Senatus consultum de administratione conventus magni Novae Romae (Nova Roma)

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Ongoing arrangements and organization of the International Grand Convention of Nova Roma

I. The International Grand Convention of Nova Roma has broadly been an annual event since 2002. This senate decree aims to give the organization of the Conventus more transparency and a more democratic procedure, give clear direction to the aediles and define their roles, and ensure that future Conventuses will be announced and advertised with more time in advance so that citizens can prepare better for participation.

II. With this senatus consultum, the senate mandates that the convention will be managed by a new standing Conventus department of the Aedilician Office, and a new preparation process. This applies for the 12th International Grand Convention of Nova Roma to be held in 2780 and all future conventions. Should the senate find the work of the department inadequate, the senate still has the power to declare, or otherwise overrule, plans developed and locations chosen by the new aedilician Conventus department. The 11th International Grand Convention of Nova Roma will be organized by extant means, to occur this year.

III. The aediles are hereby mandated to establish, under the authority of this senatus consultum, a regular aedilician department, committee or organization, that will operate permanently for the ongoing management and coordination of the grand convention of Nova Roma. The aediles are to ensure this new body is appointed a lead officer, of no more than a rank II official. The aediles should introduce a caveat that in the absence of an officer, or at their will, the aediles may also appoint themselves to this role. This officer is accountable to the aediles and the senate for the successful outcome of the yearly International Grand Convention of Nova Roma.

IV. Part of these deliberations, the aediles are to consider the efficacy of the past “Pactum de Conventu” (available on the Nova Roman wiki website) and determine if such a model should be reintroduced. The senate does not mandate this but leaves final determination to the aediles. What the senate does mandate for this new framework, is that the aediles must include a conventus location selection process that includes voting representatives from around the Republic. Governors are an easy and sensible choice; however, other options could be considered. All aediles are also to have a vote in this new selection process by default. If the aediles determine a tie break position is required, the Praefectus rei Publicae Administrandae may be used for this purpose, although his or her inclusion as a voting entity is not to be standard. To aid in communication, one voting representative is to be a senator - the senate may select this by their preferred means or otherwise assigned by a consul.

V. The new permanent conventus management body is be given a suitable name by the aediles in the establishing edict. The edict must also specify that the conventus management body must maintain basic minutes of all meetings (physical or virtual) which are to be published to the Nova Roman Wiki, on a suitable department or management body page. The lead officer may appoint other members to the body through records in these meeting minutes. The new permanent conventus management body is to establish a terms of reference for their operation, to be approved by the aediles, under signature (no edict required). The aediles are to ensure the body develops, and they approve, these terms of reference no later than Kal. Quint. (1 July).

VI. The new permanent conventus management body is not to make financial decisions, related to the cenventus, on its own. When considering aid to citizens requesting support to attend the event, the body is to refer to Nova Roma’s citizen aid office, if one exists. In the event it does not or cannot support, the body is to make an application to the senate for funding. When considering funding to support other sustainment costs associated with the event, the body is to make an application to the senate for funding. It is important to note that funding will not and cannot be approved retrospectively; funding must be approved ahead of time. This should be considered when planning the conventus.

VII. Ideally, the consuls and the aediles should attend and chair the Conventus, and the new standing Conventus department should make all efforts to facilitate this and supply the necessary information to the consuls and aediles, and involve them in important decisions. If higher magistrates attend the Conventus, the he new standing Conventus shall acknowledge their honorary precedence, and grant them at least honorary roles in the organization and presiding tasks of the Conventus. The new aedilician Conventus department is always to appoint a local lead organizer in the location chosen to support bookings, local-group communications and development of local guides. The local knowledgeable representative must already be close to the chosen location or can access it easily. There is no limit to the number of local support personnel that can assigned to aid organizing the Conventus but all must report back through the department-appointed lead organizer. Any local appointments must be documented in department minutes.

VIII. The new permanent conventus management body and the selection process is to be stipulated in an edict by the aediles. This is to be enacted no later than Kal. Mai (1 May).