THE INTERNATIONAL ORGANIZATION OF FOLK ART (IOV)

IMPLEMENTING RULES AND REGULATIONS (IRR)

Policy 2.01   Membership Fees Collection Procedure

IOV members will be sent notice of fees owing on or around November 1, indicating they have until the end of January to pay the coming year’s membership fees.  A second notice will be sent on January 30 to those who haven’t paid, which will include a statement that unless fees are paid by February 28, the member will be removed from IOV’s membership rolls.  If fees are not paid by February 28, the member’s name shall be deleted from the IOV “active” membership rolls and moved to the list of deleted members.  Deleted members will receive two invitations, at approximately 3 months and 1 year, or at other opportune occasions.

Policy 2.07   Where to pay and submit Application

It is IOV policy to encourage new members to join by having an easy mechanism in place for submitting an application and paying membership fees.

The Secretariat shall encourage applicants or existing members to submit applications and/or fees to the National Section where there is one.  Where there is no National Section, fees shall be submitted directly to the Secretariat.

Policy 2.22 Conflict of Interest Policy

IOV, as a nonprofit, tax-exempt organization depends on charitable contributions from the public. Maintenance of its tax-exempt status is important both for its continued financial stability and for the receipt of contributions and public support. Therefore, the governments of the countries where IOV operates view the operations of IOV as a public trust which is subject to scrutiny by and accountability to such governmental authorities as well as to members of the public.

Consequently, there exists between IOV and its board, officers, and management employees a fiduciary duty which carries with it a broad and unbending duty of loyalty and fidelity. The board, officers, and management employees have the responsibility of administering the affairs of IOV honestly and prudently, and of exercising their best care, skill, and judgment for the sole benefit of IOV. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with IOV or knowledge gained there from for their personal benefit. The interests of the organization must have the first priority in all decisions and actions.

Conflicts of interest may arise in the relations of directors, officers, and management employees with any of the following third parties:
1. Persons and firms supplying goods and services to IOV.
2. Persons and firms from whom IOV leases property and equipment.
3. Persons and firms with whom IOV is dealing or planning to deal in connection with the gift, purchase or sale of real estate, securities, or other property.
4. Competing or affinity organizations.
5. Donors and others supporting IOV.
6. Agencies, organizations, and associations which affect the operations of IOV.
7. Family members, friends, and other employees.

A material conflicting interest may be defined as an interest, direct or indirect, with any persons and firms mentioned above. Such an interest might arise through:

1. Owning stock or holding debt or other proprietary interests in any third party dealing with IOV;
2. Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) in any third party dealing with IOV;
3. Receiving remuneration for services with respect to individual transactions involving IOV;
4. Using IOV's time, personnel, equipment, supplies, or good will for other than IOV approved activities, programs, and purposes, except that minor, reasonable use is allowable at the discretion of the Board;
5. Receiving personal gifts or loans from third parties dealing with IOV. Receipt of any gift is disapproved except gifts of nominal value which could not be refused without discourtesy. No personal gifts of money should be accepted.

The areas of conflicting interest listed, and the relations in those areas which may give rise to conflict, are not exhaustive. Conceivably, conflicts might arise in other areas or through other relations. It is assumed that the trustees, officers, and management employees will recognize such areas and relation by analogy.

The fact that one of the interests described above exists does not mean necessarily that a conflict exists, or that the conflict, if it exists, is material enough to be of practical importance, or if material that upon full disclosure of all relevant facts and circumstances that it is necessarily adverse to the interests of IOV.

However, it is the policy of the board that the existence of any of the interests described shall be disclosed before any transaction is consummated. It shall be the continuing responsibility of board, officers, and management employees to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.

Disclosure should be made according to IOV standards. Transactions with related parties may be undertaken only if all of the following are observed:

1. A material transaction is fully disclosed in the audited financial statements of the organization;
2. The related party is excluded from the discussion and approval of such transaction;
3. A competitive bid or comparable valuation exists; and
4. The organization's board has acted upon and demonstrated that the transaction is in the best interest of the organization.

Disclosure in the organization should be made to the President (or if she or he is the one with the conflict, then to the Secretary-General), who shall determine whether a conflict exists and is material, and if the matters are material, bring them to the attention of the entire board.

Disclosure involving directors should be made to the President, who shall bring these matters, if material to the board.

The board shall determine whether a conflict exists and is material, and in the presence of an existing material conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable to IOV. The decision of the board on these matters will rest in their sole discretion, and their concern must be the welfare of IOV and the advancement of its purpose.

Policy 2.23 Confidentiality Policy

It is the policy of IOV that officers and members of IOV boards and commissions of IOV may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their affiliation with IOV to any person, including relatives, friends, and business and professional associates, other than to persons who have a legitimate need for such information and to whom IOV has authorized disclosure. and employees shall use confidential information solely for the purpose of performing services as a trustee or employee for IOV. This policy is not intended to prevent disclosure where disclosure is required by law.

