Rules of Procedure of the Board
The President shall conduct the business of the association in accordance with the decisions of the Board. He represents the association to the outside. On important matters, the President has the duty to arrive at a timely Board decision. He is represented, if necessary, by the Vice President.
The Vice President shall conduct the business of the association in accordance with the decisions of the Board. He/she shall assist the President in his/her work and represent him/her as necessary.
The Secretary prepares the minutes of the Board meeting, the General Assembly and the Member Assembly. The minutes of the General and Member Assembly shall be submitted to the President for his signature. The Secretary maintains the administrative office and is responsible for archiving important documents.
The Treasurer shall conduct the financial business of the association in accordance with the decisions of the Board. Each year, he/she shall place before the General Assembly the final report on the completed financial year and the next budget. He/she supports the auditors during their audit.
The Membership Coordinator maintains the member list and takes care of the update with the umbrella association employees Switzerland.
Other Board members fulfil special tasks and assist the other Board members in all important issues. They form working teams and represent the interests of the working teams to the Board. Minutes of meetings of the working teams are to be submitted to the Board as soon as possible. On important matters, they have a duty to arrive at a timely Board decision.
The Board conducts regular meetings and deals with current affairs. Minutes are kept about decisions. The minutes of the Board meeting shall be submitted as soon as possible to the President for approval. At the latest with the invitation to the next Board meeting, the minutes shall be sent to all Board members. The Board provides an invitation to the General Assembly and conducts this according to the bylaws.
- Regular Board meeting
The President provides an invitation to the Board meeting in writing, with details of the agenda. Board members can add suggestions and requests to the agenda. However, all items on the agenda to be put to a vote must be available to all Board members no later than 5 days before the meeting. An agenda item of “miscellaneous” is permitted. However, voting and decision-making are not permitted under this agenda item.
- Extraordinary Board meeting
Invitations to such a meeting must be provided at least two weeks in advance. The reason for the urgency of the meeting must be specified and made known to all members of the Board. Requests for which decision-making is pending shall be specified exactly.
These Rules of Procedure were decided at the Board meeting of 10 January 2002 in Birr.