Bylaws

Bylaws for the e-Infrastructure Reflection Group

Approved 30/11/2007

Table of Contents

I. PREAMBLE

II. e-IRG MEMBERS

• Eligible entities
• Procedure for appointment of delegates
• Responsibilities

IV. e-IRG PLENUM
V. e-IRG CHAIR

• Mandate
• Election of the Chair
• Exceptions

VI. EXECUTIVE BOARD
VII. DECISION PROCEDURE
VIII. TASK FORCES
IX. SECRETARIAT
X. INFORMATION AND REPORTING
XI. REVIEW

I. PREAMBLE

The e-Infrastructure Reflection Group (e-IRG) exists to provide strategic advice and guidance on the development of a European e-infrastructure for science and research.

The mission of the e-IRG is the creation of a policy and administrative framework for the easy and cost-effective shared use of electronic resources across Europe (focusing on grid computing, data management, storage, high performance computing and networking). This is done to support collaboration across technological, administrative and national domains and on the political, advisory and monitoring level.

In this context, e-IRG acts on issues raised by one or more of its member delegations. e-IRG gives national authorities the opportunity to be informed of and to explore (i.e. without a priori commitments) international and national initiatives of European significance.

The e-IRG is a self regulated and independent body, operating an open method of coordination based on consensus. The e-IRG itself decides when, where and what it will discuss. Issues put forward by at least one delegation in the e-IRG will be discussed.

For its internal operations, the e-IRG adopts the following Bylaws.

II. e-IRG MEMBERS

Eligible entities

Eligible entities to join e-IRG as a Member include: EU Member States, Associated States to the EU Research Framework Programme and the European Commission.
Procedure for appointment of delegates

Each Member of the e-IRG may appoint up to two delegates to the e-IRG, with a special care for fulfilling the EU gender parity condition. Delegates representing a state are officially appointed by their national government directly through the ministry (or ministries) responsible for science and research, or their equivalent. Delegates representing the European Commission are officially appointed by the European Commission.

Members may replace their delegates whenever they deem appropriate. The mandate of delegates is for a two-year period. Renewal of the mandate must be officially reconfirmed by the national government.
Responsibilities

By accepting the appointment as e-IRG delegate, a person commits to inform the appropriate Minister(s) or Commissioners of e-IRG recommendations and other relevant activities. e-IRG delegates represent their governments or the European Commission, and not their personal or professional interests.

e-IRG delegations should provide their own funding for their participation in e-IRG activities.

III. OBSERVERS

e-IRG has the right to appoint observers representing realities particularly relevant to e-IRG. The number of observers is limited to a maximum of six.

Observers have no voting rights. They may be excluded from (parts of) e-IRG delegate meetings if so requested by one of the e-IRG delegates.

Observers are elected by e-IRG on proposal of the Executive Board or a delegation in a decision by consensus. The e-IRG has the right to revoke observer status by majority vote at any time. Unless explicitly revoked earlier, observer status is granted for two years.

Observers should provide their own funding for their participation in e-IRG activities.
IV. e-IRG PLENUM

The e-IRG plenum is the e-IRG delegates meetings, which will be held on a regular basis, typically twice a year. The exact number of annual meetings is decided upon by the e-IRG plenum.

V. e-IRG CHAIR

Mandate

The main tasks of the Chair are:

• to propose e-IRG activities
• to conduct meetings and to act as a moderator for discussions
• to propose draft agendas for meetings, and the corresponding draft summaries;
• to represent e-IRG in matters agreed by e-IRG.

The Chair shall be supported in his/her tasks by the Secretariat in the preparation of meetings, drawing up of minutes and other duties in the general interest of the e-IRG as required.

The Chair is appointed for a two-year once-renewable term. The Chair may be replaced by the Co-Chair in the event of unforeseen absence.

The Chair shall act in the general interest of the e-IRG and no longer as a country representative. The Chair’s country may not appoint an additional delegate.

Election of the Chair

The Chair is chosen from among the e-IRG delegates representing states. A European Commission representative may not be elected as Chair.

The designation of the Chair is prepared by a search committee which is formed by three e-IRG delegates from three different countries. The search committee should not include representatives from the same states as any confirmed candidates for Chair. The e-IRG plenum will discuss the proposal(s) of the search committee and reach a consensus. Renewing the term of the acting Chair is also by consensus.

The incoming or renewed Chair should be confirmed at the penultimate meeting of the sitting Chair, to take over responsibility in due time.
Exceptions

In the case that a strong and unresolvable conflict of ideas between the e-IRG delegates and its Chair arises, a qualified majority of e-IRG delegates, i.e. two thirds, may decide to resign the Chair.

VI. EXECUTIVE BOARD

An Executive Board will help the Chair in his duties.

The Executive Board consists of the e-IRG Chair and three delegates that represent the three states that currently make up the EU Troika. A member may decide to request a delegate from another state to take its place in the Executive Board.

The delegate representing the current EU Presidency country will act as second Chairperson (the so called 'Co-Chair'). The two delegates representing the Presidencies immediately preceding and succeeding the current EU presidency bear the title of Vice Chair.

At its own discretion the Executive Board may allow external advisers to contribute to specific discussions and/or participate in its meetings.

VII. DECISION PROCEDURE

Decisions in the e-IRG are taken by consensus in the e-IRG plenum and the delegates are encouraged to find full agreement on all decisions and recommendations. Consensus is defined as the lack of persistent resistance to a certain proposal.

The e-IRG plenum may establish (by consensus) a list of issues to be decided by two-thirds of e-IRG members majority voting.

VIII. TASK FORCES

The e-IRG may decide to set-up, for a limited period of time, Task Forces to analyse topical issues and to report to the e-IRG. Task forces may include non e-IRG members. At least three members of a task force must be e-IRG delegates belonging to three different member countries.

All material produced by a Task Force remains confidential until released by the e-IRG.

IX. SECRETARIAT

The Secretariat assists the e-IRG in its operation. In particular it assists the Chair and the Executive Board in preparing and circulating draft agendas, meeting summaries, and related documents and maintaining the e-IRG website. The cost of the Secretariat may be covered by funding received from the European Commission and by voluntary contributions from individual e-IRG members.

X. INFORMATION AND REPORTING

The main channel of information to national authorities should flow through the country representations themselves. A general report on what areas of activity are being dealt with by the e-IRG will be made available once a year, via the Secretariat, for information to the Council of Ministers, to the European Commission and to the EU Parliament.

XI. REVIEW

The Executive Board will review these Bylaws every two years. Changes suggested for the Bylaws have to be approved by the e-IRG Plenum, with consensus.

Bylaws e-IRG.pdf

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