This translation has been made for the convenience of our English speaking costumers. However, only the Dutch version is legally binding.
February 19, 2016
In these regulations, the following definitions apply:
- Foundation : Stichting Inter-Actief Personal Computing (or IAPC);
- Statutes : the statutes of Stichting Inter-Actief Personal Computing;
- UT : the University of Twente;
- HR : The house rules of Stichting Inter-Actief Personal Computing (this document);
- Board : the body as referred to in Article 4 paragraph 1a of the Statutes;
- Supervisory Board : the body as referred to in article 4 paragraph 1b of the Statutes;
- Cooperant : volunteer at Stichting IAPC, who carries out activities of IAPC (including members of the Board and the Supervisory Board);
- Day manager : Cooperant appointed by the Board, with the specific task to act as a direct representative for the execution of one or more store shifts;
- Affiliated Study Association : a study association which has a contract with Stichting IAPC for advice, sale and mediation in the sale of study materials to the members of that association;
- Audit Committee : a long-standing committee of the Foundation, established and appointed by the Supervisory Board, which is responsible for checking the books and methods of the treasurer and the financial reports of the Foundation. The Audit Committee falls under the responsibility of and reports to the Supervisory Board.
It is the responsibility of the chairperson:
The chairperson is responsible for:
- General leadership of the foundation;
- Leading board meetings, supervisory board meetings and cooperant meetings;
- Overseeing activities of all Cooperants of IAPC (excluding the supervisory board);
- Maintaining external contacts insofar these contacts do not fall under the responsibility of another board member.
The secretary is responsible for:
- Taking care of general correspondence, of which they keep a copy;
- Ensure that all meetings, elections and ballots are announced in time. If the Statutes or the HR indicates a deadline, this must be respected;
- Processing, distributing and archiving minutes of board meetings in time;
- Making a secretarial annual report;
- Proper management and maintenance of the archive;
- Maintaining a file on Cooperants;
- Making the Sales schedule.
The responsibilities of the Treasurer are:
- Overseeing the overall financial situation of the foundation;
- Managing the funds of the foundation;
- Making a financial annual report;
- Ensure that the accounting corresponds to the current situation;
- Ensure that the budget is respected;
- Ensure that the accounting is available and accessible at all times for the supervisory board and the audit committee.
The Logistical Manager is responsible for:
- Monitor market development and tuning the assortment accordingly;
- Adjust the stock in consultation with the Technical Manager;
- Adjust the stock on the demand;
- Maintain the stock;
- Conducting an orderly administration of orders (from customers as well as from IAPC) and other logistical activities;
- Placing and processing orders;
- Handling and processing return shipments to the suppliers that are come forth out of the responsibilities of the Logistical Manager;
- Consulting the treasurer to determine prices;
- Consulting the PR-manager to execute campaigns and promotions;
- Maintaining supplier contacts and revise the file on suppliers if needed.
The Technical Manager is responsible for:
- Keeping the knowledge about the state of affairs in computer technology up to date;
- Coordinate the assembly of complete systems;
- Realising RMA handling;
- Handling and processing return shipments to the suppliers that are come forth out of the responsibilities of the Technical Manager;
- Inform the Logistical Manager about shortcomings in products to improve the assortment...
The PR-manager is responsible for:
- Increase awareness among students and employees within the UT;
- Finding and using advertising channels;
- Inform (potential) customers about opening times and the assortment;
- Organise campaigns and promotional actions to bring IAPC extra attention
- Tracking and announcing new developments in computer technology
The Book Manager is responsible for:
- Maintaining contact with suppliers and Affiliated Study Associations
- Ensure a timely response to the required actions concerning the book delivery cycles
- Ensure accomplishing contractual obligations to the book supplier and the Affiliated Study Associations
- Forecast and inventory study requirements of Affiliated Study Associations
- Order study supplies from suppliers
- Facilitate the distribution of study materials to students
- Consulting Affiliated Study Associations, suppliers and other actors regularly in the book-process;
- Communicating with students about ordering and delivery moments
Furthermore, the Board is collectively responsible for:
- Recruiting and educating Cooperants, save for the Supervisory Board, which will itself see to that;
- Keeping a clear administration about the Foundation’s activities
- Organising drinks and other activities on a regular basis to improve personal contact between Cooperants
- Proper management and maintenance of infrastructural facilities of the Foundation
- Proper management of the Foundation’s properties and other available properties.
- Being aware of and complying with third-party contracts.
It must be clear at all times which Board member carries the responsibility for the tasks described in articles 2.1 to 2.8. Particularly when the Board enters office, it must indicate how the above responsibilities are divided amongst its members. Shifting of duties during the board year must be decided during a Board meeting.
#### Article 2.10.
The Board must strive to ensure that the relations between IAPC and other organizations are maintained as well as possible. In particular, the relations with I.C.T.S.V. Inter-Actief, Affiliated Study Associations, the Student Union and the EEMCS Faculty of the University of Twente require special attention.
The minutes of Board meetings are open to all Cooperants of the Foundation, with the exception of passages concerning natural persons.
The Board can set up committees that support the Board with executive tasks within IAPC. This includes, among other things, selling, informing, advising, and supporting the Board on request.
Cooperants can be a member of one or more committees.
If a Cooperant repeatedly fails to meet their obligations, they may be called to account by the Board. If their negligence assumes serious forms, their committee membership(s) will be questioned at a meeting of the Board. The Cooperant in question must be given the opportunity to justify themselves in front of the Board. The Supervisory board can be a mediator in weighty or long-lasting conflicts between Cooperant and the Board. Mediation by the Supervisory Board can be claimed by both parties in the conflict. The Supervisory Board can also decide independently to act as a mediator in an existing conflict between Cooperant and Board.
The Board must hold a meeting at least three times a year, the so-called Cooperant-meeting, for which all Cooperants are invited. The term for calling a Cooperant-meeting is at least one week.
The Foundation arranges the sale of study supplies (book sales) for all Affiliated Study Associations. A contract has been signed with the Affiliated Study Associations.
Agreements and procedures - supplementary to the Articles of Association and other regulations - are laid down in the connection contract.
The Board keeps minutes of every Board meeting that needs to be approved during the next Board meeting. In addition, minutes of each meeting of the Supervisory Board are kept, which must be approved during the next meeting of the Supervisory Board. These minutes will be kept by the Board and in meetings where the Board is present or represented. In meetings of the Supervisory Board in which the Board is not present or represented, the Supervisory Board provides for itself for keeping records.
At least four times a year, the Board must report to the Supervisory Board about the general state of affairs.
A report as referred to in Article 5.2 must always contain the following elements:
Policy statement of all Board members;
The current state of affairs with regard to the finances.
At least once a month a stock-count must be carried out by at least two Board members or a Board member with a former Board Member. The result of the stock count is recorded using the method that is currently common.
The Dag Manager must do a register count before and after opening time(s), the result of which will be recorded using the method that is currently common.
The Board is responsible for timely providing documents for meetings of the Supervisory Board in which the Board is present or represented. The deadline for submitting the documents is at least seven calendar days before the start of the meeting.
In disputes about interpretation of the Articles of Association and/or the HR the Board decides. Against this, all Cooperants have the right to appeal to the Supervisory Board.
Translation date: 22 February 2018