JOINT MEMORANDUM OF UNDERSTANDING
ON THE ESTABLISHMENT OF
AN ASIA SOIL CONSERVATION NETWORK FOR THE HUMID TROPICS

 

ARTICLE VI - Consultative Board

1. The Consultative Board shall function as a steering committee and policy making body for ASOCON.

2. The Consultative Board may make recommendations to Participants on any matters pertaining to the aims and functions of ASOCON as set forth in Article II of this Memorandum of Understanding.

3. The membership of the Consultative Board shall comprise the National Co-ordinators representing the Participants. If the National Co-ordinator is unable to attend a meeting, he may nominate an alternate to act in his place. The National Co-ordinators (or alternates) shall have the authority to take decisions on behalf of the Participant concerning the operation and activities of ASOCON.

4. Each National Co-ordinator (or alternate) shall have one vote.

5. The Chairman of each meeting of the Consultative Board shall be the National Co-ordinator representing the Participant in which country the meeting takes place. The Regional Co-ordinator shall act as Secretary to the Board meetings.

6. The Consultative Board shall meet at least once a year, at the time and place decided by the previous meeting, on a rotating basis around the region. The Secretary shall despatch the announcement of the meeting at least 60 days in advance of the opening date. The letter of invitation, along with the necessary documents shall be sent to the National Co-ordinators at least 30 days before the date fixed for the opening session. If the Consultative Board at its previous meeting was unable to fix a time and place for the next meeting, the Secretary in consultation with the National Co-ordinators through correspondence, is then authorized to fix the venue, time and date of the meeting.

7. A majority of the Participants shall constitute a quorum.

8. The Secretary may call an extraordinary meeting of the Consultative Board at the request of a group of the National Co-ordinators representing not less than half of the Participants. The Secretary shall decide the agenda, time and place of an extraordinary meeting, after taking into consideration proposals made by the Participants.

9. The provisional agenda of each ordinary meeting of the Consultative Board shall include, as appropriate:

i) adoption of the agenda;
ii) approval of the previous meetings minutes;
iii) matters arising from the previous minutes;
iv)
report by the Regional Co-ordinator on activities undertaken since the previous meeting;
v) reports by the National Co-ordinators;
vi) report from the ASOCON Information Service;
vii) reports from other technical support staff within the Co-ordination Unit, if any;
viii) future planned and proposed activities;
ix) report on financial income and expenditure since the previous meeting;
x) consideration of the annual budget for future activities;
xi) proposals for amendments of the Memorandum of Understanding;
xii )
 applications and conditions for admission of new Participants;
xiii) consideration of the date and venue of the next meeting of the Consultative Board; and
xiv ) any other business proposed by the Co-ordination Unit or any Participant.

10. The provisional agenda for an extraordinary meeting shall include the special item for which the meeting is being called and other items proposed by the Secretary or by a Participant.

11. At its ordinary meeting, the Consultative Board shall:

i) consider the report on the activities of ASOCON since the previous meeting with a view to monitoring progress and making changes to the work programme both in the light of experience gained from its implementation and in accordance with the changing priorities and circumstances of the Participants;
ii) consider and approve the annual budget and audited financial statements of expenditure incurred for the operation of ASOCON and the implementation of ASOCON activities;
iii) decide on the appointment of an auditor;
iv) consider and approve the plans prepared by the Co-ordination Unit for the development and implementation of the future work programme of ASOCON taking into consideration the financial, technical and administrative requirements of the programme, this to include agreement as to which Participant will host particular ASOCON activities at the regional level;
v) consider for approval such contracts negotiated and agreements entered into by the Co-ordination Unit on behalf of ASOCON since the previous meeting, with donor(s) and/or other agencies/ institutions;
vi) determine the date and venue of the next Consultative Board Meeting
vii) consider and take action on other matters presented to it by the Regional Co-ordinator;
viii) decide on applications for membership of ASOCON, by a unanimous vote of all Participants represented at the meeting;
ix) determine the annual contribution payable by the Participants by unanimous vote of all Participants represented at the meeting; and
x) adopt and amend the rules and regulations of ASOCON as required, by unanimous vote of all Participants represented at the meeting.

12. The Consultative Board may establish such subsidiary bodies as it deems necessary.

ARTICLE VII - Co-ordination unit

1. The Participant in which the Co-ordination Unit is located shall be responsible for seconding a senior officer, from the department/ministry acting as host agency, to serve as Regional Co-ordinator to ASOCON. He/she shall be supported by a Programme Officer also seconded from within the host agency. In addition the Consultative Board may request the host agency to provide additional administrative support staff to assist the Regional Co-ordinator in the fulfilment of his duties and responsibilities to ASOCON. The host agency shall also provide suitably equiped offices for the Co-ordination Unit.

2. The Regional Co-ordinator shall:

i) be responsible for the day-to-day administration of ASOCON;
ii) convene the Consultative Board Meetings;
iii) ensure co-ordination among all Participants of ASOCON;
iv) organize regional workshops, expert consultations, training courses and other meetings in accordance with the approved programme of work;
v) initiate proposals for joint collaborative programmes with other international and regional bodies as mentioned in Article II;
vi) be responsible for the financial management of ASOCON under the supervision of the Consultative Board and arrange an annual audit with the report of the auditors being distributed to all Participants;
vii) arrange for the production of a newsletter covering conservation activities in the Region;
viii) take overall responsibility for the operation of a regional information service that will provide the Participants with easy access to information on conservation related matters from other Participants and, as appropriate, from other regions;
ix) take action on other matters consistent with the objectives mentioned in Article II; and
x) perform any other function as may be specified by the Consultative Board.

3. In the interest of continuity of work and availability of professional guidance, a Participant, through the Consultative Board, may approach the Food and Agriculture Organization of the United Nations and other Regional and International Agencies for assistance in providing a technical soil conservation adviser, other technical expert(s) and bi-lingual secretary(ies) for the technical development and implementation of ASOCON's activities in the initial years of ASOCON.