of the political bodies of International Non-Profit association Secretariat /Comparing the competencies of the political systems of 1
1. Ministerial Conference (MC) The highest ranking body within s and Responsibilities (HLG4 Berlin, 24 June 2010) The Executive Group s opinion was that a Ministerial Conference should be organised only when the Network or the Chairmanship sees the need for it. Ministerial Conference (HLG1 Brussels, 30 October 2013 doc.3204) -The MC decides on fundamental policy and strategic issues affecting and its role in the European Research Area including a decision on a Strategic Road Map on a proposal by the High-Level Group (HLG), and offers guidance to the HLG. -The MC gives its approval on the admission of new members or associated partners and dismisses members and associated partners. -The MC decides on proposal of the HLG on the Chairs to follow the present Chair. -The MC makes the formal announcement of the projects endorsed during the year by the HLG. In case of absence of meeting of the MC, the announcements of the endorsed projects are delegated to the HLG. /Comparing the competencies of the political systems of 2
2. General Assembly The General Assembly is the highest-level body of the Association. s and Responsibilities (HLG4 Berlin, 24 June 2010) - The General Assembly is vested with all the powers that are necessary to perform the objectives of the Association. Amongst other, it is exclusively competent for the following issues: - Appointment of the Chairman of the Association and of the Executive Board; - Appointment and dismissal of the legal auditor; - Authorisation related to the remuneration of the legal auditor; - Approval of the ESE Annual Resource Plan - The admission of new members will be decided by the General Assembly by proposal of the Executive Board (EB). -The dismissal of a member is decided by the General Assembly at proposal of the EB. -The General Assembly shall have full powers towards achieving the purpose of the Association. It can only act upon matters on the agenda that it has approved. It is, amongst others, vested with the following exclusive competencies: - Admission of new members to the Association; - Dismissal of members form the Association; - Admission and dismissal of members of programmes that implement and manage R & D programmes entrusted to the Association by the European Communities of Member States; - Election, among its members, of the Chairman of the Association and of the Executive Board; - Appointment and decision on the remuneration of the legal auditor; - appointment of the Head of the Secretariat - dismissal of the Head of the Secretariat; - appointment and dismissal of members of the EB; - approval of the accounts of the previous financial year, as well as the voting related to the discharge to be given to the members of the EB for the management of the Association for the preceding financial year; - The approval of the budget of the Association for the next financial year; - The decisions on the contributions of the members of the Association for each financial year; - Modification of the articles of the Association; - Dissolution of the Association. -In the event of the decision to liquidate the Association, the General Assembly shall appoint one or more liquidators responsible for the sale of the Associations assets and settling its debts. International non-profit Association Secretariat Draft New Statues (2) /Comparing the competencies of the political systems of 3
3. High Level Group (HLG) The High Level Group (HLG) is the key decision-making body within, acting on behalf of the Ministers. It is generally responsible for the policy development, for monitoring and guiding the functioning of the Initiative, for deciding on project endorsement and for supervising the work of the NPC group and the Secretariat. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) The HLG should meet four times a year: in autumn, winter, spring and in summer at the end of the Chairmanship 1. Working groups may be organised at the request of the HLRs. The Chair will convene extraordinary meetings on the request of at least four members of the HLG. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) High Representatives of each of the Participating Countries and of the Commission of the European Communities will meet when necessary as a group in order to assist the Conference of Ministers in carrying out its tasks and prepare its meetings, including a briefing on projects to be notified to the Conference of Ministers. Declaration of Principles relating to adopted at Hannover, 6 November 1985. - Proposes Chair countries to act upon application by members; - Oversees links with other international bodies; - Approves the EG members on a proposal by the Chair; - Proposes the admission of new Members or Associated countries and the exclusion of Members and Associated countries; Associated Countries Regulations and procedures (V4) (HLG3, Bergen 19 June 2014 HLG3224) - Proposes the renewal of the Associated Country status at the end of a three year period. Membership of (V4) (HLG3, Bergen 19 June 2014 HLG3224) - Guarantees the implementation and sustainability of the Strategic Road Map and proposes its periodical review/update to the Ministerial Conference; - Decides on the Annual Work Programme to be presented in the HLG3 and endorsed in the HLG4 2 ; - - The HLG may delegate powers to the Executive Group (EG) and establish working groups regarding specific questions, where appropriate for example: Considering policy and strategy issues and, where possible and appropriate, presenting options and recommendations for action and the HLG and the Chair, including updates on the Strategic Road Map; - Reviewing the strategic impact of projects and making recommendations to the HLG; Decide on strategic issues for the Eurostars Programme such as: Issues that are of general importance for all members, including the admission and dismissal of members of the Eurostars programme (in the case of new members in the Eurostars joint programme the European Commission decides separately on its admission). Issues which have a financial impact which is not covered by the separate financing of the Eurostars programme. - The High Representatives, in accordance with national procedures, will make suitable arrangements to: Promote the necessary flow of information in their own country; Arrange contacts between enterprises and institutes in countries participating in, provide the requisite information and promote implementation of projects; Inform the other High Representatives and point out 1 In practice the HLG only meet 3 times a year 2 The Annual Work Porframme is now presented in HLG2 and endoresed in HLG3 /Comparing the competencies of the political systems of 4
