Rules of procedure for the IUCN/SSC Polar Bear Specialist Group

Agreed upon in Fort Collins, USA, June 9‐13, 2014

Meetings

The PBSG’s internal operations will be flexible, allowing for the convening of regular and ad hoc national, regional or international consultations, to appoint new members, or to address specific conservation issues or techniques.

The PBSG will meet at least once every four years, if possible hosted in rotation among countries representing membership, and should facilitate maximum participation.

Minutes

The PBSG subcommittees and working groups will report their findings according to the PBSG Terms of Reference.

Working language

The working language of the PBSG will be English, including all official reports and publications of the PBSG and its working groups.

IUCN Secretariat and SSC Chair

The IUCN Secretariat and the SSC Chair have permanent specialist status to all regular PBSG meetings.

Invited Specialists

Members can recommend or request participation and / or presentations by invited specialists whose work is relevant to the agenda items and content of PBSG meetings. The Chair will decide whether to approve inclusion of the invited specialist. Suggestions should be submitted to the Chair no less than 90 days prior to a regular meeting. Some parts of the PBSG meeting may be closed to invited specialists and observers. The combination of invited specialists and observers will not exceed the number of PBSG members at a meeting.

SSC Bear Specialist Group

The Chair / Co‐Chairs of the IUCN SSC Bear Specialist Group have a standing invitation to participate as specialists at PBSG meetings.

Observers

A limited number of observers might be allowed to attend regular meetings of the group at the discretion of the PBSG Chair. Observers could be individuals or organizations. Observers have access to regular meetings upon notification by the PBSG Chair. Some parts of the PBSG meeting may be closed to observers and invited specialists. Any member might propose observers. Suggestions should be submitted to the Chair no less than 90 days prior to a regular meeting The combination of invited specialists and observers will not exceed the number of PBSG members at a meeting.

An observer is not entitled to speak during the meeting, or contribute to the discussions or the business of the PBSG, unless explicitly invited by the Chair.

Media

Media will not be permitted to attend PBSG meetings as they are technical discussions. Results from the meetings will be communicated via a press release or other agreed‐upon means.

Sub‐committees

Sub‐committees and working groups may be formed at the request of the membership or by designation of the chair to focus on specific issues or tasks. The PBSG subcommittees and working groups will report their findings according to the PBSG Terms of Reference. The Chair has the authority to delegate tasks to individuals or groups of members and to establish timelines aiming for a balanced distribution of workload.

The Chair shall a) have the full power and authority subject to the supervision of the group b) make full arrangements for the meetings c) develop the draft agenda d) receive the credentials of observers.

Website

The Website Working Group of the PBSG is responsible for the content of the PBSG website under supervision of the Chair.

Expenses

Each member is responsible for their own travel coordination and expenses to attend the PBSG meetings. Range countries are responsible for hosting regular meetings.