the Executive Board.

4.11 Appointment of Director General and Senior Executive Officers

4.11.1 The Executive Board will appoint the Director General according to Article 11.6 of the Constitution;

4.11.2 The Director General will be appointed initially on a one year contract and will then be eligible for re-appointment on a standard contract to a total maximum term of seven years;

4.11.3 The Director General will appoint and determine the responsibilities and duties of the other members of staff to be employed subject to ratification by the Management, Remuneration and Finance Sub-Committee.

 

Article 5. Election and Conduct of Advisory Committees of the Executive Board

5.1 Each Member of an Advisory Committee will have one vote. In case of a tie the Chair will have an additional casting vote. Proxy voting is not permitted;

5.2 All decisions are made by a simple majority of the votes of Members present at the meeting, abstentions counting as votes against;

5.3 Election and Conduct of the Finance and Audit Advisory Committee

The Finance and Audit Advisory Committee will consist of three persons, one elected from amongst the members of the Executive Board, one member at large elected at the Annual General Meeting for a term of three (3) years who will serve as the Treasurer and Chair of the Committee, and one independent person who should hold professional accountancy or auditing status appointed for a term of three (3) years by the Executive Board in an honorary capacity. For the sake of continuity this independent person will be asked to serve a one (1) year term in 2013 and then the regular three (3) year term starting in 2014.

5.3.1 The Outgoing Chair of Executive Board will invite nominations at the Annual General Meeting for the election of one member to the Finance and Audit Advisory Committee before moving the election for the Executive Board;

5.3.2 Any nominee from the Full Individual Organisation Members is to declare her/his interest not to stand for election to the Executive Board if elected on the Finance and Audit Advisory Committee;

5.3.3 Each nominee will have the opportunity to accept or decline the nomination and present him/herself and plan of action in no more than two minutes;

5.3.4 The Chair will call for two Full Individual Organisation Members who are not nominees to act together as two (2) tellers according to what is fair and transparent;

5.3.5 The election is by secret ballot and will always be held even if there is only one contestant;

5.3.6 The Chair will read out the result of all the votes cast and will declare the elected member to the Finance and Audit Advisory Committee. The result will be entered in the minutes;

5.3.7 In the event that no candidate obtains the required majority, the Chair will repeat the procedures in rule 4.5.7 as applicable;

5.3.8 The Chair of the outgoing Executive Board will, while in office, identify and liaise with at least one suitable independent person who holds professional accountancy or audit status to present him/herself and to secure his/her services on the Finance and Audit Advisory Committee for a period of three (3) years in an honorary capacity, and will recommend same to the incoming Executive Board through the newly elected Chair for ratification

5.3.9 The Executive Board will, without limiting the scope of the Committee, determine the terms of reference, targets, delegated executive powers if any, and reporting schedules and procedures that the Committee is to deliver in the Executive Board year;

5.3.10 The Terms of Reference of the Finance and Audit Committee are as specified in the Constitution (Article 11. Governing Structure – sub-article 11.5.1 Finance and Audit Advisory Committee)

5.4.1 The Chair will invite the Executive Board Members to present their views on the policies and directions that Executive Board should pursue in its year in office and to determine if any Advisory Committee for the purpose should be elected;

5.4.2 Should the Executive Board resolve to elect an Advisory Committee for any purpose it will first determine the name, numerical composition, terms of reference and projected duration for each such Committee in an appendix to the Rules and Regulations which terms will include, among other instructions, the targets, delegated executive powers if any, and reporting schedules and procedures that the Committee is to deliver in the Executive Board year;

5.4.3 The Chair will conduct the election to the Committee

 

Rules and Regulations – Appendix A

Rules and procedures for Election of Full Individual Organisation Members to Executive Board in terms of article 11 sub-article 11.2 of the Constitution.

