ILGA WORLD CONFERENCE 2019 – THIRD MAILING

29th ILGA World Conference Wellington, 20 – 22 March 2019 FINAL AGENDA – THIRD MAILING

Dear Friends, Dear ILGA Members,

With the conference only a few weeks away, we are now excited to present the programme and to shout out for your help to make this year’s conference a success!

On 7 January 2019, we sent you the second mailing for the Conference. On behalf of ILGA’s Executive Board, we are now pleased to send you the third and final mailing, with the preliminary agenda of the conference and with the various amendments to proposals and bids for the next host city received from you.

The 29th ILGA World Conference is now only three weeks away and according to the provisions of the Constitution (articles C 7.2, C 7.5 and C 7.6) and the Standing Orders (SO 2.1) we are sending you the final agenda for the Conference in relation to the following procedural items:

Approval of Chairing pool
Approval of the report from the Executive Board
Approval of the report from the Women’s Secretariat
Approval of the report from the Trans Secretariat
Approval of the report from the Intersex Secretariat
Approval of the report from the Bisexual Secretariat
Approval of the new Strategic Plan of ILGA
Approval of the audited accounts for 2016 and 2017
Approval of the financial report for the current year
Approval of the budget
Appointment of an auditor
Proposals and amendments from full members, the Executive Board, the Secretariats and Regional Executive Boards
Any change in the membership fee
Election of the Secretaries General and alternates
Election of the Chairs for the Women’s, Trans, Intersex, Bisexual and Youth Steering Committees
Election of the host city for the 2021 World Conference

Further details on these items are set out below, while the full programme of the conference – with the description of all sessions, including indicating which are in English and Spanish – can be found on our website.

The programme includes details of other pre-conferences and meetings taking place during the World Conference. Make sure you scroll to the end of the programme to find out more details about this exciting mix of pre-conferences and meetings, and also to see if there are any conditions for attending as some are by invite only or are restricted to people from a certain population group.

There will be a conference app for your smartphone with all this information, and details of how to access this will be sent in the coming days to all people who have registered to attend.

If you still wish to attend the conference, make sure you have registered to do so by 1 March 2019.

1. Approval of Chairing pool

The purpose of the Chairing pool is to: “manage the conference and […] ensure the smooth running of the conference to preserve order and to ensure that the business of the conference is completed.” (SO 3.1). The Chairing pool “will consist of a minimum of 6 people, and at least 50% of its members shall be women. All members of the chairing pool shall be from full member organisations. The chairing pool will include one person from the host organisation.” (SO 3.2).

According to Standing Order 3.3 “A meeting will be held prior to the first plenary session of the conference at which a chairing pool will be elected by a simple majority of delegates of full member organisations. This meeting will be coordinated by the Executive Board and the host organisation.” Notification as to the time and place of above-mentioned meeting will be given to the delegates on the Conference app and upon their arrival at the venue of the Conference.

2. Approval of the report from the Executive Board

The report from the Executive Board will be presented and voted on during the first plenary, on Wednesday 20th March. This report is found in the annual reports of ILGA for 2017 and 2018. The 2017 annual report is found here. The 2018 annual report will be available at the conference.

3 – 6. Approval of the report from the Women’s, Trans, Intersex and Bisexual Secretariats

The report from the Secretariats will be presented and voted on during the first plenary, on Wednesday 20th March. This report is found in the annual reports of ILGA for 2017 and 2018. The 2017 annual report is found here. The 2018 annual report will be available at the conference.

7. Approval of the new Strategic Plan of ILGA

Sent with the second mailing, also available here.
Please note that there was an error in the title and the strategic plan is for the period 2019 – 2023.

8. Approval of the audited accounts

Sent with the second mailing, also available here.

The audited accounts for 2016, 2017 and 2018 will be presented in the Finance workshop and voted during the last plenary on Friday 22nd March.

9. Approval of the financial report for the current year

The financial report for the current year will be presented in the Finance workshop and voted on during the last plenary on Friday 22nd March.

