International Group for Lean Construction

IGLC Charter and Operating Procedures

Ratified 5th June 2024

Charter

§1. Preamble

1.1. The International Group for Lean Construction (IGLC), founded in 1993, is a network of scholars, teachers, and practitioners involved in the creation and lifetime management of the built environment who feel that built environment processes, education, and research require a radical new approach, a new philosophy, in order to respond to the challenges ahead.

§2. Purpose

2.1. We call our vision: Lean Construction. Founded in 1993, the IGLC is an international network of researchers from practice and academia in architecture, engineering, and construction (AEC) who feel that the practice, education, and research of the AEC industry have to be radically renewed in order to respond to the global challenges ahead.

2.2. The distinguishing trait of this Group is its emphasis on theory. We view that the lack of an explicit theory of construction has been a major bottleneck for progress in the AEC field. Conversely, we assume that the clarification of the theoretical foundation of construction, along with principles and methods emanating from the new foundation, would be the most effective means for the renewal of the AEC industry.

2.3. Annual conferences are the main activity of the IGLC, and their locations rotate amongst the continents. Conference organization is managed independently by a group of volunteers in each sponsoring country.

2.4. Our goal is to meet customer demands more effectively and efficiently, and to dramatically improve built environment processes as well as products. To achieve this, we are developing the underlying conceptual foundations and implementing a coherent set of principles, practices, and a common vocabulary for product development, production management, and project delivery for the creation and lifetime management of the built environment.

2.5. In doing so, we place priority in maintaining an open and inclusive approach to sharing ideas and findings from research and practice. We manage our activities in an open and reflective manner consistent with continual improvement.


Operating Procedures

§3. Membership

3.1. Eligibility and Acquisition

  1. Conference Attendance: Membership is acquired through attendance at the Technical Conference part of the Annual Conference of the International Group for Lean Construction.
    1. Attendance entails being present at the technical conference, not only being registered as a participant.
    2. Physical vs. Virtual Participation: Membership is tied to the primary mode of conference attendance. In cases where the conference is held physically, virtual participation does not confer membership.
    3. Complimentary or Discounted Participation: Individuals participating in the conference through complimentary or discounted rates not publicly announced on the website require approval from the General Secretary to be granted membership status.

3.2. Duration and Extension

  1. Validity Period: Membership starts the first day of the technical conference one attends and is valid for a five-year period up to the day before the next technical conference starts.
  2. Extension for Extenuating Circumstances: The Standardization Committee holds discretionary power to extend a member's validity period in cases where the member is unable to attend the annual conference due to extenuating circumstances. Such extensions should be considered on a case-by-case basis to ensure fairness and inclusivity.

§4. Major Decisions

4.1. Definition of Major Decisions

  1. Organizational Changes: Alterations to the charter or operating procedures.
  2. Officer Appointments: Appointment of key organizational officers
    1. General Secretary
    2. Moderator
    3. IGLC Standardization Committee members
    4. IGLC Control Committee members
  3. Conference Planning: Selection of the location and host organization for the annual conference.
  4. Financial and Legal Commitments: Undertaking additional financial or legal obligations.

4.2. Decision-Making Authority

  1. Annual Business Meeting: The in-person Annual Business Meeting of the IGLC is the primary platform for making major decisions, defined in 4.1.
  2. Online Vote: In scenarios where a decision cannot wait until the next Annual Business Meeting, if the Annual Business Meeting cannot be held in person, or if suitable candidates or options are not available at the time of the Annual Business Meeting, the General Secretary may initiate an online vote.
    1. Online voting must be conducted through secure, accessible means. Every member is entitled to a single vote.
    2. The online voting period must be no less than 7 days long to allow adequate member participation.

4.3. Voting Format

  1. Decisions with three or more candidates or options shall use Single Transferable Vote (STV), for example, this would apply to votes for Conference Host when there are more than two bids.

4.4. Communication

  1. Notice of Major Decisions: All members should be notified at least 30 days in advance of any upcoming vote on a major decision. Notification will be provided through the IGLC mailing list.
  2. Notification of Results: The outcomes of any major decision, whether from the Annual Business Meeting or an online vote, must be communicated to members via the IGLC mailing list within 14 days of decision finalization.

