Function of Executive Committee
The Executive Committee consists of the President, the President-Elect, the past President, the Executive Secretary and one ex officio. The Executive Secretary also serves as treasurer of the association and supervises the Secretariat.
The Executive Committee meets on demand. The Executive Committee has the quorum if all members are invited and at least three members participate. The invitation has to be sent in written form – either by letter or by email – by the president or in case of his/her circumvention by the Executive Secretary at least one week prior to the meeting. There is no subject to communicate an agenda for these meetings. Decisions of the Executive Committee are taken with simple majority of votes of its members. All decisions of the Executive Committee shall be put in writing and signed by the President and the Executive Secretary. Decisions can also be taken by written procedure, if all members of the Executive Committee agree to the proposed resolution in written form. The records of decisions shall be archived in the register of the Secretariat.
The Executive Committee is accountable to the General Assembly.
Tasks of the Executive Committee are the management of the Association, execution of decisions made by the General Assembly, administration of the Association's assets, and to summon the General Assembly. In particular, the Executive Committee prepares the annual work plan, budget and annual report of the tropEd Network for submission to the General Assembly.
The Executive Committee appoints working groups for specific tasks and receives their reports.
The Executive Committee promotes the concept and purpose of the tropEd Network internationally and it liaises with national and international institutions and organizations and other organizations as deemed appropriate.
Upon decision of the General Assembly, the President, the President-Elect, the past President and the other member of the Executive Committee may get a honorary remuneration of up to Euro 500.- per annum. In addition, the reimbursement of expenses will be possible. Justifications will be required which will be subjected to the auditing process. The Executive Secretary shall be paid a reasonable remuneration. So far all EC members are working on the volunteering basis.
Election of the Executive Committee
The President is elected from among the full members at the General Assembly one year prior to taking office. He or she will become a member of the Executive Committee for three years: one as President-Elect, one as President and one as past President.
No person may be elected as President who has directly before acted as President, President-Elect or past President for two successive periods of office.
The Executive Secretary and the other member of the Executive Committee are elected at a regular meeting of the General Assembly from among all members - including full members, collaborating institutions and individual members - for the period of three years and can be re-elected without restriction.
At the end of a legislative period the Executive Committee members remain in office until the next Executive Committee takes office. A period of office lasts one year. If an Executive Committee member is prevented from performing the business of the association due to legal or real reasons, a replacement shall be elected at the next regular General Assembly meeting, who will serve until the end of the respective legislative period.
Power of Representation of the Executive Committee
The Executive Committee is the legal representative of the association in litigation and for all other purposes. Its power is limited by the association's assets. The Executive Committee must clearly indicate when entering into a legal obligation on behalf of the Association, that the liability of the members of the Executive Committee is limited to the association's assets.
There must be at least three members of the Executive Committee to represent the association. Within the limits of its power the Executive Committee may order third persons to carry out certain activities. For vicarious agents or persons employed to perform its obligations, the Executive Committee is liable only in case of wilfully or negligent (culpa in eligendo) poor choice of servant.
The Executive Committee shall draft its internal rules, which shall be approved by the General Assembly.
In case that a contractual partner of the association forwards claims against a member of the Executive Committee under § 54 sentence 2 BGB (German Civil Code) as agent, such Executive Committee member can demand indemnity against liability or reimbursement of all costs and expenses in connection with that business.
The President and the President-Elect are empowered to represent the association in entering into necessary contracts of employment or service contracts with the Executive Secretary and the staff of the Secretariat in accordance with the decisions of the General Assembly.