CHAPTER 4 MEETINGS
I General Board
33. The General Board will meet at least once a year.
34. The President will determine the date and place of this meeting or these meetings and issue notices at least three months before the scheduled meeting.
35. The President of EUROGI or exceptionally the Vice President will chair the meeting.
36. All preparations for the meeting will be made by the Secretariat.
37. The General Board during any year should decide on at least the following items:
38. Every member of the General Board may put forward items for the agenda of the Board meeting. These must be received in writing by the Secretary General at least 7 weeks prior to the meeting.
39. Documents supporting the agenda items must be in the possession of the Secretary General at least 4 weeks before the meeting.
40. The agenda and relevant documents for the meetings of the General Board shall be sent out by the Secretary General at least 3 weeks prior to the meeting, together with an invitation to attend the meeting, containing time and place of the meeting.
41. Any natural person officially notified by the member organisation of EUROGI can attend the General Board meetings.
42. The Secretary General is responsible for the taking of the minutes of the Board meetings. These minutes will be sent to the members of the General Board within three weeks after the meeting for comment within two weeks of receiving them. The revised minutes will be approved by the President and sent out within 2 months of the date of the meeting. The minutes of the meetings of the General Board will only be available to persons or organisations of EUROGI.
43. A copy of the minutes of meetings of General Board shall be filed at the secretariat.
44. A special General Board meeting may be called when:
45. The president can invite experts to give their view on specific items of the agenda under the condition that the invitation is announced to the members when the agenda is distributed.
II Executive Committee
46. The Executive Committee will meet in person at least three times a year. In addition telephone conferences may be arranged when needed.
47. The President will determine the date and place of the meetings. The President will also determine the date of any telephoneconference.
48. All preparations for this meeting will be made by the Secretariat.
49. The agenda for the meetings of the Executive Committee should contain the following items: -
50. Every member of the Executive Committee is entitled to put forward items for the agenda for the meeting. These items must be received in writing by the Secretary General at least 3 weeks prior to the meeting.
51. Documents supporting these items must be in the possession of the Secretary General at least 2 weeks before the meeting.
52. The Executive Committee members shall receive the agenda and most documents for the meetings of the Executive Committee 1 week prior to the meeting, together with an invitation to attend the meeting containing time and place of the meeting.
53. Only Executive Committee members can attend meetings of the Committee in a voting capacity. Non-members can be invited to attend the meeting at specific items of the agenda, when formally invited by the President and under the condition that such an event is announced to the Executive Committee members when distributing the agenda.
54. A substitute member may replace a member of the Executive Committee by official notification of the member.
55. The Secretary General is responsible for the taking of the minutes of these meetings. These minutes are sent to the members of the Executive Committee within three weeks of the date of the meeting. At the following meeting these minutes shall be approved by the Executive Committee.
56. The minutes of the meetings of the Executive Committee will only be available to persons or organisations of EUROGI.
57. All minutes of the meetings of the Executive Committee shall be filed at the secretariat.
III Sub-committees
58. Sub-committees will meet as frequently as necessary.
59. The procedures for announcing meetings, voting procedures at the meetings, distributing minutes etc. will be determined by the Sub-committee itself.
60. A member of the Sub-committee will take the minutes of Sub-committee meetings.
61. A copy of all Sub-committee minutes shall be filed at the EUROGI secretariat.
62. Only Members will attend the meetings of a Sub-committee. Non-members may be invited to attend a meeting at specific items of the agenda, when formally invited by the chairperson of the committee and under the condition that such an event is announced to the members when distributing the agenda.