BY-LAWS of the LATIN AMERICAN REGIONAL SECTION
(April 16, 2021)
I – Membership
Members of IASC-LARS are all IASC regular members (institutions and individuals) residing in Latin America without any restriction on number.
An institutional member shall be entitled to designate a representative who may attend meetings of IASC-LARS and take part in the activities of the association with the same privileges as the individual members.
Individuals or institutions who are not members of the IASC and are interested in the activities of IASC-LARS may become members by applying and paying any prescribed dues to IASC.
II – Regional Assembly
The business transactions of the Regional Assembly shall include:
– consideration and adoption with or without modification of reports of the Chairperson, Scientific Secretary and others of the BoD on the activities and finances of the IASC-LARS;
– acknowledgment of results of election of Officers and members of the BoD;
– consideration of reports of any committees appointed by the Regional Assembly, and proposals regarding policy and programs of the IASC-LARS;
– all other business necessary for the promotion of the objectives of the Association.
A notice specifying the place, date, time and the agenda of a Regional Assembly shall be communicated (by email or IASC-newsletter) to all members of the IASC-LARS not less than three months before the date of the Regional Assembly.
III – Board of Directors
The BoD shall meet every year, for instance in occasion of LACSC meeting. If needed, the BoD will meet twice during the LACSC meetings, the first meeting of the outgoing BoD and the second a meeting of the incoming BoD. To assist in the transition, all members of both BoD are encouraged to attend both meetings.
The BoD shall hold an interim meeting, if possible, midway between LACSC meeting. This meeting may coincide with a regional meeting cosponsored by the IASC-LARS. Decisions of the BoD required between meetings may be taken by email.
The BoD members who are unable to attend meetings are encouraged to appoint a representative who may attend and speak at the meeting in the member’s place, but who may not vote on questions before the BoD.
When an issue arises that would normally be dealt with by BoD but which requires action before an email vote or the next BoD meeting, the Chairperson shall be empowered to act on behalf of the BoD. In doing so, the Chairperson shall consult with the Officers and members of BoD to the extent possible and shall submit the action for confirmation by BoD as soon as possible.
IV – IASC-LARS-BoD Chairperson
In the Chairperson’s absence its roles shall be filled by the Chairperson-Elect, Past-Chairperson or by some member of the BoD nominated by the Chairperson. If no member of the BoD is able to be present at a meeting organized or sponsored by the IASC-LARS, the Chairperson may nominate a member of the IASC-LARS to act as his representative for that occasion and to maintain liaison with the Scientific Secretary.
If the chairpersonship becomes vacant or the Chairperson is for any reason unable to fulfill his responsibilities, the Chairperson-Elect shall serve for the remaining term of the Chairperson or until the Chairperson shall again be able to serve, as the case may be.
If, for any reason, an office becomes vacant, a new officer shall be nominated by the Chairperson and approved by the majority of the BoD members.
V – Elections procedure
The Election Committee (EC) shall consist of three members who shall be selected among the members of the BoD. The BoD shall designate one member of the Election Committee to act as Chairperson.
The first step of the election procedure shall consist of the preparation of the list of nominations. In order to obtain suggestions by the IASC-LARS members a call for candidature must be sent out by the EC at least three months before the date of issue of the call for voting.
The list of nominations, including suggestions of IASC-LARS members and integrated by the EC according to the art. 7.1 of the Statute, shall be sent electronically (by email or similar system) to members prior to voting. This should take place at least three months before an ordinary meeting. Short biographical details of the candidates (i.e. present position, membership in international societies, service to statistics of international level, special field of statistical work) should be included on the ballot.
Voting take places electronically, that is, by some system on the internet that ensures that each member can only vote once and that votes are secret. It is the task of the EC to make sure that these requirements are met. Voting must be possible for a period of at least four weeks.
Candidates receiving the largest number of votes shall be considered elected. Any ties that may have occurred shall be resolved according the rule of the highest seniority of membership in the Association.
The BoD and membership of the IASC-LARS shall be notified of the result of the elections.
VI – Finance
No gift may be accepted unless approved by the BoD.
The funds of the IASC-LARS may be used to meet the normal operating expenses of the BoD, the expenses of conferences, courses, schools, publications, and other activities of the IASC-LARS.
Officers and members of the BoD shall serve without compensation. They may be reimbursed for travel expenses associated with official functions.
The BoD may authorize the provision of grants or financial assistance for research or developmental projects consonant with the objectives of the Association. The BoD is expected to maintain reserves sufficient to meet prior commitments; it may transfer funds to assist activities of IASC.
Any expenditure of funds shall be for a purpose consistent with the statutes and by-laws, and shall be authorized by the Chairperson. Recurring expenditures for the same purpose may be authorized by the Chairperson on a continuing basis. The Chairperson may revoke such a continuing authorization. If the appropriateness of the expenditure might reasonably be questioned, the Chairperson shall submit the matter to the BoD for approval.
Profits or benefits from conferences or any other activity organized by the IASC-LARS must be divided equally (50% – 50% basis) between the IASC-LARS and the corresponding organizing institution or local organizing committee. Profit/benefit/surplus shall be understood as that amount generated by deducting from income all expenses derived from the organization of an IASC-LARS event or activity.
The Treasurer shall make suitable arrangements for signing contracts, agreements, and other relevant documents, for maintenance of bank accounts, etc. and for all procedural matters relating to transactions, meetings, conferences, publications and other activities of the IASC-LARS.
At each ordinary meeting the accounts of the outgoing Treasurer shall be audited, consistently with the practices and standards of the ISI, by two members of the IASC-LARS and their report shall be presented to the BoD for acceptance by a majority of votes.
VII. Scientific meetings and publications of the IASC-LARS
The BoD may arrange seminars, schools, conferences, and other scientific activities on its own responsibility or in collaboration with other organizations.
Ordinary meetings of the IASC-LARS (i.e. LACSC meetings) shall be convened normally (at least) every second year. The time and location of the LACSC and other scientific activities shall be decided and approved by the BoD.
For LACSC meetings, as well as for each IASC-LARS official scientific meeting (seminar, school, etc.), the Chairperson in consultation with the BoD shall appoint a Scientific Program Committee (SPC) and a Local Organizing Committee (LOC). In order to assure a suitable coordination between, SPC and BoD at least one member of the BoD should be appointed as SPC member. SPC and LOC should make brief reports on progress, at least every 6 months, to IASC-LARS Chairperson.
The LOC (on the behalf of the Host Institution) is responsible for the finances and local arrangements of the meeting (LACSC, seminars, schools, etc.).
The BoD may be able to provide loans to assist with cash flow for the meeting but cannot be responsible for any loss. When the meeting is successful, the BoD will receive a fee toward its costs and to help fund other IASC-LARS activities. An agreement between the IASC-LARS-BoD and Local Host Institution has to be established. This contract must include the agreements and duties in relation to financing, payment of expenses and management of benefits.
Sponsorship can be given to Latin American meetings pursuing the same objectives of the IACS-LARS under the condition that a representative of the BoD be a member of the SPC.
The BoD may make necessary arrangements for publishing in a suitable way the LACSC proceedings and lectures presented at meetings or schools organized or sponsored by the IASC- LARS, or to make arrangements to publish a newsletter of IASC-LARS.