The by-laws are set-up by the Board of Governors, for any changes the same procedure applies.
The NPO has the following functions:
The president leads the working of the NPO, chairs the BoG and GA meetings and determines the agenda together with the Vice-President and Secretary.
Has the same functions as the President and replaces the President if absent.
Responsibility for all letters in name of the NPO. Maintenance of the membership administration and all documents for court. Maintenance of the organisational archives. Creating meeting minutes and helping prepare agendas for all meetings. Vote counting during the meetings. Due to the Dutch-statutes, it is strongly advised that a secretary is Dutch-speaking. If this is not possible, an external translator can be appointed to take care of translation from English to Dutch of all paperwork that must be done in Dutch.
Has the same functions as the Secretary and replaces the Secretary if absent.
The treasurer is responsible for the accounting and financial management of the NPO. He will report in a detailed way about the accounts and budget during the GA meeting. A short status will be given during each BoG meeting. He is allowed to make payments with a maximum of 500 euro, above this amount the signature of both the President and the Treasurer is required. Collects the membership fees. The treasurer is preferred to be a Belgian citizen.
Has the same functions as the Treasurer and replaces the Treasurer if absent.
The IT officer is responsible for the coordination and guidance on IT related matters, to DevOps and Executive for the purpose of executing the IVAO strategy and vision. Manages the NPO services (NPO forum, Ivote, IRC, document storage etc.)
The DPO (Data Protection Officer) is responsible for ensuring that the association, and the network, remain GDPR compliant. In this role they:
1. Are responsible for keeping IVAO compliant with all relevant data protections laws.
2. Manage GDPR requests from users, ensuring that they are completed within the specified time frame.
3. Ensure that everyone complies with IVAO’s guidance on data protection.
4. Establish, maintain and withdraw IVAO guidance on data protection, ensuring that it is compliant with Belgium and EU law.
5. Keep IVAO up to date on developments surrounding GDPR, where applicable to IVAO.
6. Act as the single contact point for data queries, whether GDPR or otherwise.
7. Explore, investigate and analyse IVAO and it’s processes for data protection compliance, and recommend ways to ensure compliance and/or improve our data protection processes.
The PRO (Public Relations Officer) is responsible, in conjunction with the IVAO Public Relations Department, for ensuring that IVAO is represented globally. In this role they:
1. Manage the association's image, both internally and externally.
2. Are responsible for maintaining and reviewing our existing partnerships and sponsorships and seeking out new ones that may be beneficial to IVAO.
3. Act as a representative for the association with external stakeholders.
4. Hold responsibility for the co-ordination and guidance of PR related activities within IVAO, in conjunction with the Executive Council and PR Department, for the purpose of executing IVAO’s strategy and vision.
PRE and VPRE share this role
The yearly membership contribution is 25€ (2022). The amount is defined by BoG every year in November for the next year. The membership contribution must be paid at the latest on January 31st of the year it is deemed for, for practical reasons it cannot be paid before January 1st. Any payment outside the set period is automatically considered as a donation. In case of non-payment, the member is informed that his membership will be terminated starting from February 15th the same year.
In case the member forgot the payment, he/she has a last chance to complete the payment before February 15th (or in the case of a bank holiday, the next working day), if still not received, the membership is terminated immediately without further notice or possibility to appeal. The GA will be informed each year of the members who did not pay their contribution.
When joining the NPO, the membership contribution has to be paid within 30 days, or the next working day in case of a bank holiday, after the approval by the General Assembly. If no payment is received after 30 days, or the next working day in case of a bank holiday, the member is not considered to have joined the organisation.
The NPO will not offer a reduction on the membership contribution if a member joins during the year.
The NPO will not accept a donation prior to being accepted as a GA member as the membership contribution for new members or before January 1st of the current year for current GA members. In all cases, the date the money arrives on the NPO accounts is the valid date. The member who has to pay his contribution has to take any bank or processing delays into account.
Every adjoined member who is at least 18 years of age can apply for effective membership of the NPO during such periods of time as determined by the Board of Governors but usually during January of each year. To apply for effective membership, the following procedure applies:
For all decisions made by GA or BoG, the idea of public voting applies, i.e. every member of the organ will be allowed to know for what everyone voted, but only after everyone has voted. Only in the case, the voting is about persons, secret voting is applied. Voting is tallied in a mathematical fashion where “Agree” votes carry value as +1, “Disagree” votes carry value as -1, and “Abstain” votes carry value as 0.
Any NPO member can bring up an agenda topic as forum discussion, the PRE/VPRE/SECR will decide when this topic is ready to be voted upon during a meeting unless Art. 28 of the Statutes is applied.
Agenda of the meetings has to be final and published towards all NPO members 1 week before the meeting itself unless otherwise defined by the Statutes. The main points of discussions should be tackled at this time, although further discussion can occur on the forum.
In addition, topics related to staff nominations that can totally be discussed in the forum and that have been proposed within the last 1 week, could be added to the Agenda with the agreement of the PRE/VPRE plus the SECR.
Every participant to a meeting is expected to have all agenda topics prepared and to have asked questions about the topics already by means of the forum. This is applied to ensure that the meetings do not take too long.
During the meeting, the President will offer all topics in order as defined on the agenda. For each meeting topic, the following procedure applies:
During every General Assembly (GA) meeting, a member is allowed to assign his/her proxy vote to another member, as defined by the articles of association. To assign the proxy vote, the following procedure would apply:
There should be a total of 9 governors. Governors are elected for a 2-year mandate by the General Assembly (as per Article 13 of the Statutes), starting and terminating on 1st Dec. Governors may serve an unlimited number of mandates. The mandates are balanced by one year to allow for optimum continuity combined with a suitable transition period. Elections shall be held at least once a year and completed before 1st of Dec. On odd years, five governors should be elected. For even years, four governors should be elected. Interim elections are allowed if required. Should a governor or governors leave, an election should be held to elect governors for the remaining mandate (as per Article 12 of the statutes)
The BOG should set a date for the General Assembly meeting to be completed before 1st Dec each year with an agenda topic for Election of Governors.
Applications should be invited so that candidates may submit their motivation letter towards the PRE, VPRE and SECR.
The deadline for receiving applications is at least 21 calendar days before the date of the election.
The SECR verifies that the candidates satisfy any requirements laid down in the statutes.
All applications that meet the requirements shall be shared with the General Assembly and the candidates and NPO members will be able to engage in a discussion regarding the candidatures.
The BoG, if able, should present a number of candidates which is at least the number of seats available +1.
A GA meeting should be held as per the statutes.
1. Ties which would result in tied members earning a seat on the board do not require further action, except for instances prescribed in paragraph two and three below.
Example: In the following situation, if electing four candidates, A, B, C, D would be elected. A, B, and C do not require a tie-vote as they are the most popular candidates within the Summit X, and thus their tie is not competitive:
2. In the event of a tie, a simple motion will be voted on between tied candidates in the same manner as the original vote. The candidate(s) with the most votes shall receive the seat.
Example: In the following situation, if electing 4 candidates, A,B, C are elected and each GA member would receive one ballot to cast for D, E, or F.
Example: In the following situation, if electing 4 candidates, A,B are elected and each GA member would receive two ballots to cast for C, D, or E.
3. In the event all candidates receive exactly the same amount of votes, a complete re-vote should be held from scratch.