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Preparation and Organisation of Meetings Sample Clauses

Preparation and Organisation of MeetingsThe 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 MeetingsThe 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. Table 2 Preparation and organisation of meetings (minimum notice periods) Ordinary Meeting Extraordinary meeting Governing Board Notice 45 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Executive Team Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days Call Steering Committee Notice 30 calendar days Agenda 14 calendar days Notice 15 calendar days Agenda 7 calendar days The chairperson of a Consortium Body shall prepare and send each Member of that Consortium Body a written (original) agenda in accordance with the deadlines stated in table 2 preceding the meeting. In case where the quorum is not reached, and the chairperson of a Consortium Body has to convene another meeting (Section 6.2.3), they 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 calendar days preceding the meeting (2 calendar days for extraordinary meetings). During a meeting the Members of a Consortium Body present or represented can unanimously agree to add a new item to the original agenda. 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. 6.2.2.1 Decisions without a meeting 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. No response will count as neither pro nor contra and does not count towards the quorum. However, an abstention will count to determine the quorum. Decisions taken without a meeting shall be considered as accepted if, within the period of 15 calendar days, ...
Preparation and Organisation of MeetingsThe 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. Should a Contractor suggest adding a discussion/decision to the proposed agenda, it shall do so in writing to all the corresponding Body’s other members at least seven five (5) calendar days prior to the meeting date. Notifying such decision it with the agenda, the Chairman President of each Body shall may decide whetherthat the meeting shall be held by means of electronic mail, video conference, telephone conference or similar communication systems.
Preparation and Organisation of MeetingsMembers 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 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 MeetingsThe chairperson of a Consortium Body shall convene meetings of that Consortium Body. In extraordinary cases the Consortium Bodies may take decisions through their chairperson consulting with all members via teleconference and/or via e-mail, phone, etc. These decisions must be included in the Minutes of the next ordinary meeting. Meetings of each Consortium Body can also be held by teleconference, videoconference or other telecommunication means.
Preparation and Organisation of MeetingsThe Project Manager will summon the Steering Group to meetings with reasonable notice, usually no less than two weeks prior to the meeting date. The convening letter should be accompanied by an agenda and the documentation needed to deal with the items on the agenda. Decisions, recommendations and discussions of the meetings are recorded in proceedings that are made available to the Parties. The Steering Group chair chairs the meeting, but can delegate the chairing of the whole meeting or particular agenda items to another person being present. If the Steering Group chair is not present, the Steering Group selects a meeting chair among the ones being present.
Preparation and Organisation of MeetingsConvening 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.
Preparation and Organisation of MeetingsConsortium 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 MeetingsConvening meetings: The chairperson of a Consortium Body shall convene meetings of that Consortium Body - Steering Committee shall meet at least once a year at alternate locations unless the interests of the project require intermediary meetings. - Executive Board shall meet at least twice a year unless the interests of the project require intermediary 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 within the forty-five (45) days preceding the meeting, or within 15 days in case of extraordinary meeting. The chairperson of a Consortium Body shall prepare and send each member of that Consortium Body a written programme within the minimum number of days preceding the meeting : - Steering Committee and Executive Board: thirty (30) calendar days, or ten (10) calendar days for extraordinary meetings Any agenda item requiring a decision by the Members of the Consortium Body must be identified as such on the agenda. Any member of the Consortium Body may add an item to the original agenda by written notification to all of the other members of that Consortium Body within seven (7) calendar days preceding the meeting. 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 as described in 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 6.2.4
Preparation and Organisation of MeetingsConvening meetings: The Coordinator shall convene at least once (1) a year the General Assembly for ordinary physical meetings. Extraordinary meetings shall be held at any time upon written request of one of the GalA Members in case of emergency. Meetings can also be held by teleconference or other telecommunication means. Any decision may also be taken without a meeting if the Coordinator circulates to all GalA Members, even by electronic means, a written document which is then validated by the defined majority of GalA Members (see Section 6.2.4 below of this Consortium Agreement). • Notice of a meeting: The Coordinator shall give notice in writing of a meeting to each GalA Member and the AP-GalA Members as soon as possible and at least within: