PART A: THE BOARD
A1. The Board shall inform the Members through the secretariat of any vacancies on the Board as an item on the agenda of the General Assembly.
A2. Candidates to fill the vacancy may be nominated in writing by both Members and Board until two weeks before the commencement of the General Assembly at which voting will take place. A list of candidates and short CV will be distributed to all National Representatives at the beginning of the General Assembly.
A3 .In the event of there being more candidates than vacancies then each vacancy shall be voted for separately. This voting shall be repeated until one of the candidates obtains more than 50% of the valid votes cast. After each round of voting the candidate obtaining the least number of votes shall be eliminated from the voting for the vacancy. The procedure shall be repeated for any remaining vacancy with all candidates not elected in a previous round of voting being included.
A4. The newly elected Board member shall commence his duties immediately after his/her election by the General Assembly.
A5. The Board should validate the hiring of employees of REHVA following a proposal by the President or any Board member.
PART B: THE SECRETARIAT
B1. The secretariat shall be situated in the country of one of the members, as the General Assembly shall decide.
B2. The secretariat shall be responsible for execution of the policy established by the Board and the General Assembly in all administrative, marketing and financial matters, including the recording of the Minutes of Board meetings and General Assembly meetings.
B3. The secretariat shall act as the communication and information centre of REHVA. The secretariat shall report regularly to the President about the ongoing activities.
PART C: THE SECRETARY GENERAL
C1. A Secretary General (SG) can be appointed by the Board after a proposal by the President or any Board member and its acceptance by the Board.
- Implements the policy and working programme developed and approved by the President and the Board of directors,
- Leads the secretariat; other employees of REHVA report to the SG,
- Assists the President in the preparation of the Board meetings and General Assembly with help of REHVA personnel, including the financial reports and budget in collaboration with REHVA treasurer.
- Supervises and helps the Committees and Task Forces,
- Develops relations with Members and improves services to Members,
- Organizes the Task Forces and the development of guidebooks,
- Develops external relations with other organizations and the European Commission (EC),
- Endeavours to Influence the European Union (EU) and EC policy related to REHVA’s areas of interest
- Promotes REHVA within the industry in REHVA’s domain,
- Under the delegation of the President, and in coordination with Board members and REHVA personnel, the Secretary General may participate or represent REHVA in national and international events.
- Contributes to the development of new EU-projects,
- Supervises REHVA communication tools,
- Develops regional activities of REHVA.
C3. The Secretary General is not a member of the Board. However he may attend the Board meeting at the invitation of the President, but without voting rights.
C4. The duration of appointment of the General Secretary is one year and is renewable.
C5. The President shall inform the General Assembly of the nomination of a Secretary General.
PART D: MEMBER'S RIGHTS, DUTIES AND MEMBERSHIP FEES
D1. All categories of Members shall pay a membership fee the amount of which shall be proposed by the Board and approved by the General Assembly.
D2. The annual membership fee payable by all categories of Members of REHVA shall be as the Board annually recommends and as the General Assembly shall approve. The Board may propose to the General Assembly different Membership categories.
D3. Members shall inform the secretariat at the earliest possible date of all national congresses, conferences and seminars they intend to organize to enable the secretariat to help avoid conflict of dates and to announce such meetings to other Members.
D4. An individual member of a National Member Association may participate in congresses, symposia, seminars etc. arranged by any other Member but sponsored by REHVA at the same fees as the personal members of the Member arranging the meeting.
D5. The sales of REHVA publications are organized through the REHVA office and National Member Associations. However, an individual member of a National Member Association, or a REHVA supporter, may buy REHVA publications at a reduced price fixed by the Board. All other persons or companies shall pay the full price for REHVA publications which are fixed by the Board.
D6. National Member Associations, Supporters and Co-operating Organizations shall appoint a representative(s) for REHVA. The representative acts as a link between the Board and secretariat of REHVA and his own entity.
The duties of the representative include information from REHVA to his own entity and vice-versa, organization of the participation of his own entity in REVHA’ s activities, assistance of REHVA in its contribution to activities achieved by his own entity.
PART E: COMMITTEES OF REHVA
E1. Article 12 enables the Board to set up committees and other bodies with specific duties. These are:
- Standing Committees.
- Task forces
- Special commissions
Standing Committees are supervised by the Board and report once a year to the General Assembly. The working rules of the committees must be approved by the Board. The committees may have an independent budget approved by the Board each year. The standing committees report to the Board on a regular basis. Members may form regions and platforms based on regional, climatic, economical and cultural reasons. The Members should inform the Board, which will give a formal approval of this initiative.