sectors, technologies, products or services for which there is dedicated interest for co-operation; Provide other High Representatives with information on the preparation of projects; Discuss with other High Representatives solutions to any problems and exchange views on project funding. Declaration of Principles relating to adopted at Hannover, 6 November 1985 -The Group of High Level Representatives will designate one of the seconded staff as Head of the Secretariat -Initial appointments of seconded staff, and subsequent extensions, will be approved by the group of High Level Representatives, -The Secretariat is in a good position to advise on policy and strategy development work, but cannot implement new initiative without prior agreement of the Group of High Level Representatives: The grading of posts in the ESE, and the nationality of the staff to be appointed will be approved by the Group of High Level Representatives; The functions of the posts in the ESE will be approved by the Group of High Level Representatives on the basis of a proposal by the Head of the Secretariat; The directly employed staff will be appointed on terms and conditions to be established by the Head of the Secretariat and subject to the budgetary approval of the High Level Group; The Secretariat will prepare draft budgets each calendar year for the costs, which will be presented to the High Level Group by the Head of the Secretariat; The daily work of the Secretariat shall be governed by Internal Office Rules (the Handbook) that shall be prepared by the Head of the Secretariat in consultation with his or her staff, approved by the Chair and presented to the Group of High Level Representatives for confirmation. Any changes in these Rules shall also be approved by the Chair and presented to the Group of High Level Group for confirmation. Memorandum of Understanding on the Secretariat between the Members of (MC London, 19 June 1997). As the frequency of the Ministerial Conferences is defined in the s and Responsibilities document, adopted by HLR s, the HLR s can also decide to change the frequency. Ministerial Conference (HLG1 Brussels, 30 October 2013 doc.3204) The Eurostars HLG is entrusted with different tasks in respect of the implementation of the Eurostars Eurostars HLG. - Supervises the implementation of the Eurostars programme; - Approval of the operational procedures to run the Eurostars programme; - Approval the call planning: /Comparing the competencies of the political systems of 5
programme. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) - Appointment of International Evaluation Panel (IEP) Chairman of the and approval of the members of the Independent Expert Panel database; - Obtain information on the ranking list of Eurostars; - Approval of the ranking list of Eurostars projects to be funded; - Approval on issues which are of the competence of the Eurostars Advisory Group according to the programme document (endorsed by the HLG in Como); - Appointment of the Eurostars Advisory Group Members. /Comparing the competencies of the political systems of 6
4. Executive Board (EB) The Board is the sole responsible body for the management of the association. It has to prepare accounts, the budget and the Annual Resource Plan to be presented to the General Assembly for approval. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) - In addition to its management competencies, the Board (EB) is vested with all the powers that are granted to it by the General Assembly; -The EB proposes the ESE Annual Resource Plan to the General Assembly for approval; -The EB supervises the implementation of the ESE annual resource plan. - Proposes the dismissal of a member to the General Assembly; - The Board is entrusted with the management of the Association, responsible for the implementation of decisions taken by the General Assembly; - The Board shall prepare the annual accounts, the budget, the financial plan and the activity report which will be submitted for the approval of the General Assembly; - The EB entrusts the Head of the Secretariat with the daily management of the Association. It may also delegate to her/him special powers; - Without prejudice to Article 55 of the Title III of the Law of 27 June 1921 related to non-profit associations, international non-profit associations and foundations, any proposal for amending the Articles of the Association or dissolving the Association must come from the EB or from at least two-thirds of the members of the Association; - The EB must inform the members of the Association, at least three months in advance, of the proposal and the date of the General Assembly, if it is to deliberate on the modification of the statutes of the Association and or of its dissolution. International non-profit Association Secretariat Draft New Statues (2) /Comparing the competencies of the political systems of 7
5. Executive Group (EG) -The role of the EG is to act as an advisory body to the Chair s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) - Advise and assist the Chair in all issues which the Chair addresses, in particular on the Strategic Road Map review; - Advise and assist the current Chair on the implementation of the political priorities of the Annual Work Programme; - Advise and assist the incoming Chair on the political priorities of the Annual Work Programme to be presented in the HLG2 and endorsed in the HLG3; - Advise and assist the Chair in any governance and managerial aspects. The Chair with support of the EG, the ICS WG and the ESE is in charge of the application procedure of Associated Countries. Associated Countries Regulations and procedures (V4) (HLG3, Bergen 19 June 2014 HLG3224) /Comparing the competencies of the political systems of 8