§5. Mailing List

5.1. Purpose and Maintenance

  1. The IGLC shall maintain a mailing list to disseminate information to its members and other interested individuals. This includes, but is not limited to, updates about upcoming conferences, major decisions, and other pertinent organizational news.
  2. Use of the IGLC mailing list is regulated by the “IGLC Mailing List Standard.”

5.2. Member Options and Consequences

  1. Opting Out: A member has the right to opt out of the mailing list. The consequences of opting out are that the member:
    1. Will not receive communications sent through the mailing list, including updates and important announcements.
    2. Will not be eligible to participate in online votes, as these communications are facilitated through the mailing list.

5.3. Alternative Communication Mechanisms

  1. Responsibility for Staying Informed: Members who opt out of the mailing list are responsible for keeping themselves informed about IGLC activities and decisions through alternative means, such as regularly checking the IGLC website.
  2. Re-Subscription: Members may choose to re-subscribe to the mailing list at any time to regain access to email communications and online voting eligibility.

§6. Annual Conference

6.1. Purpose, Timing and Format

  1. Objective: The IGLC will conduct an annual conference, primarily in the month of July, to facilitate discussions on recent research and the implementation of Lean Construction and related areas.
  2. Member Participation: The conference serves as a platform for members to share insights, collaborate on research, and engage in networking.
  3. Format: The conference is generally conducted as a physical event.
    1. In cases of extraordinary circumstances, such as a global health crisis, the conference may be adapted to a hybrid format (combining physical and virtual participation) or conducted entirely virtually.
    2. Decisions to change the conference format will be based on factors like global health advisories, travel restrictions, and member accessibility.
    3. The IGLC Standardization Committee, in consultation with the conference host, are responsible for making these decisions.

6.2. Selection of Location and Host

  1. Decision Timeline: The location and host organization for the conference will be determined at the Annual Business Meeting two years prior to the event.
  2. Inclusivity in Selection: The process of choosing the venue and host will be conducted in a manner that ensures transparency and equal opportunity for all potential hosts.
  3. Deciding Body: The decision regarding the conference host is classified as a major decision as outlined in §4, and will adhere to the decision-making processes specified therein.

6.3. Conference Hosting Bids

  1. Proposals for hosting the conference must adhere to the “IGLC Standard for Conference Bids.” and be submitted by the specified deadline.
  2. Typically, bids that do not comply with these standards will not be considered during the Annual Business Meeting.
  3. To guarantee a pool of potential hosts, the IGLC General Secretary has the authority to allow bids that may not completely conform to the guidelines, including those submitted past the deadline.
  4. All conference hosting proposals must be shared with the IGLC membership at least 24 hours before the Annual Business Meeting is scheduled to commence in order to be eligible for voting.

6.4. Conference Chair and Organizing Committee

  1. Eligibility: The Conference Chair should be a full member with at least two years of membership at the time of making the conference bid and have attended at least one of the two last annual conferences.
  2. Responsibilities:
    1. Conference Standards: Organize the conference according to the “IGLC Conference Standard.”
    2. Financial Responsibility: Cover all costs related to the conference.
    3. Operating Costs: Cover the IGLC's operating expenses as specified in the “IGLC Operating Costs” document at the time of the conference bid.
    4. Scientific Committee Support:
      • Facilitate the work of the scientific committee.
      • Defer to the decisions of the Scientific Chair(s) all matters regarding the papers and proceedings, including paper acceptance and the best paper awards.
    5. Business Meeting: Provide a venue to host the Annual Business Meeting.
    6. Branding and Promotion: Brand and promote the conference in line with the “IGLC Standard for Conference Name and Logo.”
    7. Cancellation Policy and Delegate Fees:
      • Communicate clearly and prominently to participants, during the registration period up to and including the time of the conference, any limitations concerning fee repayment in case of cancellation.
  3. Surplus Funds: Any surplus generated from the conference can be utilized at the discretion of the Conference Chair.