E2. The Standing Committees are:
- The Publishing Committee (PC)
- The Technology and Research Committee (TRC)
- The Education Committee (EC)
- The Awards Committee (AC)
- The Supporters Committee (SC)
And other committees as the Board may decide shall become Standing Committees. Each committee has to specify its objective and guidelines for operation. The board shall approve these guidelines.
E3. The Board must approve the Chairpersons of the Standing Committees. The nominations of the voting members of standing committees are proposed by the chairperson of the committee and approved by the Board.
Each committee may also have non-voting, corresponding members; at the decision of the chairperson of the committee Committees may form expert groups for information exchange and other purposes.
E4. The activities and working plans of all committees shall be reviewed annually; Committees’ chairpersons shall send their reports and activity plan to REHVA office for the attention of the Board a minimum of two weeks before the General Assembly.
E5. A specific budget may be allocated by the Board in order to organize the work of the committee. This budget, if allocated, is revisable each year.
E6. No committee may commit REHVA to any expenditure without formal prior approval of the Board.
REHVA may appoint representatives to the co-operating organizations or working groups. The purpose of the representation is to enhance information transfer between REHVA and the other organizations, work towards the common goals and develop cooperation for mutual benefit, and bring the REHVA´s expertise to the organizations.
The tasks of the representatives are to enhance the information exchange by:
- informing REHVA secretariat of the date and location of coming meetings as soon as the dates are set
- writing a small note before or after each meeting for the REHVA newsletter
- writing annually an article for the REHVA journal
- writing a short summary for the REHVA annual report to be presented to the general assembly
- informing REHVA Technology and Research Committee about the activities and making initiatives with the organization if deemed feasible from REHVA´s viewpoint
E7. Appointments include:
- Standing committees: PC, TRC, EC, SC, AC
- Editorial Board of REHVA journal,
- Representatives of REHVA in co-operating organizations (CEN, IIR, AIVC, Eurovent, etc.).
- REHVA Club
- The appointment should be only for one or two years.
PART F: TASK FORCES
F1. The goal of Task Forces is to develop and promote HVAC- technology, energy efficient and healthy buildings, to advance HVAC sciences, to disseminate information, to review important issues, and describe the broad consensus of opinion among experts on such issues. The working plan of a Task Force should include clear objectives, the activities involved (meetings and workshops), tentative budget and target dates, preferably co-ordinated with the REHVA General Assembly, Clima and other related meetings and conferences, especially those co-sponsored by REHVA such as RoomVent, EPIC, Healthy Buildings, Cold Climate HVAC etc.
F2. Task Force titles, chairpersons and work plans must be approved by the Board. The Board may delegate the approval to committees.
F3. Task Force chairpersons shall provide a working plan within 3 months of receiving REHVA Board approval. The plan shall include the scope, a plan of action, and a list of members of the Task Force who have agreed to play an active part in drafting and reviewing materials for the task.
F4. External funding (if any) and use of funding for task force activities must be approved by the Board or committee under which the Task Force is established.
Public support to the Task Forces, such as the EU, will be acknowledged in the reports of Task Forces. Private support will be acknowledged in the REHVA publications
F5. Task Force chairpersons should submit a list of at least 4 possible peer reviewers for the publications of the Task Force. Three or more peer reviewers approved by the board shall review the final draft task force document. Any REHVA Member society or Member of the REHVA Board may make recommendations on peer reviewers. The Board shall make certain that review comments and concerns are considered in the final document. Final approval of all documents shall be notified by the REHVA Board before publication.
F6. Task Force chairpersons are encouraged to convene working group meetings or workshops during or in connection with major international conferences to discuss the draft before it is finalised and prepared for peer review. Thus, a complete draft document would be available and circulated in advance of the meeting.
F7. REHVA Task Forces will produce guidelines and reports. These documents may be prenormative work and support standards, or be consensus documents on engineering practice, or position papers in the area of HVAC technology. The primary language for a task force report is English. The reports may be translated into national languages. All documents produced by REHVA Task Forces shall be the sole property of REHVA.
Reports (“REHVA guidebooks”) will be printed and circulated and sold by REHVA. All Member Societies will get a certain number of copies free of charge. The REHVA Board sets the price of the reports. The reports are sold to REHVA Member Societies, and possibly other parties, at a discount price for resale.
REHVA has the exclusive publication rights to the products of the Task Forces.
PART G: SUPPORTERS
G1. A REHVA supporter can be a company or an organisation that shares the same objectives as REHVA.
G2. The Rights and services of REHVA supporters are approved annually by the Supporters Committee.
G3. Supporters pay an annual fee that is approved by the General Assembly. This fee may be different for different supporters.
G4. Supporters have the right to attend the REHVA General Assembly (open part) and committee meetings at General Assemblies.
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