5. With regard to meals and refreshments for online meetings, IDA Private Sector follows the current principles for spending IDA's funds as defined by the Executive Committee. § 3. Convening meetings 1. Meetings are convened and the agenda is sent out at a notice of at least 7 days, however, for urgent matters, a meeting may be convened at shorter notice. 2. A meeting requested by a member of the Board must be held by no later than 8 days after receipt of the request. 3. Deputies and observers are invited to, and may attend, meetings and seminars of the Board. § 4. Agenda 1. In collaboration with the Secretariat, the Chairperson lays down the agenda of the Board meeting and distributes the agenda as well as the material to be discussed with the notice convening the meeting, to the extent deemed necessary by the Chairperson. 2. The agenda for ordinary meetings of the Board must, as a minimum, include: • Approval of the agenda • Next meeting of the Council of Employees • Briefings from the Chairperson • News from the Secretariat • News from members of the Board, deputies and observers. • AOB • Evaluation of the meeting 3. Urgent matters outside the agenda may be processed when all present members of the Board vote in favour of this. A matter that is purely of information to the Board may always be considered outside the agenda. § 5. Decisions 1. The Board has a quorum when at least half of its members are present (in-person or online). All decisions are by simple majority of votes. In the event of parity of votes, the Chairperson has the casting vote. In the absence of members of the Board, deputies have voting rights in the order in which they were elected. 2. The vote must be carried out in writing at the request of one member of the Board. 3. Contested elections for seats are carried out using written ballots.
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