Role and Functions Executive Committee and Annual Member Meeting

Role and Functions Executive Committee and Annual Member Meeting

TheExecutive Committee

Tasks and responsibilities

Safeguards and supports the mission of the EFPC;
Provides general direction to the EFPC and its secretariat (coordinator and secretarial support), in terms of general strategic development and approval of general and annual plans, as prepared by the secretariat;
Defines governance of the EFPC, including membership criteria and membership fees;

Individual Executive Committee members actively contribute to fulfilment of the mission and activities of the Forum. In particular they:
Promote and represent the Forum and its objectives during their professional activities, whenever relevant.
Encourage organisations and persons to become participants in the Forum;
Contribute to developing activities of the Forum (agenda setting);
Contribute to acquiring resources for the Forum (fundraising);
Write or assess papers and make presentations to conferences, in agreement with the annual plan and with the secretariat.

Composition and membership

Is composed of 6-12 members; committee membership is by decision of the current committee, that decides by 2/3 majority.

Executive Committee members are resident of a country of the WHO European region and are appointed on basis of their interest in and contributions to primary care, and their adherence to the objectives of the Forum. There can be amaximum of 2 members per country. As long as the EFPC will be under full financial responsibility of NIVEL andthe EFPC will not become an independent entity,the NIVEL institute is represented with one member in the Executive Committee.

Annually, Executive Committee members submit a written declaration, stating their intention to act as Executive Committee member for the following year and declaring their interests, in agreement with the “principles” of the Forum.

Membership of the Executive Committee

Appointment of members is for a period of 3 years, with a prolongation of 2 times 3 years maximum.
All members who have participated in the Executive Committee from the creation of the Forum onwards in April 2005, are considered to have served on the Executive Committee for a first period of three years, per amendment date in May 2009.
The rotation scheme of the membership of the Executive Committee aims at gradual replacements, avoiding massive changes and facilitating fresh participation in the Executive Committee. Decisions on rotation are based on availability and contributions of the members and proposed by the secretariat. See for the proposed rotation grid annex A.

Chair

Among themselves, Executive Committee members appoint a chairperson, each time for a period of 3 yearswith a prolongation of 2 times 3 years maximum. The chairperson:

Plans the Executive Committee meetings and sets the agenda, with the assistance of the secretariat.
Chairs the Executive Committee meetings
Represents the Forum
Chairs theAnnual Member Meeting (AMM) to ensure the alignment with the members of the EFPC

Practical arrangements

Travel, accommodation and communication expenses for participation in Executive Committee meetings) are provided for.
Expenses for special assignments like representation of the Forum during events and conferences are reimbursed, if prior agreement with the secretariat.

Special advisors

The Executive Committee can identify special advisors to support its’ role in guiding the Forum. This function of temporary advisor will be for a fixed term and specific subject(s). The special advisor receivesno compensation for travel, accommodation and communication expenses as he or she will mainly act from a distance.

The Annual Member Meeting

Is the annual occasion for a meeting of the membership of the Forum with the Executive Committee and the secretariat and takes place at the conference or symposium organised by the Forum in that particular year

Is composed of registered members of the EFPC.

Advises the Executive Committee on the general direction of the Forum, in terms of mission statement, strategic objectives and activities.

The chairpersonthe Executive Committee chairs the Annual Member Meeting.

Members being present at the Annual Member Meeting receive no financial compensation or reimbursement of expenses for their participation.

Annex A:

The rotation grid for the present (dd: 11 March 2009) Executive Committee members:

Starting date / Enddatefirst term / Proposed enddate second term (with a possibility for a prolongation for a third and last term of 3 years)
Mr Prof Jan de Maeseneer, / 28th of April 2005 / 7th of May 2009 / 7th of May 2012
Chairman of the Board
Mrs Danica Rotar / 27th of August 2006 / 27th of August 2009 / 27th of August 2012
Vice chair of the Board
Mr Prof Peter Groenewegen / 28th of April 2005 / 7th of May 2009 / 7th of May 2012
Mr Michael Sobanja / 28th of April 2005 / 7th of May 2009 / 7th of May 2010
Mr Pim de Graaf / 28th of April 2005 / 7th of May 2009 / 7th of May 2011
Mr Valeriu Sava / 27th of August 2006 / 27th of August 2009 / 27th of August 2012
Mr Prof Giorgio Visentin / 28th of April 2005 / 7th of May 2009 / 7th of May 2011
Mrs Prof. Marianne Samuelson / 28th of April 2005 / 7th of May 2009 / 7th of May 2010
Mrs. Mona-Lisa Hägvide / 26th of February 2009 / 26th of February 2012
Prof A Niroshan Siriwardena / 27th of March 2008 / 27th of March 2011

Annex B:

The rotation grid of the appointed chair and vice-chair of the Executive Committee