The EUBIROD Network is managed using a structure made up of the following features:
GENERAL ASSEMBLY
All the EUBIROD Network partners are deemed to be members of the General Assembly.
The General Assembly is composed of one duly authorised representative of each Member of the Network. After having informed the others in writing, each Member has the right to replace its representative and/or to appoint a proxy, although it shall use all reasonable endeavours to maintain the continuity of its representation. Each representative has a deputy.
The General Assembly is chaired by the Co-ordinator's representative.
The General Assembly meets annually (also using electronic means if necessary).
However, it can be also convened, in principle, at the request of its chairman or at any other time (when necessary) at the request of one of the Parties.
Meetings are convened by the chairman with at least fifteen calendar days prior notice.
This notice shall be accompanied by an agenda. The agenda is proposed by the chairman.
The agenda is deemed to be accepted unless one Member notifies the chairman and the other Members in writing of additional points to the agenda, at the latest two working days before the date of the meeting. Minutes of the meetings of the General Assembly shall be transmitted to the Parties within thirty calendar days after the date of the meeting.
The minutes shall be considered as accepted by all Members if, within fifteen calendar days from receipt, no Member has objected in a traceable form to the chairman.
The General Assembly is responsible for the overall direction of the Network activities:
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agreeing up on the proposals made by the Steering Committee for the allocation of the eventual Network activities budget, in case funds will be granted
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making eventual proposals to the Members for the review and/or amendment of the terms of the mutual agreement, however excluding the entering into the Network of new Members
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deciding upon the eventual change and exchange of activities between Members and propose respective amendments in the Network's work-programme
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election of the Steering Committee
The General Assembly shall not deliberate and decide validly unless a majority (51%) of its members are present or represented and each member shall have one vote.
STEERING COMMITTEE
The composition of the Steering Committee for the Network shall reflect the Members' respective responsibilities in the Network and an appropriate balance of competencies and fields of activities, while staying at a count level compatible with effective decision-making processes.
The Steering Committee consists of a representative of the Coordinator and of representatives of the Network’ members, who shall be elected by the General Assembly at the first EUBIROD Network meeting according to the majority rule (51% of consortium members).
The composition of the Steering Committee, except for the Coordinator representative, could be possibly modified yearly upon agreement of the General Assembly employing the same voting rule.
Any Member of the Steering Committee may resign by delivering written notice to the chairman of the SC. Such resignation shall be effective upon receipt unless it is specified to be effective at some other time or upon the happening of some other event.
Any Member of the Steering Committee having resigned shall hold office until his successor shall have been appointed in accordance the present Section.
The Steering Committee shall be chaired by the Co-ordinator's representative.
The Steering Committee shall meet at least quarterly (also through electronic means), in principle at the request of its chairman or at any other time when necessary at the request of one of the Members of the Steering Commitee.
Meetings shall be convened by the chairman with at least fifteen calendar days prior notice. This notice shall be accompanied by an agenda.
The agenda shall be proposed by the chairman. The agenda shall be deemed to have been accepted unless one of the Members of the Steering Committee notifies the chairman and the other Members of the Steering Committee in writing of additional points to the agenda, at the latest two working days before the date of the meeting.
Minutes of the meetings of the Steering Committee shall be transmitted to the Members of the Steering Committee within thirty calendar days after the date of the meeting.
The minutes shall be considered as accepted if, within fifteen calendar days from receipt, no Member of the Steering Committee has objected in a traceable form to the chairman.
The agenda and the minutes of the meetings of the Steering Committee shall be transmitted by the chairman of the Steering Committee to all Members of the Network.
The agenda shall be transmitted at the latest two working days before the date of the meeting. The minutes shall be transmitted within 60 calendar days after the date of the meeting.
Any decision requiring a vote at a Steering Committee meeting must be identified as such on the pre-meeting agenda, unless there is unanimous agreement to vote on a decision at that meeting and the majority (51%) of Steering Committee members are present or represented.
However, any decision required or permitted to be taken by the Steering Committee may be taken in accordance with the above in meetings via teleconference and/ or via email; without a meeting with prior notice of at least seven days an d without a vote, if, in any such case, a consent in writing, setting forth the decision so taken, is signed by the SC members having not less than the minimum number of votes that would be necessary to take such decision at a meeting at which all SC members entitled to vote on such decision attended and were voting, and provided the consent has been delivered for signature to all Steering Committee members.
Advisory Board
The Advisory Board provides expert advise and independent views on present and future directions to be undertaken by the Network. It is formed by a group of external experts and/or organizations' representatives including academics, policy makers and all relevant stakeholders. The composition of the EUBIROD Network Advisory Board will be soon decided by the EUBIROD Steering Committee.
Secretariat
The not for profit nongovernmental organization “Hub for international Health ReSearch HIRS” based in Perugia (Italy) agrees to maintain the coordination and the secretariat of the EUBIROD Network as a primary role of its activity according to the rules mutually agreed, being its general scope “to promote and sustain the study, research and education in all areas of health, with a particular focus on non communicable chronic diseases (NCDs)”.
Consistently with its name and in line with the goals of the EUBIROD Network, the HIRS acts as a catalyst for people and organizations who can pursue public health improvement through coordination of international initiatives.
According to mutually agreed rules, HIRS has the following duties and responsibilities:
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to ensure the fair dissemination of any relevant information among all partners of the Network, as well as the proper maintenance and respect of the rules included in the Statute
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to act as a coordinator, secretariat and principle contact point in any granted international project, being responsible for the efficient management of the implementation plan and a driver of successful achievement of common goals
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to manage all operational aspects of the Network, including e.g: the organization of meetings, the agenda, timing, venues/teleconferences, minutes, and the collection of any relevant background material e.g. room documents, references, internal drafts/newsletters etc
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to entertain public relations on behalf of the EUBIROD Network and pursue any potential funding opportunity that would secure a continued level of support for its activities
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to officially represent the EUBIROD Network at all international events, whenever considered appropriate
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to manage the budget of any funding secured on behalf of the Network, in accordance with the objectives and work program agreed in the specific case
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to manage and safeguard the image, copyright, licensing scheme, maintenance, use and regular update of products managed by the EUBIROD Network, including: the EUBIROD and BIRO project websites, the BIRO System, the Meta-Registry of Diabetes Sources, the BIRO Data Standards, the BIRO Academy and the EUBIROD e-learning platform
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to coordinate the editorial activity, ensuring the respect of all rules and guidelines set by the editorial board, supervising all phases in the preparation and dissemination of reports, newsletters etc
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to monitor the application of the present statute and duly inform the Steering Committee of any deviation or violations by any member of the EUBIROD Network
The Coordinator, who chairs both the General Assembly and the Steering Committee, is in charge of the coordination and secretariat of the EUBIROD Network and fulfils the following general functions:
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administration, preparation of minutes and provision of the meetings of the General Assembly and of the Steering Committee, and follow-up of its decisions;
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transmission of any document and information connected with the Network between the Parties concerned; and
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administration of funds relative to the operational capacity and maintenance of the Network.
Except for the capacity as representative of the Parties agreed between the partners, the Coordinator is not entitled to act or to make legally binding declarations on behalf of any Member of the network.
