Version 6– 18/08/2011

EIBI TEAM

Structure and working modalities

Working document

EIBI Team mission

  • Within the broad orientations given by the SET-Plan Steering Group, approve and refine / update the EIBI Implementation Plan (IP)
  • Ensure the implementation of the EIBI. This involves defining the most appropriate implementation modalities for the bioenergy sector, also taking into account the interests of Member States and Associated Countries, and the need of overall coherence between the different EIIs.
  • Monitor the progress of the IP through the defined KPIs.
  • Inform the Steering Group on the progress of the IP.
  • Address cross-cutting issues as necessary in collaboration with other EII Teams.
  • Ensure communication where appropriate with stakeholders and interest groups.

Membership

The EIBI Team is composed of

  • 8 representatives of industry, nominated by their respective industry organisations (6 from the biofuel industry nominated by EBTP, 1 nominated by COGEN, and 1 nominated by Euroheat & Power)
  • 1 representative per EU Member State or Associated Country committed to the EIBI
  • 4 representatives of the European Commission
  • 1 representative of the European Energy Research Alliance (EERA). EERA representative will not participate in project selection decision for the core activities (demonstration and flagship plants).

All Team members ensure the widest possible representation of the views of their respective stakeholder group, which for Member States encompasses both public and private perspectives.

The EC reports to and liaises with the SET-Plan Steering Group Secretariat. The Joint Research Centre representative has also the particular role to ensure effective involvement of the Team in the implementation of the tasks of the Strategic Energy Technology Information System (SETIS).

The EBTP secretariat attends the EIBI meetings as observer. It reports to and ensures liaison mainly but not exclusively with industry.

EIBI Team working modalities

  • The EIBI Plenary iscomposed of all the members listed above, and is the ultimate responsible for any strategic decision regarding the EIBI definition and implementation, in accordance with the EIBI Team mission. In particular, it decides on:

-Priority activities and time frame;

-Ways and means to implement these activities;

-Mandates to be given to the Coordination Group, working groups and project steering groups

Each MS/AC hasonly one official member in the Plenary; however he/she may attend the meetings accompanied by a national expert when considered necessary.

The Plenary is chaired by the EC.

  • The Coordination Group is composed of6 persons (or their respective substitutes): 2representatives of industry, 2 of Member States and 2 of the EC. Members are appointed by the Plenary from among EIBI Team members. Its role is to support and provide impetus to the Team, so that the actions included in the EIBI Implementation Plan are implemented timely and completely. It will be in charge of:

-Organising the meetings of the Plenary

-Preparing draft agendas for the Plenary

-Ensuring the implementation of the decisions agreed by the Plenary

Half of the members of the Coordination Group will be renewed every year in each of the stakeholder representation (Industry, MS, EC).

  • Project steering groupsare created when appropriate to follow-up the projects funded within the framework of EIBI. These liaise with the Plenary and thus facilitate adequate communication and monitoring. Each project steering group involves industry, MS/AC and EC.
  • Where necessary, working groupsare created to work on specific / technical issues. As a general rule, these groups are composed of a maximum of 6 persons (or their respective substitutes) with the required technical skills, and can include experts external to the Plenary if appropriate. To the extent possible, working groups involve industry, MS/AC, possibly EERA and EC.

Secretariat

The Secretariat of the EIBI is ensured by the EC. It provides administrative support to the Plenary and to the Coordination Group, and liaises with the EBTP secretariat for communication with industry.

Working Groups and project steering groups have their own secretariat, decided on a case by case basis by the Plenary.

Frequency of meetings

  • The number and frequency of meetings of the Plenary depend on the needs stemming from the Implementation Plan, and are determined on that basis. However, a minimum of two meetings per year is considered.
  • The Coordination Group decides on the number and frequency of its own meetings depending on the needs stemming from the Implementation Plan
  • The different working groups decide on the number and frequency of their own meetings, on the basis of the mandate and deadlines given by the Plenary.
  • One communication eventis organised each year.

Decision making

  • Consensus is the principle for decision making within the Plenary. This requires its members to make an effort and to be flexible to achieve the necessary agreements. When consensus can not be reached, the Plenary reports to the SET-Plan Steering Group on the diverging views and positions. The SET-Plan Steering Group endeavours to facilitate an agreement. When some members were absent at a Plenary meeting, they have the opportunity to react on a decision within 3 weeks after the circulation of the minutes.
  • When decisions on a certain subject are delegated to the Coordination Group, to a project steering group or to a working group, this group also decides by consensus. When consensus can not be reached, the concerned group reports to the Plenary on the diverging views and positions. The Plenary endeavours to facilitate an agreement.

Involvement of additional actors

  • When the issues to be discussed by the EIBI Team make advisable the presence of the EIB, a representative of this institution is invited to join specific sessions. In these, the EIB acts as an advisor and possible actor of the EIBI implementation.
  • Representatives of other EIIsare invited when appropriate to EIBI Team meetings via the SET-Plan Secretariat in order to share experiences between different EIIs.
  • Extended meetingsare organised once a year. These aim mainly at presenting the EIBI's progress, achievements and planned activities to a broader range of stakeholders such as, inter alia:

­Technology Platforms of relevant sectors: Plants for the Future, Forest-Based Sector Technology Platform (FTP), European Technology Platform For Sustainable Chemistry (SusChem) and the Heating & Cooling European Technology Platform.

­Sectorial organisations: AEBIOM, CONCAWE, ASEA, ASD, European Biodiesel Board (EBB), ePURE, Copa-Cogeca and Europabio.

­NGOs: International Network for Sustainable Energy, International Union for Conservation of Nature, Green 10, Bellona

These stakeholders are invited to participate for keeping them informed on progress and activities and for giving them the opportunity to comment.