Assembly of Delegates
- Composition: The Assembly of Delegates is the authorizing decision-making and controlling body of the NASCIC. It consists of all voting members of the NASCIC.
- Authority: The Assembly of Delegates decides on all matters which have not been delegated to another body within the structure of the NASCIC. The following authority may not be delegated:
- Approval of the annual report;
- Approval of the auditor’s report and approval of the financial reports;
- Election of the members of the Executive Council;
- Decisions related to membership fees;
- Approval of the NASCIC budget;
- Expulsion of members;
- Resolutions concerning dissolution and liquidation;
- Approval and amendments of the Charter;
- Voting to adopt proposed projects received from the Executive Council;
- The Assembly of Delegates shall convene once per year for an annual meeting. Attendance at this meeting may be in person or virtually. Convening of the Assembly of Delegates for the annual meeting must be notified a minimum of eight weeks in advance of the meeting date. The notification must include the topics to be discussed, proposals, and all necessary documentation.
- The Assembly of Delegates may also be summoned for an adhoc meeting by the Executive Council, in special circumstances, or on demand of not less than one third of the member delegates. Additional meetings may be convened using a virtual format rather than in person. A notification must be sent within two weeks of the convening date.
- Composition: The Executive Council (EC) needs continuity and memory. The Executive Council shall consist of:
- President: Guarantees the supervision through the EC and represents the NASCIC externally and may delegate external representation to another EC member. The President conducts the meetings of the EC and the Assembly of Delegates. S/he holds authority given by the law, statutes, or regulations. The term shall be for two years and must not serve subsequently for another two years in order to be re-nominated. The initial term of the inaugural President shall be for two years and will be elected by vote of the potential Principal and Patron members that attended the inaugural meeting in October 2017.
- Vice President: S/he will serve in this capacity for two years and then assume the role of the President. The Vice President (VP) position will be elected by the vote of the Assembly of Delegates prior to the end of each term. The VP shall oversee all of the project committee chairs and shall represent the EC in absence of the President. The VP shall be the custodian of all the corporate records and when necessary the proceedings of the Assembly. The term of the inaugural VP shall be for two years and will be elected by vote of the potential Principal and Patron members that attended the inaugural meeting in October 2017.
- Treasurer: S/he will serve in this capacity for one year and re-nominated and voted on by the Assembly of Delegates on an annual basis. There are no term limits for the Treasurer position. The Treasurer manages all financial and auditing affairs of the NASCIC. The term of the inaugural Treasurer shall be for one year and will be elected by vote of the potential Principal and Patron members that attended the inaugural meeting in October 2017.
- Past-President: Shall serve for two years immediately following their term as President.
- Three members of the Assembly of Delegates with at least one being a Patron member. Their terms shall be one, two, or three years to allow rotation of delegates. The initial delegates will be elected by a vote of the potential Principal and Patron members that attended the inaugural meeting in October 2017.
- Advisory members may be invited to sit on the Executive Council in an ex-officio manner when needed.
- The Executive Council must have an odd number of voting members. In the event that any member of the EC is unable to complete her/his term, a fourth member of the Assembly of Delegates will be appointed.
- Authority: The Executive Council shall have authority over all matters delegated by the Assembly of Delegates within the structure of the NASCIC. The following matters will remain under the responsibility of the EC:
- Review and approval of all projects to bring forth to the Assembly of Delegates for vote;
- Execution of the decisions of the Assembly of Delegates;
- Operational management of the NASCIC and the establishment of its organization;
- Supervision of those entrusted with specific duties;
- Accounting, financial control, and planning of the NASCIC;
- Submission to the Assembly of Delegates of proposals concerning the expulsion of members;
- Ratification of the amendments to the Charter and budget;
- Establishment of project committees and working groups necessary to fulfill the purpose of the Consortium;
- Report quarterly to Assembly of Delegates.
- Convening: The Executive Council will convene as often as required and it may do so in a virtual format. It will be summoned by the President, or in absence, by the Vice- President. The President must call a meeting within two weeks when requested in writing by a member who holds voting rights. The agenda shall be sent to all EC members along with the invitation. The Executive Council has a quorum when more than half of all EC members eligible to vote participate in the meeting. Telephone and online meetings have the same status as a physical meeting. Decisions will be taken with a simple majority vote. In case of a tie the President has the deciding vote. Upon the invitation by the President, EC meetings may be attended by non-voting expert advisers.
An annual review of final reports shall be conducted by an external financial consultant chosen by the Executive Council. The final review reports shall be presented to the Assembly of Delegates
The Executive Director is appointed by the Executive Council. The Executive Director has day-to-day responsibilities for the organization, including carrying out the organization's goals and policies. The Executive Director will attend every meeting of the Delegates and Executive Council unless excused by the President or Vice-President, report on the progress of the organization monthly to the EC, answer questions of Delegate members and carry out the duties described in the job description. The Assembly of Delegates or the Executive Council can designate other duties as necessary.