6. Secretariat (ESE) A small and flexible Secretariat or task force under the responsibility of the Conference of Ministers will be established to enhance the efficiency and transparency of. Declaration of Principles relating to adopted at Hannover, 6 November 1985 -To collect and disseminate information, thus offering services of a clearing house, -To assist enterprises and institutes in establishing contacts with partners for projects. -To give support to meetings of the Conference of Ministers of the High Level Representatives. -To provide continuity in the tasks performed. Declaration of Principles relating to adopted at Hannover, 6 November 1985 - To act as a central office for the collection and dissemination of information on technological research and development projects; - To provide assistance to business enterprises and research establishments that are concerned with such projects; - To provide assistance with the administrative arrangements required for meetings; - To implement and manage R&D programmes entrusted to the Association by the European Communities or Member States; -In general, to contribute to the aims formulated and to be formulated by the members of in accordance with the Memorandum of Understanding relating to the Association. International non-profit Association Secretariat Draft New Statutes (2) - Once an application is formally received, the Chair will ask the ESE to prepare a short report on the mutual benefits that may be expected to result from the requested association - The ESE will be in charge with preparing the check-list of items to be verified with each application. Associated Countries Regulations and procedures (V4) (HLG3, Bergen 19 June 2014 HLG3224) - The formal application to become a Member Country a Country in Preparatory Period or Associated Country consists of a letter sent to the Chair, and copied to the Secretariat, by the competent authorities (Minister or equivalent) of the applicant country. The ESE-will forward the application letter immediately to all HLR s Membership of (V4) (HLG3, Bergen 19 June 2014 HLG3224) The Secretariat acts as the dedicated implementation structure for the Eurostars programme, for which the Head of ESE acts as a legal representative of the Eurostars Programme towards the High Level Group, the Eurostars High Level Group, the European Eurostars -Establishment of the yearly call budget, central organisation of common calls for proposals and reception of the project proposals (single entry point); -Central organisation of the eligibility check and evaluation of project proposals, according to common eligibility and evaluation criteria, central organisation of the selection of project proposals for funding (meeting of the Independent Evaluation Panel, IEP), and project monitoring and follow-up; -Receipt, allocation and the monitoring of the EU contribution; /Comparing the competencies of the political systems of 9
Commission, the network and the outside world. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843)) -Collecting the accounts on the distribution of funding by the funding bodies in the participating States to the partners in Eurostars projects; -Promotion of the Eurostars Joint Programme. /Comparing the competencies of the political systems of 10
7. Head of the Secretariat (ESE) The Head of the Secretariat is, particularly entrusted with the daily management of the Association and the running and implementation and managing of R&D programmes entrusted to the Association by the European Communities or Membercountries. International nonprofit Association Secretariat Draft New Statues (2) - Supports the Chair, the HLG and the NPC Network in the implementation of the Annual Work Programme and reports to the Chair on the day to day managerial implementation of it; -Implements the ESE Annual Resource Plan, within the context of the Annual Work Programme approved by the General Assembly; -Assists the current and incoming Chairs in the preparation of the Annual Work Programme to be presented at HLG3 and endorsed at HLG4. The Head of the Secretariat oversees the work of the Secretariat. He reports to the General Assembly and the Executive Board, with respect to all legal issues of the association and his or her competence to implement the ESE Annual Resource Plan. In addition he or she reports to the Chair and HLG with respect to his or her competence to support the implementation of the Annual Work Programme. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) The Head of the Secretariat acts as the legal representative of the Eurostars Programme and is responsible for the overall management of the Eurostars Joint Programme in the ESE and in the Eurostars Advisory Group. s and Responsibilities (HLG4 Berlin, 24 June 2010 HLG2843) Eurostars - Ensuring the implementation of the Eurostar s Programme according to Annex I and II of the Decision No 743/2008/EC of the European Parliament and of the Council of 9 July 2008 and such responsible for: - Chairing the Eurostars Advisory group; -adequate management and proper execution of the Eurostars Joint Programme through the ESE; -Signing the delegation agreement with the European Commission -Signing the bilateral agreements with the national funding agencies; -Signing of the contracts with the experts assessing the Eurostars applications. -Preparing & chairing the Eurostars Advisory Group, preparing all operational aspects of the calls of the Eurostars Programme; -Proposing to the Eurostars HLG of the composition of a specific Independent Expert Panel for a specific call after consultation of the Eurostars Advisory Group; -Receipt, allocation and monitoring of the EU contribution on a special account, separated from the general account; /Comparing the competencies of the political systems of 11
-Reporting on Eurostars to the HLG, the Eurostars HLG and the European Commission. /Comparing the competencies of the political systems of 12