The Annual General Meeting (AGM) is normally held within four months after the beginning of each calendar year. Additional meetings may be held each year if necessary subject to EC decision. The invitation and relevant documentation for ECVM meetings is distributed to the Board members by the Secretariat normally, at least 6 weeks before the respective meeting.
In the event that Board voting is required between the annual meetings, this may take place electronically (at the request of the EC). In this event, a minimum four week notice period for the deadline of voting is provided. Board members will be notified electronically of any impending ECVM vote.
Travel expenses of the members of the EC, the cost of meeting rooms and secretarial costs will be covered by the ECVM.
Draft Minutes of an AGM will be electronically distributed to all College Diplomats for comments normally within 30 days of the finish of the annual meeting. Following the incorporation of the comments, an electronic vote on accepting the Minutes will then take place within 15 days of distribution of the corrected text. All Board members are obliged to take part in the vote. Once accepted, the Minutes will be published on the restricted section of the ECVM website and a non-confidential summary of the Minutes will be published on the ECVM website.