08. Regulations on Organization of Presidential Board Meetings

Amended by the 1994, 1995 and 1996 General Assemblies.

These are the minimum requirements.

The Presidential Board assembles at least once every three months.

The venue and exact dates shall be approved by the General Assembly preceding the Executive Board meeting. In between meetings of the General Assembly the President shall decide.

An offer or an application for option to organize the Presidential Board meeting shall be submitted on the prescribed form (A.07/ A.06) to the President who shall make a recommendation to the General Assembly.

The schedule for the Presidential Board meetings is determined in the sole discretion of the FIDE President who takes into account the number of items on the agenda, transport accessibility, suggestions from members of the Presidential Board, and any other information he considers relevant.

The information regarding the schedule approved by the President shall be communicated to the members of the Presidential Board and other invited participants in advance.

In addition to quarterly meetings, meetings may take place by video- or teleconference.  Votes can also be expressed by e-mail from certified addresses.

A member of the Presidential Board has the right to vote by e-mail from a certified address during the in-person meeting of the Board, which he cannot attend. In this case, his vote will be taken into account when calculating the quorum and determining the voting results.

The only natural / legal persons who can introduce items to be put on the agenda of the Presidential Board meetings are FIDE officials in the sense of Chapter 03 of the FIDE Statutes, or FIDE Member Federations.

Any proposals for the agenda shall be made no later than two weeks before the date of the Presidential Board meeting. Authorized natural / legal persons are encouraged to make their submissions well in advance.

Beyond the above-mentioned deadline, a FIDE official and / or a FIDE Member Federation may add an item to the agenda of the Presidential Board meeting only in the event of unforeseen or extraordinary circumstances. It is the FIDE President, in his sole discretion, who has the authority to classify any events as unforeseen or extraordinary.

When a FIDE official and / or a FIDE Member Federation proposes an item for inclusion on the agenda of the Presidential Board meeting, they are required to adhere to the following protocol:

• prepare a proposed draft resolution and submit it in writing;
• provide copies of all documents that are directly related to the item discussed and to the proposed resolution;
• in the event of a person planning to directly voice his proposal to the Presidential Board meeting, they should indicate the desired time of oral presentation,

In the preparation for the Presidential Board meeting, the Secretariat is obliged to request, to compile and to include in the materials for discussion the preliminary written opinions of the competent FIDE officials, as well as other FIDE staff (including legal advisors) and independent experts on the validity and feasibility of a suggested proposal. Any matters related to the involvement of particular persons in providing such opinions are decided by the FIDE President and the Executive Director.

(GA '96)The host federation shall pay the amount of SFr.2,000 to FIDE as cost of each round-trip air-ticket to the venue for the President, Hon. President, Deputy President, 5 Vice Presidents, General Secretary and Treasurer.

(GA '96)The host federation shall pay the cost of hotel rooms and all meals for the President, the Hon. President, the Deputy President, the 5 Vice Presidents, the General Secretary and the Treasurer during their stay.

(GA '96)A suite shall be provided for the President, and double-rooms for the Hon. President, Deputy President, the 5 Vice Presidents, the General Secretary and the Treasurer.

Other members of the Presidential Board shall be responsible for their own transportation to the venue and for their hotel costs. The host federation shall arrange concession rates for hotel rooms for members of the Presidential Board and other persons attending the meeting.

The host federation shall provide local transportation for all persons attending the Presidential Board Meeting.

A chauffeured car shall be provided for the official use of the President.

Facilities

The Meeting shall be conducted in the English language.

A meeting room for approximately 20 persons shall be provided for the exclusive use of the Presidential Board for the two days of the meeting.

(GA '96)An office for the exclusive use of the Executive Director shall be provided. This shall be available three days before the meeting begins and shall be equipped with computers, electric typewriters, a heavy-duty copying machine and stationery.

(GA '96)One secretarial assistant capable of typing in English shall be provided to assist the Executive Director from the day of his arrival.

(GA '96)The Presidential Board meeting shall be organized concurrent with a significant FIDE event or in order for the Board and/or Board to inspect preparations for a significant FIDE event.

(1979 Congress - It was agreed to maintain the practice of reporting on Board meetings in the Circular Letters instead of distributing minutes to all federations.)