Afrika Centre for Intangible Phenomena Studies (ACIPS)

Terms of Appointment for Trustees

1. Appointment and Term

• 1.1 ACIPS shall maintain a Board of Trustees consisting of not fewer than five (5) and not more than eleven (11) members.
• 1.2 Trustees are nominated by the Executive Director and formally appointed by written notice.
• 1.3 Each Trustee shall serve a term of four (4) years, renewable once at the discretion of the Executive Director & the Executive Board members of ACIPS based on performance and institutional needs.

2. Roles and Responsibilities

• 2.1 Provide strategic oversight and ensure alignment with ACIPS’s mission and vision.
• 2.2 Approve policies, annual budgets, and significant programmatic initiatives.
• 2.3 Monitor financial performance, audit reports, and compliance with fiduciary duties.
• 2.4 Support and facilitate fundraising, partnerships, and advocacy efforts.
• 2.5 Act as ambassadors for ACIPS, promoting its work and values in relevant forums.
• 2.6 Participate in sub-committees and special task forces as appointed by the Board.

3. Meetings and Attendance

• 3.1 The Board shall convene at least four (4) times annually, with one meeting designated as the Annual General Meeting.
• 3.2 Trustees are expected to attend a minimum of two-thirds (2/3) of all meetings. Failure to meet this threshold without valid excuse may result in review of appointment.
• 3.3 Meeting agendas, materials, and minutes shall be circulated at least one week in advance. Virtual attendance is permitted when necessary.

4. Confidentiality and Ethics

• 4.1 Trustees must maintain confidentiality of all Board deliberations, institutional data, and stakeholder information.
• 4.2 Trustees shall adhere to the ACIPS Code of Conduct, acting with integrity, impartiality, and in the best interest of the organization.

5. Conflict of Interest

• 5.1 Trustees must disclose any potential or actual conflicts of interest to the Board and recuse themselves from related decisions.
• 5.2 Failure to disclose conflicts may result in removal from the Board.

6. Termination and Resignation

• 6.1 Trustees may resign by submitting one (1) month’s written notice.
• 6.2 The Executive Director may terminate a Trustee’s appointment for cause, including misconduct, breach of duties, or failure to attend meetings.

7. Remuneration and Reimbursement

• 7.1 Trustees serve on a voluntary basis and shall not receive a salary.
• 7.2 Reasonable travel and related expenses incurred in connection with Board duties shall be reimbursed in accordance with ACIPS policy and upon submission of supporting documentation.

8. Governing Law and Dispute Resolution

• 8.1 This contract shall be governed by the laws of the Republic of South Africa.
• 8.2 Any disputes arising under this contract shall first be addressed through internal mediation. Failing resolution, disputes shall be submitted to binding arbitration in accordance with institutional procedures.

9. Acceptance of Terms

By signing below, the undersigned Trustee acknowledges and accepts the terms and obligations set forth in this contract and commits to fulfilling the duties of trusteeship with diligence and fidelity.

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