Preparation and Organisation of Meetings. The Chairperson shall convene ordinary meetings of the Project Committee at least once every 6 (six) months and shall also convene extraordinary meetings at any time upon written request of any Member.
Preparation and Organisation of Meetings. The chairperson of a Consortium Body shall convene meetings of that Consortium Body. Ordinary meeting Extraordinary meeting General Assembly Every 12 month At any time upon written request of the Executive Board or 2/5 of the Members of the General Assembly. Management Committee Every 6 month in person At any time upon written request of any member of the Management Committee. Every 3 month via teleconference The Scientific Advisory Board joins the General Assembly meetings. Notice of a meeting: The chairperson of a Consortium Body shall give notice in writing of a meeting to each member of that Consortium Body as soon as possible and within the minimum number of days preceding the meeting. Ordinary meeting Extraordinary meeting General Assembly 45 calendar days 15 calendar days Management Committee 14 calendar days 7 calendar days The Scientific Advisory Board is notified according to the members of the General Assembly. Sending the agenda: The chairperson of a Consortium Body shall prepare and send each member of that Consortium Body a written (original) agenda within the minimum number of days preceding the meeting. General Assembly 21 calendar days, 10 calendar days for an extraordinary meeting Management Committee 7 calendar days The Scientific Advisory Board is notified about the agenda according to the members of the General Assembly. Adding agenda items: Any agenda item requiring a decision by the members of a Consortium Body must be identified as such on the agenda. Any member of a Consortium Body may add an item to the original agenda by written notification to all of the other members of that Consortium Body within the minimum number of days preceding the meeting. General Assembly 14 calendar days, 7 calendar days for an extraordinary meeting Management committee 2 working days During a meeting the members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Any decision may also be taken without a meeting by circulating to all members of the Consortium Body a written document which is then signed by the defined majority (see Article 6.2.3.) of all members of the Consortium Body. Meetings of each Consortium Body can also be held by teleconference or other telecommunication means. Decisions may only be executed once the relevant part of the Minutes is accepted according to Article 6.2.5.
Preparation and Organisation of Meetings. Members of a Consortium Body or participants of project’s meeting (see chapter 3.2 and 3.3 of this Handbook) shall be given notice in writing (via email) of a meeting as soon as possible, and anyway no later than 21 calendar days preceding the meeting (10 calendar days for extraordinary meeting). With the meeting’s notice, the chairperson will also circulate an agenda. All the necessary working documents will be circulated by the chairperson no later than 7 calendar days preceding the meeting (3 calendar days for extraordinary meeting). Any participant may add an item to the original agenda by written notification to all participants up to 7 calendar days preceding the meeting (3 calendar days for an extraordinary meeting). Items might be added during a meeting if accepted unanimously. Written minutes should be produced by the coordinator together with WP Leaders leading different meeting sessions, which shall be the formal record of all decisions taken. The draft copy should be sent to all participants via email within 15 calendar days of the meeting. The minutes shall be considered as accepted if, within 20 calendar days from sending, no participant has objected in writing to the chairperson with respect to the accuracy of the draft of the minutes. The minutes (reviewed and corrected if necessary), should be approved and signed at the following meeting. Notice of a meeting No later than 21 calendar days preceding the meeting, 10 calendar days for an extraordinary meeting Sending the agenda No later than 14 calendar days preceding the meeting, 7 calendar days for an extraordinary meeting Working documents circulation No later than 7 calendar days preceding the meeting, 3 calendar for extraordinary meeting Adding agenda items No later than 7 calendar days preceding the meeting, 3 calendar days for an extraordinary meeting or by unanimous vote in a meeting Minutes/Action Points Sent within 15 calendar days of the meeting, considered accepted within 20 days from sending
Preparation and Organisation of Meetings. The Chairman President of each Body shall provide an agenda to the members of the that Body (and also a copy to all the Contractors, even if not members) not later than ten fourteen calendar days in advance of the relevant meeting. The agenda must give full details and background to any proposed decision.