Trustees, employees, volunteers and contractors must exercise good judgment and care at all times to avoid unauthorized or improper disclosures of confidential information. Conversations in public places, such as restaurants, elevators, and public transportation should be limited to matters that do not pertain to information of a sensitive or confidential nature. In addition, Officers and members of IOV boards and commissions should be sensitive to the risk of inadvertent disclosure and should for example, refrain from leaving confidential information on desks or otherwise in plain view and refrain from the use of speaker phones to discuss confidential information if the conversation could be heard by unauthorized persons.

At the end of a trustee's term in office or upon the termination of an employee's, volunteer's or contractor's relationship with IOV, employment, he or she shall return, at the request of IOV, all documents, papers, and other materials, regardless of medium, which may contain or be derived from confidential information, in his or her possession.

Policy 2.24 Non –Discrimination and Anti-Harassment Policy

IOV is committed to equal opportunity for all persons without regard to sex, age, race, color, religion, creed, national origin, marital status, disability or sexual orientation. It is the policy of IOV to comply with all federal, state and local laws and regulations regarding equal opportunity. In keeping with that policy, IOV is committed to maintaining a work environment that is free of unlawful discrimination and harassment. Accordingly, IOV will not tolerate unlawful discrimination against or harassment of any of our employees or others present at our facilities by anyone, including any supervisor, co-worker, vendor, client, or customer of IOV.

Unlawful Discrimination and Harassment:
Unlawful discrimination includes treating someone less well in opportunities for work, promotions, shifts, overtime or other conditions of employment because of his or her race, national origin, sex, age, religion, disability or other protected attribute. Harassment consists of unwelcome or unwanted conduct, whether verbal, physical or visual, that is based upon a person's protected status. Examples of unlawful harassment include words, gestures, stories, jokes or nicknames that are derogatory, demeaning or insulting to a person based upon his or her race, national origin, sex, disability, age, religion or other protected attribute.

Sexual harassment deserves special mention. Sexual harassment consists of:
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment, (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance by creating an intimidating, hostile, or offensive work environment.

Examples of sexual harassment may include, but are not limited to the following conduct by any employee, whether male or female:
Unwanted sexual advances or propositions, offering employment benefits in exchange for sexual favors, making or threatening reprisals after a negative response to sexual advances, sexual innuendo, suggestive comments, sexually oriented "kidding" or "teasing," jokes about gender-specific traits, making sexual gestures or comments, displaying sexually suggestive objects, pictures, cartoons or postures, impeding or blocking another's movement, physical contact, such as patting, pinching, or brushing against another's body, and continued requests for a date after a rejection.

Policy 2.25  Membership Policy:  Eligibility, Application, Resignation, Removal, Appeal

Membership in IOV shall be granted to all persons without regard to sex, age, race, color, religion, creed, national origin, marital status, disability or sexual orientation.  Membership may not be denied anyone who is interested in, and willing to participate in furthering the mission of IOV.  Classes of membership may be designated by the General Assembly.

Application for membership shall be initiated upon submission of a membership application form with a referral from one or more current IOV members.  Membership may also be initiated upon submission of a membership application form directly to the Secretariat, President, National Section Chair, or Regional IOV office.  Without a letter of recommendation from a current IOV member, new members will be accepted on a probationary basis with all rights and responsibilities of full membership until such member is officially accepted by a majority vote of the Presidential Council.

A member may be removed from IOV with cause by a 2/3 majority vote of the Presidential Council or the Executive Board, subject to appeal to the Arbitral Commission or the Arbitral Body.  Grounds for expulsion include failure to abide by the Statutes, Policies and Implementing Rules and Regulations of IOV; disavowal through words or action of support for IOV and/or UNESCO, words or actions which are detrimental to the furtherance of the IOV mission or which threaten to undermine the IOV mission, its programs and/or its elected leaders and members; and, for serious behavior that negatively impacts the work of IOV directly or indirectly.

Taking an unpopular or controversial position on an issue or matter of importance to IOV and/or UNESCO does not constitute grounds for removal, nor is openly expressing constructive criticism of IOV, its officers, directors, members, policies and programs if the purpose of such criticism is to bring about positive change.  It is every member’s duty to seek to further the mission of IOV within the confines of law, ethics and generally recognized principles of decency and respect of other members.  

The removal of a member shall be initiated by written petition of any two members of the Presidential Council or by any four members of the Executive Board.  A petition shall be in writing and shall include the relevant facts in support of the petition.  The member or members named in the petition shall be notified of the petition at least 15 days prior to the meeting of the Presidential Council where the petition shall be considered and are allowed to present arguments in defense of their membership, either in person or in writing, at the meeting.

The decision of the Presidential Council to remove a member shall be subject to a one time review by either the General Assembly or the Arbitral Commission upon written petition submitted by the member to the Secretary General at least 45 days prior to the meeting of the General Assembly where the review shall be considered.  A removed member shall be reinstated upon a 2/3 majority vote of the General Assembly.  A decision by the General Assembly either not to reconsider the removal or to uphold the removal shall be final and not subject to further appeal.