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 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.
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 14 calendar days preceding the meeting (7 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 for extraordinary meeting). Any agenda item requiring a decision by the participants must be identified as such on the agenda. 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). 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 14 calendar days preceding the meeting, 7 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 Minutes 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. Meetings will be organised by the local host and will be chaired jointly by the local host and/or the Coordinator. The NSC will meet at least two times a year at the request of the Coordinator.
Preparation and Organisation of Meetings. The Project Coordinator will convene ordinary meetings of the Steering Committee as described in the Project proposal:
Preparation and Organisation of Meetings. The Project Coordinator shall convene ordinary meetings of the Executive Board at least once every 3 months (M1, X0, X0, X0, and M12) and shall also convene extraordinary meetings at any time upon written request of any EB member. The Project Coordinator shall give notice in writing of a meeting to each Member as soon as possible, but no later than 14 calendar days preceding an ordinary meeting and 7 calendar days preceding an extraordinary meeting. The Project Coordinator shall prepare and send each Member a written original agenda. Any agenda item requiring a decision by the Members must be identified on the agenda. Any Member may add an item to the original agenda by written notification to all of the other Members no later than 5 calendar days preceding the meeting.
Preparation and Organisation of Meetings. The Coordinator shall convene meetings of the GA at least once a year. The Coordinator shall give notice in writing of a meeting to each Participant no later than 30 calendar days preceding an ordinary meeting, and 10 calendar days preceding an extraordinary meeting. The Coordinator shall prepare and send each Participant a written (original) agenda no later than 7 calendar days preceding the meeting (2 calendar days for extraordinary meeting). In case where the quorum is not reached, the Coordinator has to convene another meeting and shall give notice in writing of the new meeting to each Participant possible but no later than the minimum number of calendar days preceding the meeting as indicated above. Any agenda item requiring a decision by a Participant must be identified as such on the agenda. Any Participant may add an item to the original agenda by written notification to all of the other Participants up to 7 calendar days preceding the meeting (2 calendar days for extraordinary meeting). During a meeting, the Participants 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 Participants a written document which is then agreed by the defined majority (see Section 3.2.3. below) of all of all Participants. Such document shall include the deadline for responses. The agreement may also take the form of an electronic vote. The Coordinator shall immediately inform the Participants on the outcome of a written procedure. The decisions within the tasks of the GA to be taken within one (1) week may be taken without a meeting by teleconference or other telecommunication means. The rules foreseen in sections 3.2.3 and 3.2.4 shall apply.
Preparation and Organisation of Meetings. Convening 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:
Preparation and Organisation of Meetings. The Research Leader shall convene ordinary meetings of the Management Board at least once every 6 (six) months and shall also convene extraordinary meetings at any time upon written request of any Member.
