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Executive Board

Information at Hand

Purpose

Executive Board as the supervisory body for the execution of the Project shall execute and implement the decisions of the General Assembly and manage the Project on a daily basis and also report to and be accountable to the General Assembly. The Executive Board delegates the day-to-day management of the Project to the WP1 Management Support Team. It assists the Executive Board and the Coordinator.

Members

The Executive Board shall consist of

  • the Coordinator (Project Leader and deputy),
  • the Work Package Leaders (WPLs) and their deputies
  • Project relevant experts that are nominated by the Coordinator (e.g. implementation and planning, finance, technologies, cryogenics, infrastructure and operation, theoretical physics, experimental physics)
  • and additional Members appointed by the General Assembly.

The Coordinator shall chair all meetings of the Executive Board, unless decided otherwise by a majority of two-thirds.

Preparation of meetings

The chairperson of a Consortium Body shall convene meetings of that Consortium Body.

There is at least one Executive Board meeting per month

An Executive Board meeting can be requested any time upon written request of the Executive Board.

Notification of a meeting

The chairperson of the Executive Board shall give notice in writing of a meeting to each Member of the Executive Board as soon as possible and no later than 14 (fourteen) calendar days before an ordinary meeting or 7 (seven) calendar days before an extraordinary meeting.

Sending of the agenda

The chairperson of the Executive Board shall prepare and send each Member of tthe Executive Board a written (original) agenda no later than 7 (seven) calendar days before the meeting.

Agenda items

Any agenda item requiring a decision by the Members of the Executive Board must be identified as such on the agenda.

Any Member of the Executive Board may add an item to the original agenda by written notification to all of the other Members of the Executive Board up to 2 (two) calendar days before the meeting.

During the meeting

During a meeting the Members of the Executive Board present or represented can unanimously agree to add a new item to the original agenda

Meetings of the Executive Board 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 the process indicated below.

Any decision may also be taken without a meeting if the Coordinator circulates to all Members of the Executive Board a written document, which is then agreed by the defined majority of all Members of the Executive Board. Such document shall include a reasonable deadline for responses.

Decisions taken without a meeting shall be considered as accepted if, within 7 (seven) calendar days, no Member has sent an unambiguous objection to the decision with an appropriate, valid and verifiable justification that includes an impact assessment in writing to the chairperson. The decisions will be binding after the chairperson sends to all Members of the Executive Board and to the Coordinator a written notification of this acceptance.

Voting rules and quorum

Each Consortium Body shall not deliberate and decide validly unless two-thirds (2/3) of its Members are present or represented (quorum). If the quorum is not reached, the chairperson of the Consortium Body shall convene another ordinary meeting within 15 calendar days. If in this meeting the quorum is not reached once more, the chairperson shall convene an extraordinary meeting which shall be entitled to decide even if less than the quorum of Members are present or represented.

Each Member of a Consortium Body present or represented in the meeting shall have one vote.

Veto rights

A Member which can show that its own work, time for performance, costs, liabilities, intellectual property rights and obligations towards the EC and the other Parties would be severely affected by a decision of a Consortium Body may exercise a veto with respect to the corresponding decision or a relevant part of the decision.

When the decision is foreseen on the original agenda, a Member may veto such a decision during the meeting only.

When a decision has been taken on a new item added to the agenda before or during the meeting, a Member may veto such decision during the meeting and within 15 calendar days after the draft minutes of the meeting are sent. A Party that is not a Member of a particular Consortium Body may veto a decision within the same number of calendar days after the draft minutes of the meeting are sent.

When a decision has been taken without a meeting a Member may veto such decision within 15 calendar days after written notification by the chairperson of the outcome of the vote.

In case of exercise of veto, the Members of the related Consortium Body shall make every effort to resolve the matter which occasioned the veto to the general satisfaction of all its Members.

A Party may neither veto decisions relating to its identification to be in breach of its obligations nor to its identification as a Defaulting Party. The Defaulting Party may not veto decisions relating to its participation and termination in the consortium or the consequences of them.

A Party requesting to leave the consortium may not veto decisions relating thereto.

Minutes

The chairperson of a Consortium Body shall ensure the production of written minutes of each meeting which shall be the formal record of all decisions taken. He/she shall ensure that the draft minutes are sent to all Members within 7 calendar days of the meeting.

NOTE: Minutes are considered to be action items and the recording of decisions in a dedicated Trello board for the General Assembly. There will be no dedicated write-up documents of the meeting. Instead, General Assembly meetings will be recorded.

The minutes shall be considered as accepted if, within 14 calendar days from sending, no Member has sent an objection in writing to the chairperson with respect to any of the decisions documented in the draft of the minutes. Objections must be unambiguous, with an appropriate, valid and verifiable justification that includes an impact assessment.

The chairperson is responsible for ensuring that the accepted minutes are sent to all the Members of the Consortium Body and to the Coordinator, who shall safeguard them. If requested, the Coordinator shall provide authenticated duplicates to Parties.

Minutes of Executive Board meetings that document decisions taken, once accepted, shall be sent by the Coordinator to the Members for information.

Tasks

  • The Executive Board shall prepare the meetings, propose decisions and prepare the agenda of the General Assembly.
  • The Executive Board shall seek a consensus among the Parties.
  • The Executive Board shall be responsible for the proper execution and implementation of the decisions of the General Assembly
  • The Executive Board shall monitor the effective and efficient implementation of the Project.
  • The Executive Board shall:
    • appoint the Members of the Management Support Team, upon a proposal by the Coordinator;
    • delegate day-to-day Project management activities to the Management Support Team;
    • support the Coordinator in preparing meetings with the Funding Authority and in preparing related data and deliverables;
    • prepare the content and timing of press releases and joint publications by the consortium or proposed by the Funding Authority in respect of the procedures of the Grant Agreement Article 29;
    • coordinate the Work Package (WP) tasks to ensure that the Project progresses with respect to contents accuracy, schedule compliance and within the financial boundaries as laid out in the Grant Agreement;
    • monitor, review and analyse the effective and efficient implementation of the Project including technical and administrative topics;
    • implement a Project-wide decision-making process;
    • prepare Project-wide meetings;
    • monitor compliance with the Project and Consortium Plan and develop mitigation actions;
    • support the Coordinator in preparing required data and deliverables;
    • consolidate draft deliverables and perform quality management tasks;
    • report to the General Assembly on the Project;
    • develop and implement mitigation measures based on a Project-wide risk management process.
  • In the case of abolished tasks as a result of a decision of the General Assembly, the Executive Board shall advise the General Assembly on ways to rearrange tasks and budgets of the Parties concerned. Such rearrangement shall take into consideration the legitimate commitments taken prior to the decisions, which cannot be cancelled.

-- JulieHadre - 2020-10-08

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Topic revision: r4 - 2020-10-08 - JulieHadre
 
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