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Regular Board meetings should take place at least once a month. At the end of each meeting the date and time of the next meeting or at least the methods of determining the date and time and the person responsible for it will be chosen by the Board. In case the Board takes no such decision, the same person in charge of this task for the last meeting will be in charge of that task for the next meeting, following the same procedure.
Extraordinary meetings may be called by any member of the Board for urgent matters.
The provisional agenda of the regular Board meetings shall be published at least 24 hours before the meeting by announcement to the coordinators designated by the PPEU members and to the Board.
Any Board member may add regular items to the provisional agenda by sending an email to the Board and designated coordinators at least 6 hours before the scheduled meeting time.
Every member of the PPEU and their members may propose an agenda item to the Board following the same procedure. Any item proposed by a Board member, the international coordinator or the delegate of a PPEU member has to be considered by the Board.
New items to the agenda may be brought in during the meeting. They may be discussed together with a related item already on the agenda, or at the end of the agenda. The Board may postpone any item on the agenda to the next Board meeting.
The agenda shall be approved at the beginning of the Board meeting with a simple majority vote of the Board's members.
The Board meetings are public, unless the Board votes in favor of a non-public meeting. The decision to hold a non-public meeting has to be motivated and justified in respect of the spirit of the Statutes or the Manifesto.
Guests are allowed to speak up during a meeting, if approved to do so by the chairperson. Guests that disrupt the meeting can be excluded by the chairperson.
At the beginning of each meeting a chairperson and one or more secretaries will be appointed. The tasks of the chairperson and the secretary can be transferred during the meeting.
The secretary of the meeting will write the minutes of the meeting.
The chairperson of the meeting moderates the discussions and makes sure the rules of procedure are respected.
Only members of the Board are entitled to vote. Abstentions also count as votes, but with no effect on the result.
Decisions are taken by a simple majority of Board members voting.
Board members not present at the meeting can vote on a proposal published in the provisional agenda by citing the proposal and expressing their vote in an email sent to all Board members (postal vote). The postal votes shall be added to the votes cast at the meeting if the proposals are exactly the same. The postal votes shall be mentioned in the minutes of the meeting.
If 4 Board members or less have been voting, the vote remains open after the meeting for other Board members to vote, and will enter into force when either the vote of the remaining Board members cannot change the result anymore, or 72 hours have passed since the start of the meeting.
If an item is not introduced by the provisional agenda of the meeting, any decisions on that item will need a majority of the votes of all Board members, not only those voting.
The minutes of the meeting should be published as soon as possible and their approval will be automatically added to the agenda of each next meeting until approved by the Board.
The person named by the Board, or if no such person was named, the Secretary of the meeting, is responsible for publishing the meeting minutes on the PPEU wiki.
The minutes of the meeting are resolution minutes and contain the wording of motions and resolutions that have been voted or decided on. The decisions of the Board that have not been taken by unanimity or consensus are written together with the detail of each Board member's vote. The minutes shall also contain the tasks agreed upon and the person responsible to execute them and the due date.
To publish any other parts of the Board meetings is left to the discretion of the person responsible for publishing them. In case of a non-public meeting the minutes contain instead the motivated resolution to have the non-public meeting as defined in these Rules of procedure. Any Board member can submit within 24 hours after the meeting a text with a personal statement for the minutes explaining his or her particular vote to a motion or resolution.
Each Board member will be responsible for certain tasks that need to be done to run the organization. Who will be responsible for which task will be decided upon during the Board meeting.
Anyone is welcome to participate in any tasks. They can be appointed to be responsible for a certain task by the Board by a simple majority vote and accept with that the same responsibilities stated in § 7 as the Board members have.
During each regular meeting the Board members will present a short report detailing new developments concerning their respective tasks and put a summary into the minutes of the Board meeting.
The person responsible for a specific task can take minor decisions concerning that task with regard to the will of the Board.
By the end of their term of office, each Board member has to write a report about their activities during the term. The reports of all Board members will be published on the website of PPEU before the next Council meeting.
The Treasurer will be responsible to draft a financial budget that will be shared with the Chairperson and the Board.
The draft budget should include membership fees, costs, travel to meetings, representation, conference or general assemblies or otherwise, and/or coordination meetings.
Both the Chairperson and Treasurer have to sign off to execute financial expenditures approved by the Board. If the Chairperson or Treasurer are not available, another Board member in consecutive order can be deputized in advance.
Transactions incurred up to and no more than totaling EUR 100 per month can be incurred by the Treasurer of PPEU without the approval of a Board meeting. These expenditures will still follow the process of sign off by both the Treasurer and Chairperson.
The provisions in case of resignation or dismissal are defined in the Statutes.
Any Board member not able to fulfill his tasks anymore shall resign by announcement to the coordinators designated by the PPEU members and to the Board. Resignation is immediately effective.
A Board member not present at a Board meeting should inform the Board of the reason. If the Board member fails to do so for three consecutive Board meetings, the Board shall add to the agenda of the next Board meeting the initiation of a procedure of dismissal. The Board could then ask the Council to follow the procedure of dismissal for this Board member.
These rules of procedure can be modified at any time by the Board.
These rules of procedure are applicable with immediate effect.
Annotation: Chairperson in the text above is the Chairperson of the meeting.
The current process to contact the Board is to send an e-mail to: firstname.lastname@example.org. The current process to contact the coordinators designated by the PPEU members is to send an e-mail to: email@example.com. It is up to each PPEU member to make sure that their delegate is subscribed to this mailing-list.