6.5. Scientific Chair(s) and Committee

  1. Appointment:
    1. Inclusion in Conference Bid: At least one scientific chair must be named as part of the conference bid, ensuring their early involvement in the conference planning process. Each scientific chair must have participated in at least three previous IGLC conferences and served as track chair at least once.
    2. Additional Appointments: The named scientific chair(s) may, with the approval of the General Secretary, appoint additional scientific chairs to distribute responsibilities effectively.
  2. Responsibilities:
    1. Call for Papers: Solicit papers in accordance with the “IGLC Standard for Call for Papers.”
    2. Paper Submission and Review Process: Conduct the paper submission and review process as per the “IGLC Standard for Paper Submission and Review Process.”
    3. Paper Acceptance: Exercise the authority to accept or decline a paper for the IGLC conference. This authority rests exclusively with the Scientific Chair(s).
    4. Proceedings: Edit, produce, and publish the proceedings following the “IGLC Standard for Proceedings Publication.”
    5. Best Paper Awards: Nominate papers for and judge the best paper awards following the “IGLC Standard for Best Paper Awards.”
  3. Delegation and Collaboration:
    1. Appointment of Champions: May appoint champions for specific themes or assistants, delegating certain responsibilities and authorities.
    2. Best Paper Award Committee: May delegate the work of selecting and judging the papers for the best awards to a separate committee. That committee should consist of 2-3 experienced members of the IGLC community who have no vested interest in any of the papers being judged.
    3. Journal Collaboration: May set up agreements with journal editors to invite selected conference papers for further publication.

§7. Annual Business Meeting

7.1. Scheduling and Location

  1. Timing: An Annual Business Meeting shall be conducted during each annual conference, with the schedule to be agreed upon by the General Secretary and the Conference and Scientific Chairs.
  2. Format: The meeting is primarily held in-person, but in instances where the conference is virtual, the Annual Business Meeting will also be held virtually.

7.2. Role of Conference Chair and Organizing Committee

  1. The Conference Chair must provide a venue for the Annual Business Meeting and otherwise help facilitate that meeting at the behest of the General Secretary.

7.3. Agenda Preparation and Submission

  1. Agenda Compilation: The General Secretary is responsible for compiling the meeting agenda.
  2. Member Proposals:
    1. Proposal Submission: Members can propose agenda items by submitting them to the General Secretary.
    2. Deadline for Proposals: Proposals must be received at least 40 days before the conference starts.
  3. Advance Notice to Members: The final agenda with all supporting documents will be sent to all members at least 30 days before the conference.
  4. Additional Items:
    1. Proposal at Meeting: Additional agenda items can be proposed at the meeting's start.
    2. Approval Process: These items must be proposed, seconded, and approved by a simple majority vote to be added.
    3. Restrictions on Additional Items: New items proposed at the meeting cannot entail major decisions as defined in §4.

7.4. Conduct of the Annual Business Meeting

  1. The Annual Business Meeting shall be conducted in accordance with the “IGLC Standards for the Annual Business Meeting.”
  2. Leadership:
    1. The General Secretary, or a designated appointee, will lead the meeting initially.
    2. As the first order of business, the attendees of the meeting will approve the business meeting chair.
  3. Role and Authority of the Control Committee (committee is defined in §9)
    1. Oversight Function: The Control Committee will oversee the meeting to ensure compliance with the IGLC charter, operating procedures, and established standards.
    2. Clarification and Dispute Resolution:
      • Member Queries: Any member can request clarifications from the Control Committee, particularly regarding voting rules or procedural matters.
      • Deciding Authority in Disagreements: In case of disagreement or confusion, the Control Committee's decision will be final, ensuring efficient resolution and continuity of the meeting.
    3. Decision-Making Hierarchy:
      • First Priority: The IGLC charter and operating procedures take precedence in decision-making.
      • Second Priority: Where the charter and procedures do not explicitly provide guidance, the “IGLC Standards for the Annual Business Meeting” will be referred to.
      • Third Priority: In situations not covered by the first two, precedence from previous business meetings will guide decisions.
    4. Transparency in Decision-Making:
      • The Control Committee's decisions and the rationale behind them must be clearly communicated to the members to maintain transparency.
      • For accountability and future reference, all major decisions and rulings by the Control Committee must be recorded in the meeting minutes.

7.5. Meeting Accessibility

  1. Open Attendance: The Annual Business Meeting is open to all IGLC members, not limited to those who paid attendance for the technical conference that year.
  2. Attendance Requirement: Members must be present at the meeting to participate and vote, whether it is held physically or virtually.