A. 1.0Organisation of Election

A.1.1 The organisation and running of the Election will be determined according to these Rules and Regulations – Appendix A, and will exclusively be the responsibility of the Director General who will be accountable to an Election Supervisory Committee;

A.1.2 There will be held every year at the WYSE Travel Confederation AGM held at the site of the annual Conference an Election for Full Individual Organisation Members to the Executive Board in terms of article 11 sub-article 11.1 of the Constitution;

A.1.3 The organisation and running of the Election will be determined according to these Rules and Regulations – Appendix A, and will be the responsibility of the Director General;

A.1.4 The Director General may delegate the organisation and running of the Election to a Senior Executive Officer.

A.1.5 The Election will be run according to the number of seats being vacated on the Executive Board for Full Individual Organisation Member of the WYSE Travel Confederation;

A.1.6 The Election will be held annually on an alternate basis, each year for the number of seats on the Executive Board for Full Individual Organisation Members;

A.1.7 In the event of any specific claim, detailed in writing to the Director General and signed by no less than twenty-five Full Individual Organisation Members, made within fifteen hours of declaration of the final result, or in the event that the Director General is unable for any reason to declare the final result, the Director General will convene an urgent meeting of the Election Supervisory Committee who will, by two thirds majority vote of all three members, rule on the matter before it within forty-eight hours from the official closure of the voting process. Such ruling will be final and binding;

A. 2.0Eligibility to stand for Election

A. 2.1 Only Full Individual Organisation Members will be eligible to stand for Election as Members of the Executive Board;

A. 2.2 To be eligible to stand for Election, an Individual Organisation Member must have been a Full Member of the WYSE Travel Confederation for a minimum period of three consecutive years and must have paid its membership fees and all dues in full to the Confederation and to each Sector Association of which it is a member by the date of Opening of Receipt of Nominations;

A. 2.3 A Full Individual Organisation Member will select a person of good standing versed in the Aims and Objectives and workings of the Confederation as candidate to stand for Elections from among those who demonstrate affiliation, and are answerable, to it;

A. 2.4 A candidate, if elected, binds itself to abide by the Constitution of WYSE Travel Confederation, the Rules and Regulations, and safeguard the Constitution, to serve the Executive Board and the Confederation to the best of one’s abilities, to involve oneself in executing the responsibilities and functions of the Executive Board and to devote not less than eight (8) hours a month on work for the Executive Board and the Confederation other than officially called meetings;

A. 2.5 A candidate, if elected, will not be eligible to receive any remuneration connected with meetings of the Executive Board, save where the Executive Board determines to authorise re-imbursement subject to a predetermined maximum.

A. 3.0 Procedures for Nominations

A. 3.1 The Director General will issue a call for nominations of candidates for Election not earlier than eight weeks and not later than six weeks prior to the WYSE Travel Confederation Annual General Meeting at the annual Conference;

A. 3.2 The call for nominations will specify the method of Receipt of Nominations, the number of seats that have to be contested, and will be accompanied by these Rules and Regulations – Appendix A and the templates for the Candidate Nomination Form and Proxy Designation Form;

A. 3.3 Nominations may be sent by e-mail, letter or fax

A. 3.4 The Director General will determine eligibility of the nominee and the validity of the nomination and will confirm acceptance or rejection to the nominee with the reason for rejection, within two working days of receipt;

A. 3.5 Closing of Nominations will be ten days before the AGM held at the site of the annual Conference in terms of article 7 sub-article 7.1 of the Constitution;

A. 3.6 Each nomination must be proposed and seconded by a Full Individual Organisation Member, specify the full name of the candidate, and be accompanied by a colour portrait picture;

A. 3.7 The nominee will declare that s/he has read, understood, and will abide by these Rules and Regulations, and will in particular fulfil the requirements of rule A.2.0 sub-rules A.2.4 and A.2.5, and will sign acceptance of the nomination;

A. 3.8 No nomination from a candidate who has just served a full three(3)-year term on Executive Board without a two year break and who also has served no more than three (3) full three(3)-year terms accumulatively on the Executive Board will be accepted;