Preparation and Organisation of Meetings. The chairperson of a Consortium Body shall give notice in writing of a meeting to each Member of that Consortium Body as soon as possible and no later than the minimum number of days preceding the meeting as indicated below. Ordinary meeting Extraordinary meeting General Assembly 45 calendar days 15 calendar days Executive Board 20 calendar days 15 calendar days Call Secretariat 14 calendar days 7 calendar days The chairperson of a Consortium Body shall prepare and send each Member of that Consortium Body a written (original) agenda no later than 14 days preceding the meeting (5 days for extraordinary meeting for the Call Secretariat). In case where the quorum is not reached and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), he/she shall give notice in writing of the new meeting to each Member of that Consortium Body as soon as possible but no later than the minimum number of days preceding the meeting as indicated above. Any agenda item requiring a decision by the Members of a Consortium Body must be identified as such on the agenda. Any Member of a Consortium Body may add an item to the original agenda by written notification to all of the other Members of that Consortium Body up to 7 days preceding the meeting (2 days for extraordinary meeting for the Call Secretariat). During a meeting the Members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. Any decision may also be taken without a meeting if the Coordinator circulates to all Members of the Consortium Body a written document which is then agreed by the defined majority (see Section 6.2.3.) of all Members of the Consortium Body. Such document shall include the deadline for responses. Decisions taken without a meeting shall be considered as accepted if, within the period set out in article 6.2.4, no Member has sent an objection in writing to the chairperson. They will be binding after the chairperson sends to all Members of the Consortium Body and to the Coordinator a written notification of this acceptance. The agreement may also take the form of an electronic vote. The Coordinator shall immediately inform the Members of the Consortium Body of the outcome of a written procedure. Meetings of each Consortium Body may also be held by teleconference or other telecommunication means. Decisions will only be binding once the relevant part of the Minutes has been accepted according to Section 6.2.5.
Preparation and Organisation of Meetings. 6.2.2.1 C onvening meetings The relevant Chair of a Body within the Consortium shall convene the meetings of the respective Body. Ordinary meeting Extraordinary meeting General Assembly (Coordinator/ NoEM as Chair, all Parties) At least once a year by Teleconference and/or face-to-face Upon written request of the NoEM, Executive Committee, Project Management Team or 1/3 of the Members of the General Assembly Project Management Team Monthly (by Teleconference and/or face-to-face) Upon written request by any Member of the Project Management Team Executive Committee Quarterly meetings (by Teleconference and/or face-to-face) Upon written request of any Member of the Executive Committee Advisory Committees (SAC; EAC; PAC; ECRC; IPRC; IC) Twice per year (by Teleconference and/or face-to-face) Upon written request by XxXX Work Package Committees: Activity Leaders and WP Leaders Monthly by Teleconference and/or face-to-face) At any time upon written request of any Member of the respective Sub Project
Preparation and Organisation of Meetings. 6.2.2.1. According to its governance structure, URBiNAT’s Consortium Bodies will meet as follows: Project meeting Frequency (tentative) Chair Agenda and available before Adding new items to agenda Decision procedure1 General Assembly (XxxX) - ordinary meetings Bi-annual Coordinator 15 calendar days 8 calendar days qualified majority (two thirds of votes) . presence of at least 2/3 of Parties is required. XxxX - extraordinary meetings When deemed necessary, at any time upon written request of the SC or 1/3 of the members of the GA Coordinator 8 calendar days 4 calendar days qualified majority (two thirds of votes) . presence of at least 2/3 of Parties is required.
Preparation and Organisation of Meetings. 6.2.3.1 The chairperson shall convene ordinary meetings of the Management Group at least six times per year and shall also convene extraordinary meetings at any time upon written request of any Member of the Management Group. Meetings of the Management Group will be held using remote conferencing technology, such as teleconferencing or video conferencing or other telecommunication means.
Preparation and Organisation of Meetings. Consortium meetings will constitute major milestones for planning, exchanging information among Partners, assessing Project progress and success (financial and technical) and for taking major decisions about Project execution. They will allow Beneficiaries to ensure both detailed project planning and assessment of work progress.
Preparation and Organisation of Meetings. Convening meetings The chairperson of a Consortium Body shall convene meetings of that Consortium Body. Ordinary meeting Extraordinary meeting General Assembly Two times a year (during the plenary meetings) At any time upon written request of the Project Management Board or 1/3 of the Members of the General Assembly. Project Management Board At least quarterly At any time upon written request of any Member of the Project Management Board.