7.6. Documentation and Record Keeping

  1. Meeting Records: The General Secretary must ensure accurate recording of the meeting proceedings.
  2. Distribution of Minutes: The minutes of the meeting must be distributed to all members within 14 days following the meeting.

§8. Officers

  1. 8.1. Elections for IGLC officers are considered a major decision as per §4.
  2. 8.2. General Secretary:
    1. The General Secretary may serve for:
      1. a term of up to two years between elections,
      2. a maximum of two successive terms.
    2. Any member may at the Annual Business Meeting propose a candidate who has been a full member for at least two years during elections for the General Secretary position.
    3. The General Secretary is responsible for:
      1. Posting notices of meetings, polls, and decisions to members.
      2. Compiling the agenda for the Annual Business Meeting.
      3. Ensuring that iglc.net is up to date, is operational, and that the domain is in the name of IGLC.
      4. Chairing the IGLC Standardization Committee.
      5. Maintaining the authoritative versions of this charter, operating procedures, all IGLC standards, and the “IGLC Operating Costs.”
      6. Maintaining a catalog of IGLC intellectual property (IP).
    4. In case the General Secretary withdraws from their position or becomes incapacitated until a new election can be held, the position is filled according to the following order of succession:
      1. The Moderator
      2. The Former General Secretary
      3. A member of the Standardization Committee, as decided by a majority vote of that committee.
    5. The General Secretary has the authority to appoint individuals (not necessarily IGLC members):
      • A Web Master responsible for maintaining and updating iglc.net, including the publication of all papers from the annual conference.
  3. 8.3. Moderator:
    1. The Moderator may serve:
      1. for up to two years between elections,
      2. a maximum of two successive terms.
    2. Any member may propose for the position of Moderator anyone who has been a member for at least two years when elections are conducted.
    3. The Moderator is responsible for:
      1. Maintaining an updated register of current members, including names, emails, organizational affiliations, and conference attendance dates. This member list, as a definitive record, shall not be sold or provided to any other entity or individual except as legally required.
      2. Managing the IGLC mailing list in accordance with the “IGLC Mailing List Standard.”
      3. Overseeing IGLC's presence on social media platforms.
      4. Serving as a member of the IGLC Standardization Committee.
    4. The Moderator may:
      • Enlist other members to assist in moderation and content posting on social media platforms.
  4. 8.4. Former General Secretary
    1. The Former General Secretary serves a two-year term following their elected term as General Secretary.
    2. The Former General Secretary is responsible for:
      1. Serving as a member of the IGLC Standardization Committee.
      2. Providing advisory support to the General Secretary upon request.

§9. Standing Committees

9.1. Control Committee

  1. Purpose:
    1. Ensure compliance with the IGLC charter, operating procedures, and established standards.
  2. Members:
    1. Two elected members and two spares.
  3. Appointment and Terms
    1. Members of the control committee are elected by a vote of the Annual Business Meeting.
    2. One member and their spare are elected annually for a two-year term.
    3. In the event of vacancies, the spares move up, and interim elections may be held during the Annual Business Meeting to fill the vacant positions until the end of the two-year term.
  4. Tie-breaker
    1. If the two Control Committee members disagree on interpreting the IGLC charter, operating procedures, or established standards, the General Secretary will serve as the tie-breaker.

9.2. Standardization Committee

  1. Purpose
    1. Create and Maintain Standards
      • Develop and uphold the IGLC standards to ensure uniformity and quality across all organizational aspects.
    2. Advise the General Secretary
      • Offer guidance and recommendations to the General Secretary regarding standardization matters.
    3. Advise Conference Organizers
      • Provide counsel and support to conference organizers concerning adherence to established standards and other matters not yet covered by the standards.
  2. Members
    1. Ex-Officio Members
      • General Secretary
      • Former General Secretary
      • Moderator
    2. Nine elected members
  3. Appointment and Terms
    1. Ex-Officio Members:
      • The General Secretary, Former General Secretary, and Moderator serve by virtue of their positions as IGLC officers.
    2. Elected Members:
      • Nine members are appointed by the Annual Business Meeting.
      • Each year, three members are elected to serve for a three-year term.
      • Any member in good standing can be elected to serve on the Standardization Committee; however, at least 2/3 of the elected members must have attended at least three IGLC conferences in-person.
    3. In the event of vacancies, interim elections may be held during an Annual Business Meeting to fill shorter-term positions.
  4. Membership Continuity
    1. Members of the Standardization Committee cease to hold their positions if their IGLC membership expires and are replaced per §9.2c third section.
  5. Transparency
    1. Membership of the Standardization Committee shall be publicly posted on iglc.net.
    2. The Standardization Committee's agenda must be made available to members at least 14 days before a meeting.
    3. Meeting notes shall be made available within 14 days following the conclusion of the meeting.

