FUNCTIONING ROULES

1. BOARD OF DIRECTORS

1.1 General Tasks

• Board application proposal to the OGM
• Designation of Executive Committee members
  
• ECTA strategy & policy
  
• Establishment of ECTA conferences / seminars programmes
  
• Accounts & budget
  
• Uses & sources of funds
  
• Membership
  
• Membership & meeting fees
  
• Projects of interest to the Industry
  
• Selection of Managing Director
  

1.2 Board Composition Rules

The Board invites representatives of member companies to become a member of the Board.

First selection criterion shall be the individual respectability of the representative, recognised by his peers as being a leader in his sector. The second criterion is that the company that he or she represents is a leading company in its sector. Leading company means a company that is recognized in the sector of its activities as highly performing, a trendsetter and important.

The composition of the Board will reflect the importance of the number of members per region.

Board members shall dedicate time and efforts to the ECTA activities and promote same within his or her company. She or he acts as the ambassador of ECTA within his or her company. A Board member shall at least attend one meeting per year. If not, the Board is entitled to dismiss him or her.

If a Board member stops working for his company or if his company does not fulfil any more the criterion of leading company, then this Board member has to resign either voluntarily or by decision of the Board. The Board will forthwith provide for the replacement of the Board member.

1.3 Executive Committee

The ECTA Board elects amongst its members a President, a Treasurer and 3 Vice-Presidents: one of these leaders of the European land transport industry represents the bulk segment, one the liquids, one the packed goods and one will be designated as Vice-President because he or she is considered a champion of Responsible Care.

The President, the 3 Vice-Presidents and the Treasurer form the Executive Committee. The ECTA Managing Director is in attendance.

1.4 Board Mandates

Duration of mandate of Board members will be set in such a way that mandates expire in different years in order to assure the continuity of the Board. This means that half of the Board members plus one must remain in function when other mandates expire.

1.5 Notices

The ECTA Managing Director will send notices for Board and Executive Committee meetings by ordinary mail, fax, e-mail, web communication or any other mean of written communication.

2. EXECUTIVE COMMITTEE

• Proposal of Board / Executive Committee and Industry Advisory Committee candidates to the Board
• Supervision of the daily management and assistance to the ECTA Managing Director in all tasks
  
• Representation of ECTA: two Executive Committee members, acting jointly or one Executive Committee member, acting together with the ECTA Managing Director
  
• Follow-up of implementation of Board decisions
  
• Co-ordination of relations with other Industry associations & authorities
  
• Co-ordination with the Industry Advisory Committee
  
• Promotion of ECTA activities with stakeholders
  
• Each Executive Committee Member is a Spokes person of ECTA for the relevant product segment, which he or she represents, all of which in coordination with the Managing Director.
  

3. MANAGING DIRECTOR

Board membership not mandatory

Tasks:

• Daily management
  
• Personnel management
  
• Implementation of Board decisions
  
• Progress report on activities to the Executive Committee and the Board
  
• Proposal of conferences / seminars programmes
  
• Legal representation of ECTA vis-à-vis other associations, courts, entities and authorities, acting alone or acting jointly with one Executive Committee member
  
• Proposal of projects to the Board with relevant budgets
  
• Convening, organisation, minutes and attendance of Board and Executive Committee meetings as well as of the Industry Advisory Committee and general meetings of members
  
• Convening and organisation of seminars, conferences and meetings, inclusive of selection and management of sub-contractors, accounting and finance
  
• Promotion & management of membership
  
• Promotion and management of ECTA activities
  
• Contacts with members, other associations, authorities, universities, speakers etc…in accordance with ECTA focus , strategy and relevant Board decisions
  
• Promotion of ECTA activities with stakeholders in coordination with the Executive Committee
  
• Responsible care development
  

4. INDUSTRY ADVISORY COMMITTE (IAC)

The IAC is formed of 3 representatives of the chemical industry, as well as the Cefic Responsible Care Manager and the Cefic Logistics Director.

The 3 chemical industry representatives are selected by the ECTA Board upon proposal of the Executive Committee, amongst leading personalities, representing major chemical producers, each of them being considered as “best in class” in one of the following segments: bulk, liquids and packed goods.

The IAC has 2 meetings per year with the ECTA Executive Committee to discuss the evolution of ECTA Responsible Care Development, of best practices developed in the transport sector and coordinate on important strategic issues of relevance for improving HSE and security in the European chemical transport sector, as well as suggest possible solutions to common problems between the chemical industry and the European transport sector of chemical goods.

Optimization of resources and avoiding of overlap between ECTA and EPCA is achieved in an informal way because members of the IAC who represent producer companies are also a member of the EPCA Supply Chain Program Committee. In addition, one member of the ECTA Board who represents a leading transport company is also a member of the EPCA Board.

5. ECTA REPRESENTATION

In any financial transactions and payment operations, the European Chemical Transport Association (ECTA) will be validly represented by two members of the ECTA Executive Committee acting jointly or one member of the ECTA Executive Committee and the ECTA Managing Director acting jointly.