A. 4.0Publicity and Promotion of Information on the Election

A. 4.1 The Director General will ensure that from four (4) weeks prior to the opening of the annual Conference information on the role and workings of the Executive Board, the Aims and Objectives of the Confederation, the Election, and the name of the approved candidates received to date is available on the Confederation website, and that Full Individual Organisation Members are invited to propose and second candidates;

A. 4.2 The Director General will prominently display information at the site of the WYSE Travel Confederation Annual General Meeting prior to Conference including the names, pictures and details of each accepted candidate, and on other relevant information that helps promote the election;

A. 4.3 The Director General will announce the Election at the WYSE Travel Confederation AGM, will give details on the voting arrangements, and will invite each accepted candidate to address the Meeting for no more than three minutes, with the permitted use of projection;

A. 4.4 The Director General will display the results of the Election until the end of the Conference including the voting turnout, other relevant information and the picture of each Member;

A. 5.0Publicity and Promotion by Accepted Candidates

A. 5.1 Candidates will be responsible for providing any promotional information to attract votes in the Election;

A. 5.2 The Director General will provide equal display space prominently placed at the site of the WYSE Travel Confederation Annual General Meeting at the annual Conference for use by each candidate;

A. 5.3 Each candidate will have the right to display their promotional information on the display space provided for the purpose;

A. 5.4 Candidates who want to address the WYSE Travel Confederation AGM stated in sub-rule A.4.3 will register their intention with the Director General no later than twenty-four (24) hours before the start of the Meeting;

A. 5.5 No candidate will be permitted to display or distribute any material that is defamatory, offensive, derogatory of, or comparative to any other candidate;

A. 5.6 No candidate will obstruct or deface the promotional information of other candidates or utilise vantage points for display other than the space provided;

A. 5.7 Should a defaulting candidate not immediately comply the Director General will remove all offending material and may declare the candidate ineligible to contest the Election;

A. 6.0 Eligibility to Vote

A.6. 1 Full Individual Organisation Members of the WYSE Travel Confederation are the only Members eligible to vote in the annual elections for the Executive Board;

A.6. 2 To be eligible to vote a Full Individual Organisation Member must have paid its membership fees and all dues to the Confederation and to each Sector Association of which it is a member in full;

A.6. 3 Each Full Individual Organisation Member will have the right to vote for as many candidates as there are vacant seats on the Executive Board;

A.6. 4 Each Full Individual Organisation Member must be present physically or electronically at the WYSE Travel Confederation AGM at the time of voting;

A.6. 5 Any Full Individual Organisation Member not registered for the annual Conference may appoint another Full Individual Organisation Member that satisfies sub-rule A.6.5 to vote by proxy on its behalf.

A.6. 6 The Director General will make available for public display outside the venue of the WYSE Travel Confederation Annual General Meeting not later than six hours before commencement of the voting process, the full list of members eligible to vote in person, or specifying the identity of the member holding the proxy;

A.6. 7 Electronic voting, other than an electronic system operating solely at the voting station(s) at the site of the annual Conference instead of ballot sheets and ballot boxes, will be admissible as from 2012;

A. 7.0 Voting by Proxy

A.7. 1 Any Full Individual Organisation Member not present may appoint one other Full Individual Organisation Member to vote by proxy on its behalf by completing and signing the Proxy Designation Form in duplicate;

A.7. 2 The Full Individual Organisation Member will deposit one copy of the Proxy Designation Form with the Director General by not less than seven days prior to the WYSE Travel Confederation Annual General Meeting. Proxy forms deposited late will not be valid;

A.7. 1 The Director General will control the validity of each Proxy Designation Form received and post up the list of all eligible Proxies and the name of the Full Individual Organisation Member on whose behalf the Proxy is authorised to vote at the WYSE Travel Confederation AGM;

A.7. 2 The Full Individual Organisation Member will forward the second copy of the Proxy Designation Form to the Full Individual Organisation Member it has designated as its Proxy to vote on its behalf;

A.7. 3 The Full Individual Organisation Member holding the Proxy will exchange its copy of the Proxy Designation Form at the entrance of the WYSE Travel Confederation AGM for a ballot sheet;

A.7. 4 No Full Individual Organisation Member appointed Proxy will be allowed to exercise the right to the Proxy vote unless it will surrender its copy of the Proxy Designation Form to the Official manning the voting station;

A.7. 5 No Full Individual Organisation Member appointed Proxy for one Full Individual Organisation Member will hold more than one Proxy.

