General meetings, annual meetings and board meetings
Booking a meeting room
General meetings must be held between 15 February and 31 March in accordance with the unit's articles of association. If the general meeting is to be held at the IDA Meeting Centre, you can book rooms here, and if it is to be held at one of the regional offices, rooms and catering must be booked through your network coordinator. If the meeting is held elsewhere, the board is responsible for the practical arrangements.
Please note that premises in Copenhagen, Odense, Aalborg and Aarhus are in high demand, as all units must hold their general meetings within the same limited period. Therefore, set the date for the general meeting well in advance.
Agenda
An agenda must be prepared before the general meeting. The agenda is set out in the unit's articles of association/rules of procedure, but must, according to the rules, contain at least the items set out in section 7 (technical companies and regions) or section 6 (divisions) of the framework articles of association.
If a member wishes to submit a proposal for the agenda, this must be done in writing in accordance with the deadline specified in the unit's articles of association.
Election periods/re-election
Please note which board members can and will be re-elected. If new members are to be elected, they should be contacted well in advance so that they can give their consent. Your network coordinator will be happy to help you clarify which board members are up for election and whether they can be re-elected.
IDA's re-election rules are set out in IDA's articles of association and in the articles of association of the individual units.
Declarations of intent regarding IDA's election and re-election rules
– approved at the Executive Committee meeting on 8 June 2017
With this memorandum, the Executive Committee wishes to clarify the intention behind IDA's re-election rules, i.e. the provisions on when a member can be re-elected to an assembly after the member has fallen under the re-election rule. The Executive Committee's interpretation of the rules on the appointment of the chair of the Employees' Council (§14, subsection 2) has been added.
The chairperson's report
It is the chairperson's responsibility to prepare a report on the year's activities. The report must be presented to the members at the general meeting. For inspiration for the chairperson's report, it is a good idea to look at the general meeting package. You can find the general meeting package here, under the top item: 0. Reports on IDA units in general.
Report to IDA general meetings
The administration prepares a report for the technical area. This is sent to the chairperson, who can use it to supplement the unit's own report. At the regional level, a template is sent to all regional chairpersons, which they can use to help with the report.
Annual accounts and budget
The annual accounts are prepared by IDA. The accounts must be audited and signed by the elected critical auditor and the unit's treasurer. The deadline for signing will be stated in an information letter from the finance department. At the general meeting, the unit's accounts must be approved and the budget for the current year drawn up.
Practical details
The general meeting begins with a welcome from the chairperson, followed by the election of a moderator for the meeting. Remember to agree on a moderator well in advance of the general meeting and inform the network coordinator of the choice.
The network coordinator sends relevant material to the chairperson, treasurer and moderator electronically.
Ballot papers are sent by email to the chairperson or brought by the administration.
The network coordinator is also available to interpret the articles of association and re-election rules.
Announcement/Notice
Please note the deadline for announcement/notice in accordance with the unit's statutes. Contact the network coordinator well in advance of the desired announcement/notice date. The network coordinator will arrange for the announcement/notice in accordance with the articles of association – typically on ida.dk and in the newsletter.
Participation from the administration
At the region's general meeting, a member of the executive committee, a director from IDA and an IDA employee from Teknologi og Netværk will, as a rule, be present and will also take the minutes of the general meeting.
Once the general meeting has been held
Once the general meeting has been held, the minute-taker must send the minutes of the meeting to the moderator for approval. The minutes can be approved by email. Once the minutes have been approved, the network coordinator will send them to the board members. Remember to hold the inaugural board meeting as soon as possible after the general meeting.
Please inform the network coordinator of your constitution, and the coordinator will ensure that new board lists are drawn up and the IDA website is updated.
Updated board lists form the basis for drawing rights (participant lists/accounts), mailings and information from IDA in general.
Regional council meetings and board meetings
It is important that the board of each unit ensures a reasonable balance between the level of activity that benefits IDA members and the number of board meetings held.
Holding virtual board meetings can be a good alternative, saving both money for the unit and time for the individual board members. Contact your coordinator about this option.
Plan well in advance
Board meetings should be planned well in advance. Set dates and times for half a year or a whole year at a time. Send an email to the network coordinator with the dates once the meetings have been finalised.
The network coordinator does not participate in board meetings, but keeps up to date with the board's work and activities via the meeting minutes.
Distribution of agenda and minutes
The chairperson or secretary of the board is responsible for distributing the agenda and minutes to the board members by email, with a copy to the network coordinator.
Invoices/expenses
Remember to send invoices for board meetings as soon as possible after the meeting. Please fill in the travel invoice with the date, place, membership number, etc.
Documentation for expenses incurred must be attached.
If you have expenses in connection with an event, you must submit information about the event number, title and date, as well as the amount and your own membership number and account number to your coordinator.
The expense may only be settled for the event in question. The expense must be settled as soon as possible after the event.
Coordination meetings/planning meetings
The network coordinator may attend one annual board meeting immediately after the general meetings to greet new board members. The aim is to hold the meeting at the Ingeniørhuset or at one of the regional offices.