Article 4
Governance of the colleges
The CCP’s competent authority, shall at least ensure that:
the objectives of any meeting or activity of the college are clearly identified;
the college meetings or activities remain effective, while ensuring that all college members are fully informed of the college activities that are relevant to them;
the timetable for meetings or activities of the college is defined so that their outcome provides assistance to the supervision of the CCP;
the CCP and other key stakeholders have a clear understanding of the role and functioning of the college;
the activities of the college are regularly reviewed and remedial action is taken if the college is not operating effectively;
the agenda is set for an annual crisis management planning meeting amongst members of the college in cooperation with the CCP if necessary.
To ensure the efficiency and effectiveness of the college, the CCP’s competent authority shall act as a central point of contact for any matter related to the practical organisation of the college. The CCP’s competent authority shall at least perform the following tasks:
draw-up, update and circulate the contact list of college members;
circulate the agenda as well as documentation for meetings or activities of the college;
record minutes of the meetings and formalise action points;
manage the college website or other electronic information-sharing mechanism, if any;
where practical, provide information and specialised teams where appropriate, to assist the college in its tasks;
share information in an appropriate manner among members of the college.
For the purposes of point (b), the CCP’s competent authority shall circulate a draft agenda for each meeting of the college, other than for meetings called in emergency situations, well in advance of each meeting, in order to enable the members of the college to contribute to the setting of the agenda, in particular by adding points to the agenda.
The agenda shall be finalised and distributed by the CCP’s competent authority to college members sufficiently in advance of a meeting of the college. The CCP’s competent authority and other college members shall distribute any information to be considered at a meeting of the college well in advance of the meeting.
For the purposes of point (c), the CCP’s competent authority shall distribute the minutes of meetings to college members as soon as practicable following the meetings and give them sufficient time to comment.
College members may request that the CCP’s competent authority holds a meeting of the college. The CCP’s competent authority shall duly provide reasons for any rejection of such request.