A. 8.0 Voting Station

A.8. 1 The Director General will install one or more voting stations at the WYSE Travel Confederation AGM at the site of the annual Conference;

A.8. 2 The Director General will provide each voting station with a secure ballot box that has been sealed under his/her hand;

A.8. 3 Voting will take place during the WYSE Travel Confederation AGM

A.8. 4 No person will be permitted to vote unless present at the AGM

A.9. 0 The Ballot Sheet

A.9. 1 Ballot sheets will be prepared in printed form, and distributed to eligible members before the commencement of the AGM;

A.9. 2 The total number of ballot sheets printed will be recorded and will be reconciled after the closing of voting and before counting the votes;

A.9. 3 The ballot sheet will contains the instructions for voting at the top of the sheet indicating the maximum number of candidates a person is allowed to vote for, that any other sign or mark beyond the maximum permitted number will invalidate the vote, that a spoilt or invalidated ballot sheet may be returned to the voting station in exchange for a new ballot sheet;

A.9. 4 The ballot sheet will carry the list of candidates in alphabetic order of their family name followed by their first name and by the Full Individual Organisation Member’s name;

A.9. 5 The Director General will stamp each ballot sheet for authentication purposes;

A.9. 6 A person presenting him/herself to vote will present his/her Conference delegate identity badge at the entrance to the AGM, sign the voting register by the name of his/her Full Individual Organisation Member and be provided with the ballot sheet;

A.9. 7 A Proxy presenting itself to vote will surrender its copy of the Proxy Designation Form to the Official manning the voting station, present his/her Conference delegate identity badge, sign the voting register by the name of the Full Individual Organisation Member on whose behalf s/he will vote, and will be provided with the ballot sheet of the Category to which it belongs;

A.9. 8 Votes will be exercised in secret, by placing the ballot sheet in the secure ballot box,

A.9. 9 Any reference to ballot sheets and/or ballot boxes will be deemed to have an equivalent meaning and purpose in any adopted electronic voting system according to sub-rule A.6.8

A.10.0 Counting of the Votes & Declaration of the Elected Members of the Executive Board

A.10. 1 The Director General will count the votes in the presence of the Election Supervisory Committee and in public with the assistance of the Officials manning the voting station;

A.10. 2 The Director General will at the end of voting reconcile the unused and spoilt ballot sheets and the number of signatures by the Full Individual Organisation Member names on the voting register with the recorded number of ballot sheets prepared in hard copy or in electronic form;

A.10. 3 The Director General will then open the ballot box(es) and reconcile the number of ballot papers with the number of signatures by the Full Individual Organisation Member names on the voting register;

A.10. 4 Should any numbers not reconcile, the Director General will consult with the Election Supervisory Committee who will decide if such a situation is significant to the outcome of the Election or not, and if deemed insignificant at this time s/he will proceed to count the votes obtained by each candidate;

A.10. 5 Should the Election Supervisory Committee deem the difference in numbers to be significant, it will decide what action to take to resolve the issue;

A.10. 6 The Director General will count the votes obtained by each candidate in each Category, and the invalid votes, and will declare as elected the number of candidates that have obtained the highest number of votes as there are vacant seats to be filled in each Category;

A.10. 7 The Director General will publish the results within one (1) hour of the end of the Annual General Meeting and retain the entire voting documentation until after the first meeting of the re-composed Executive Board or until after the resolution of any claim or dispute; The Director General will table the results as the first business at the first meeting of the Executive Board after the Election.