5.1 The General Meeting

Also referred to as “EUROAVIA Congress”

At the beginning of a meeting of the EUROAVIA Congress, the following Congress officials shall be appointed by the Chairman:

1. two (2) minute takers, who have to be present during the entire business meeting;

2. two (2) representatives to check the minutes, who have to be present during the entire business meeting;

3. two (2) full associates of an Affiliated Society to count the votes.

The Annual Meeting of the EUROAVIA Congress (AMEAC)

Terms

The Annual Meeting of the EUROAVIA Congress shall take place within the two (2) weeks preceding the start of the Business Year on October first.

The minimum agenda

The AMEAC agenda shall contain at least:

1. opening;

2. approval of the agenda;

3. approval of the minutes from the previous EUROAVIA Congress;

4. International Board Business Report and Financial Report;

5. Auditor’s report;

6. presentation of the Business and Financial Plan;

7. handover of the International Board;

8. Working Group’s reports;

9. distributed local reports of the (Prospective) Affiliated Societies / (Prospective) Adjunct Members;

10. the Election of the auditors;

11. the Election of the Affiliated Society to host the next meeting of the EUROAVIA Congress;

12. Hikkeli Mikkeli;

13. closure.

The Electoral Meeting of the EUROAVIA Congress (EMEAC)

Terms

The Electoral Meeting of the EUROAVIA Congress shall take place within the two (2) weeks preceding or following the start of the second half of the Business Year on April first.

The minimum agenda

The EMEAC agenda shall contain at least:

1. opening;

2. approval of the agenda;

3. approval of the minutes from the previous EUROAVIA Congress;

4. International Board Midterm Business and Financial report;

5. election of Designated International Board members;

6. Working Group’s reports;

7. distributed local reports of the (Prospective) Affiliated Societies / (Prospective) Adjunct Members;

8. announcement of the Affiliated Society to host the next meeting of the EUROAVIA Congress;

9. Hikkeli Mikkeli;

10. closure.

The Extra Meeting of the EUROAVIA Congress (ExMEAC)

Terms

1. Every meeting of the EUROAVIA Congress which is not an Annual or Electoral meeting shall be called an Extra Meeting of the EUROAVIA Congress (ExMEAC).

2. The organising Affiliated Society of the Extra Meeting of the EUROAVIA Congress shall make available housing for two (2) representatives per Affiliated Society. Additional participants must organise their participation by themselves, if not provided by the organising Affiliated Society.

The minimum agenda

The preliminary agenda of the ExMEAC is set up by the International Board. Besides the opening, Hikkeli Mikkeli and closure, the preliminary agenda must at least contain the discussion items stated in the summoning.

Representatives

1. A representative of an Affiliated Society must not be an International Board Member.

2. The representative shall have a written statement, the Letter of Authorisation, confirming their mandate, signed by at least two (2) board members of the Affiliated Society, one of them being the President of the Affiliated Society. This letter must be handed to the Chairman of the EUROAVIA Congress at the beginning of the congress or sent via e-mail before the beginning of the congress.

3. A representative who is not able to prove his/her mandate as stated above loses his/her right to vote. Exceptions to the loss of the right to vote are made under the following circumstance:

   1. one of the two (2) representatives is the current President of the Affiliated Society he represents. This has to be proven;

   2. the Chairman of the EUROAVIA Congress receives the letter of Authorisation mentioned in b via mail or other appropriate means.

Minutes

1. The minutes of a meeting of the EUROAVIA Congress shall be sent out by the Secretary of the International Board at least four (4) weeks prior to the next EUROAVIA Congress.

2. In case of an objection to the minutes, the objection has to be made at the next EUROAVIA Congress.