§10. Standards

10.1. The IGLC upholds a set of standards governing the operations of the organization and the execution of conferences.

10.2. The responsibility for the creation, maintenance, and modification of these standards rests with the IGLC Standardization Committee.

10.3. To enact a new standard or modify an existing one, a two-thirds majority affirmation from the Standardization Committee is required.

10.4. The IGLC Annual Business Meeting holds the authority, with a two-thirds majority vote, to provide directives to the Standardization Committee regarding both the creation of new standards and the modification of existing ones.

§11. IGLC Intellectual Property (IP)

11.1. The IGLC logo is the exclusive property of the IGLC, and its usage requires written permission from the General Secretary. The General Secretary is responsible for communicating permissions granted to members.

11.2. The iglc.net domain is the proprietary asset of the IGLC.

11.3. All content hosted on iglc.net shall be the vested property of the IGLC.

11.4. IGLC Intellectual Property, including all contents hosted on iglc.net, shall be protected under a license equivalent to, or at least as stringent as, the Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License (http://creativecommons.org).

§12. Finance

12.1. The IGLC shall assume no financial responsibilities or obligations related to arranging IGLC conferences. All such responsibilities lie with local organizers per §6.4b).

12.2. To cover ongoing operational expenses, including the maintenance of the IGLC.net website, the IGLC shall establish a fixed Secretariat in a jurisdiction governed by law and deemed trustworthy. The Secretariat will function as the IGLC's financial institution, with the responsibility of managing all financial matters. This includes:

  1. Handling the IGLC's financial resources.
  2. Managing and processing payments for all expenses.
  3. Receiving financial contributions from each annual conference organizer or donors.

12.3. The selection of the organization to host the Secretariat is determined by decision of the Annual Business Meeting. The selected host may charge a fee for its services, but the fee structure must be transparently presented to the Annual Business Meeting before the host is chosen.

12.4. The Secretariat is tasked with maintaining the document titled "IGLC Operating Costs," outlining the current operational expenses of the organization.

12.5. Assuming additional financial obligations beyond those specified in the "IGLC Operating Costs" document necessitates the approval of the Annual Business Meeting.

§13. Dissolution

13.1. The IGLC can be dissolved in the following ways:

  1. By Vote:
    1. The Annual Business Meeting can decide to dissolve the IGLC by a vote of at least two-thirds of the members present.
  2. By Inactivity:
    1. If the IGLC fails to hold an annual conference for four consecutive years, it will be considered dissolved. In this case, the last General Secretary will call a meeting of the Standardization Committee to manage the specifics of the dissolution.

§14. Amendments

14.1. Amendments to the charter are considered a major decision as per §4.

14.2. Normally, amendments are deliberated at the Annual Business Meeting; however, urgent matters may be addressed through an electronic vote if deemed necessary by the General Secretary.

14.3. Proposed amendments to this document may be submitted to the General Secretary by any member at any time.

  1. Proposed amendments intended for consideration at the Annual Business Meeting are subject to the conditions outlined in §7.3b and c.

14.4. Amendments to this document must secure approval by either:

  1. At least two-thirds of the members present at an Annual Business Meeting; or
  2. A 75% majority of those participating in an electronic vote.

14.5. Approved amendments will immediately take effect upon endorsement, whether sanctioned by an Annual Business Meeting or an electronic vote.

 

Founded in 1993, the IGLC is an international network of researchers from practice and academia in architecture, engineering, and construction (AEC) who feel that the practice, education, and research of the AEC industry have to be radically renewed in order to respond to the global challenges ahead.

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