NLCIO Charter

The National Laboratory CIOs Council (NLCIO), herein referred to as the Council, advises the U.S. Department of Energy (DOE) National Laboratory Directors Council and provides an interface to DOE organizations on issues in Information Technology (IT) and cyber security. The Council also functions as a forum for information exchange, consensus building, and coordination of major activities in IT and cyber security.

Membership
The Council consists of the senior Information Technology executive, commonly identified as the Chief Information Officer (CIO), from each of the organizations represented on the DOE National Laboratory Directors Council (NLDC).

Officers       
The Officers shall consist of a Chair and a Chair-elect.

The Chair-elect shall be elected by the full membership at the first regular meeting of the calendar year and shall serve one year as Chair-elect and one year as Chair. The Chair shall form a nominating committee to identify appropriate candidate(s) for elections.  Nominations shall also be accepted from the floor.

In the event the Chair is unable to complete their term, the Chair-elect shall complete that term as well as their own, and a new Chair-elect shall be elected at the next regular meeting.

Executive Committee – Membership and Responsibilities

An Executive Committee shall comprise the Chair, Chair-elect, Immediate Past-Chair, and a secretary appointed by the Chair.  The Council may elect up to two additional members to the Executive Committee to ensure adequate diversity of member representation.  Nominations from the floor and election shall take place at the first regular meeting following the election of a Chair-elect.  The term of additional Executive Committee members shall be until the first regular meeting of the calendar year.

The Executive Committee will set the date, location, and agenda for all regular meetings and teleconferences, and form working groups or other subcommittees.

Activities
The Council shall undertake such studies and activities as the NLDC requests or the Council’s membership proposes and agrees. Working groups may be formed to examine specific matters of importance to the Laboratories. Recommendations from the working groups shall be addressed by the Council membership.

Meetings
Meetings of the Council shall be scheduled by the Executive Committee.  Meetings may be conducted in person, by telephone, or by videoconference.  They shall be scheduled at times and places to be most effective in conducting the business of the Council, but in no case shall there be fewer than two meetings per calendar year. Meetings will be announced via electronic mail. Members are permitted, when necessary, to bring subject matter experts to assist them with agenda items.

Normally meetings will be open. However, when appropriate, the Chair may call meetings of the Council membership only.

Voting
Decisions are normally by consensus, but require a quorum of members be present. Two thirds (2/3s) of the members, represented in person or by proxy, shall constitute a quorum at a meeting of the members.

Where voting is appropriate, each member will have one vote. Ballots may be cast by the members or by proxy. Unless otherwise noted in this charter, voting decisions are by simple majority of the votes cast.

Amendments
This Charter may be amended by a two-thirds vote of all Council members. Proposed changes shall be transmitted to the members 10 business days prior to a vote.