Formation of Technical Committees (TCs):
TCs will be formed by the Secretary General (SG) when so decided at a General Assembly.
The ExeCom may provisionally authorize the operation of a TC before the approval of the GA.
a) Any proposal for the setting up of a TC shall include the suggested terms of reference, the scope, and be sent to the SG.
b) Any new work item proposal in a TC or TG shall be supported by at least three Ecma members of which there is at most one NFP.
The ExeCom shall nominate a provisional Chairman and Vice-Chairman.
The SG shall then convene the first meeting of the TC.
Operating procedures – Rules and recommendations for the TCs:
Members of TCs are representatives of Ecma members.
Members of Ecma are entitled to send one or more representatives to any TC.
Voting on any matter shall be by simple majority of Ecma TC members. Each Ecma member has only one vote.
It is recommended that in the course of its ordinary work the TC should not use voting unless it is impossible to make progress without a vote.
One-time visitors can attend a meeting only at the invitation of the SG at the request of the TC. They have no voting rights.
Individuals can participate in the work of a TC as invited experts. They participate only at the invitation of the SG at the request of the TC. They have no voting rights. Invited experts shall comply with the Ecma policies and sign the appropriate form before participating. The invitation to participate may be withdrawn by the SG at any time.
The provisional Chairman and Vice-Chairman nominated by the ExeCom shall act for an initial period which shall be not less than six months from the date of the first meeting and which shall include the first three meetings.
At the first meeting of the TC which takes place after the end of the initial period, a Chairman and Vice-Chairman shall be elected from among the ordinary member representatives. However, when no ordinary member representative is available for such responsibility, the TC may appoint an individual as Chairman and / or Vice-Chairman among the remaining Ecma members and the GA shall be notified.
The Chairman and Vice-Chairman, having been elected from among the member company representatives, hold office for a term of 12 months and are eligible for re-election.
Meetings of the TCs shall be conducted by the Chairman, according to the By‑laws and Rules of Ecma. A -representative of the Secretariat shall act as Secretary for all TC meetings. The Vice-Chairman or an appointed TC expert should assist the secretary and should act for the secretary if the latter is unable to attend.
Agenda for meetings of the TCs shall be prepared by the Chairman and an officer of the Secretariat taking into account suggestions made by members of the TC. The agenda shall be made available to all members three weeks before each meeting; at the opening of the meeting it can be updated and it shall be approved.
The secretary of a TC shall be responsible for the preparation of minutes of the meetings.
The minutes shall be made available by the secretary within three weeks after a meeting to all members of the TC, the General Assembly, and the ExeCom.
The first item on the agenda of each TC shall be the review and approval of the minutes of the preceding meeting. The minutes, after approval, shall constitute the official record of the meeting of a TC.
Any amendment of terms of reference of TCs shall be addressed to the SG for discussion between the TC Chairman and the ExeCom. The ExeCom may provisionally authorize such amendment before the approval of the GA.
The Chairman is responsible for the preparation of a semi-annual report for each TC: He will be assisted by the Vice-Chairman and an officer of the Secretariat in this task and the report will be submitted to the General Assembly. The report will contain a description of the results achieved to date and an outline of the work to be carried out during the next year.
This report will be made available to all members of the TC for approval.
Any member of a TC has the right to ask for a minority report, which they shall provide, to be included into the semi-annual report.
The work of all TCs will be discussed every six months at a meeting of the ExeCom and the SG at which meetings the semi-annual reports will be presented.
First priority in discussion at the meetings of the TCs shall be given to items on the agenda.
Under no circumstances should any technical contribution be decided upon at a TC meeting unless it has been made available to all TC members at least three weeks before the meeting.
Face-to-face meetings may be held in Geneva or at any other place. Economy and efficiency shall be a factor in choosing the meeting place and the meeting mode. Electronic or a combination of electronic and face-to-face meetings are possible options, left to the TC’s decision.