Types of national geographical names authorities
2. National names committee
In some countries, the national Government has established a geographical names committee with provision for adequate staff support. In this structure, authority and decisions rest with a committee, consisting of persons representing various key government offices and, perhaps, non-governmental experts. Such a committee normally meets periodically, thus requiring the support of a small staff that keeps the committee informed of name issues and problems requiring formal action. It also performs background research, undertakes administrative duties and is responsible for publications relating to committee actions.
The committee system introduces more complexity into a names authority. An advantage of the committee/staff system is that it allows persons with different specialties and backgrounds from other government departments to be represented and involved in the standardization
process, and to work towards consensus among departments. It reduces or eliminates suspicion of bias and provides an opportunity for major users of toponyms to integrate their needs into the process.
Figure III. Basic types of national geographical names authorities
• Central names office:
• National names committee:
Office Office
National committee
Decision-making on names
Research on names for possible authorization; publicizing results
Research on names for possible authorization; decision-making on names; publicizing results
. . .
• Decentralized national names committee:
National committee (coordinating role) Regional committees
Office Regional office
Broad-based committee representation creates an environment that allows policies and decisions to be respected by various levels of government and the public. Representation from key agencies and organizations goes a long way towards eliminating concerns about the validity of the work being done by a names authority.
As committees might meet infrequently, every effort should be made to avoid delay in the decision-making process, as this could adversely affect mapping and other publishing programmes. On the other hand, decisions must be based on adequate information and sufficient analysis to eliminate the need for subsequent reconsideration.
Committee membership
Membership of a names committee could, for example, consist of:
(a) Representatives of national government offices and departments;
(b) Representatives of regional governments;
(c) Representatives from cultural or language groups;
(d) Non-governmental experts (such as advisors from universities, scientific academies or publishers).
Whatever the make-up of a names committee, membership should include representation from national agencies and offices that require nationally standardized names. The national mapping agency definitely should be involved because it publishes official maps with official names for all to use.
Other government representation may include archives, libraries, cultural affairs, parks and natural resources, agriculture, commerce, communications, urban and rural planning, transportation, defense, and postal and publishing services. A number of these activities may fall under a single department and, for example, one committee person may represent several agencies.
Government offices with representation on a names committee whose work is ongoing are more likely to comply with its policies and decisions.
Committee members need not be restricted to those with a scholarly knowledge of toponymy. Their job is to consider practical considerations important in names standardization.
Pertinent information is normally provided to them by the staff and by expert members or special advisory experts.
Persons holding key or senior management positions in government could be included, as they are effective in making decisions and formulating standardization policies. They also are in a position to ensure conformity with the actions of a names authority within their own organizations.
Committee chairperson
Consideration should be given to the position of chairperson of the committee—to how the position is filled and the term of office.
The chairperson could be a member already appointed to the committee, or an individual separately appointed by the sponsoring department or through the consensus of the members. If one of the existing members is to take on this role, a clear policy should be put in place as to whether in this situation an election is required, or whether various departments will rotate in providing the chairperson of the committee. A chairperson from outside government could be appointed to avoid possible biases of government departments.
Similarly, clear guidelines should be established as to the term of office of a committee chairperson and as to whether or not more than one term can be served consecutively.
Committee size
The size of a names committee needs to be given careful consideration. It should be large enough to allow representation from key organizations, but small enough to function efficiently. The optimal number of voting members for most working committees appears to be somewhere between 6 and 18 persons, not counting non-voting staff involvement. Costs for running the committee might be a consideration in determining the committee size.
Frequency of meetings
A names committee may meet on a regular or an irregular basis, depending on its decision-making workload and its secretariat support. In the beginning, it may be necessary for the committee to meet often to develop policies and procedures; but once a programme is established with a good working staff, the need to meet frequently will be less urgent.
In some countries, the national geographical names committee meets monthly and in others, from one to four times a year, as necessary, to deal with policy matters and to make decisions on names. Its staff, and in some cases special working subcommittees, are given responsibility for carrying out the standardization programme and the daily administrative, processing and publication work.