10. Approval of the budget

Available on the ILGA website at https://silga.com/downloads/budget_2019_approved.pdf

The 2019 Budget will be presented in the Finance workshop and voted on during the last plenary on Friday 22nd March.

11. Appointment of an auditor

The proposed name for the auditor is KPMG SA (111 Rue de Lyon, CH-1203 Geneva, Switzerland); the proposed name will be presented again during the Finance workshop and voted on during the last plenary on Friday 22nd March.

12.Proposals and amendments from full members, the Executive Board, the Secretariats and Regional Executive Boards

Proposals sent with the second mailing can be found here: members – ILGA Executive Board.

Amendments to the ILGA Board and members’ proposals to the Constitution, Standing Orders, Resolutions and the ILGA Strategic Plan can be found here.

A total of 46 proposals were received by the deadline of the 2nd mailing: 34 proposals from the Board, 12 from Members.

A total of 7 amendments were received by the deadline of February 4th 2019. All proposals will be presented and discussed in the relevant workshops (see the final programme for details). All proposals will be voted on during the plenaries in the last plenary session on Friday 22nd March.

The current Constitution and the Standing Orders can be downloaded from here.

13. Any change in the membership fee

No proposal for any change in the membership fee was sent

14. Election of the Secretaries General and alternates

8 nominations were received by the deadline of the 24th December for the position of Secretaries General.
6 nominations were received by the 24th December for the position of alternate Secretaries General.

Presentation of candidates and elections shall take place during a plenary session, which will be announced by the Chairing Pool.

Each candidate has prepared a candidate form setting out their experience and their motivation for running. This form also has details on how to contact the candidate if your organisation has questions for them prior to voting. You can find all these candidate forms here.

15. Election of the Chair for the Women’s, Trans, Intersex, Bisexual and Youth Steering Committees

Chair of the Women’s Steering Committee: 1 nomination received.
Chair of the Trans Steering Committee: 6 nominations received.
Chair of the Intersex Steering Committee: 3 nominations received.
Chair of the Bisexual Steering Committee: 6 nominations received.
Chair of the Youth Steering Committee: 5 nominations received.

Presentation of candidates and elections shall take place during a plenary session, which will be announced by the Chairing Pool.

16. Election of the host city for the 2021 ILGA World Conference

Two nominations, i.e., Costa Rica and Los Angeles (United States) were received by the deadline of 4th February for the host city of the 2021 World Conference. Presentation and voting will take place during the last plenary of Friday 22nd March.

A REMINDER ABOUT FEES, VOTES AND PROXIES

Members are reminded that only full members who are up to date with payments of the membership fees are entitled to vote at the conference. Every full member organisation will have two votes and may nominate a proxy (if unable to attend the conference). [Standing Order 6.3]

Members need to settle their fees to be able to vote during the conference. Invoices for 2019 were already sent out but should any member have questions about pending fees or trouble with the payment links, please reach out to [email protected].

“A full member organisation which is not represented at the Conference and which would otherwise be entitled to vote may nominate a person attending the Conference or one of the Steering Committees to exercise by proxy the votes to which the organisation is entitled, in accordance with SO6.” [Standing Order 5.1]

(Note that the reference to Steering Committees exercising proxy votes does not apply to proceedings at the Wellington Conference as the committees will only be constituted for the first time at Wellington. For Wellington, it is the four outgoing ILGA secretariats – Bisexual, Intersex, Trans and Women – that may be appointed as a proxy.)

You can email your proxies at [email protected] by 17 March 2019 by using this template.

Organisations that are attending the conference must still designate their representatives who will vote on their behalf. Please use the first part of the Proxy form to designate your representatives who will then vote on behalf of your organization.

REGISTRATION

If you wish to attend in Wellington, please make sure you register by 1 March 2019! Registration cannot be accepted after 1 March. Registration for those needing visa is now closed.

We are looking forward to seeing you very soon in Wellington!

In solidarity,
Ruth Baldacchino & Helen Kennedy
Co-Secretaries General ILGA
Malta/Toronto
25 February 2019