CICC Working Groups General Rules
1) A Working Group of the CICC (WG) and a Chapter (CH) may be established upon approval of the CICC Board, following a formal request sent to the Secretary General (SG). Such request must include the WG or CH’s objectives, goals, area of interest, general operation program and list of companies interested in joining said group.
2) Setting-up of a WG may be proposed by a minimum number (5) of Members belonging to the same industry or operating in complementary businesses and must be unique on national territory. In the same way, setting-up of a CH may be proposed by a minimum number (5) of Members belonging to different industries but operating in the same geographical area. The Board can temporarily authorize the setting-up of a WG/CH requested by a number of Members below the minimum required, but the Members will have to reach the minimum number of 5 within 3 months. A CH is open to all Members from all industries and operate in localized geographical areas. All Members of a WG and CH have an equal, non-hierarchical status and can participate in all the activities of said groups.
3) Each WG and CH nominates one coordinator and one or more vice-coordinators based in different geographical areas, who must be Supporting Members of the CICC. Nominations are renewed once every two years and are to be approved by the CICC Board (such approval to be sought immediately after the nomination of the new coordinator and vice-coordinator(s) by the WG or CH). The approved coordinator and vice-coordinator(s) will have to consent in writing to this regulation and the Code of Conduct of the CICC. The coordinator and vice-coordinator(s) of the WG and CH shall keep at all times an updated contact list of the Members of their WG or CH. A minimum of one between the coordinator and vice-coordinator(s) and the companies they represent must be resident/registered in China. The Members can be nominated coordinator and or vice coordinator twice for each position.
4) For the election of the new coordinator and vice-coordinator(s), a meeting of the WG or CH must be held after sending a notification at least 30 days in advance, asking the members that wish to do so to present their candidacy. During the voting, each participant can vote for two candidates. The vote is secret and every meeting participant can also make a proxy vote.
5) WG and CH meetings must be held at least every 3 months (at least 4 annual meetings). The Members that participate in the meeting must have a valid membership card for that year. Attendance by non-Members should be allowed only for get-to-know purposes and only once a year.
6) A WG or CH organizes its activities independently. Each year, the coordinator and vice-coordinator(s) must prepare a general operation program containing the objectives and related steps to be undertaken. They must also pinpoint the main issues of their industry (or geographical area, in the case of a CH) and prepare a document (Position Paper) to sum them up, together with their related possible solutions and inform the CD and SG. Said document will have to be updated each year, as to keep track of both the work done and the steps to be implemented in the future.
7) The coordinators (or the vice-coordinators) of a WG must inform the President (or a council member appointed by the President), and the SG about their scheduled meetings. Similarly, the coordinators (or the vice-coordinators) of a CH must inform the Vice-President and the local CICC Manager. They also have to schedule and attend the meetings. Afterwards, they must write the minutes that will be sent to all members. A monthly report must be sent to the Board by the coordinator. When deemed necessary, the Board may ask the coordinator to provide more details.
8) No operational or financial commitment should be required by the CICC in the operations of a WG or CH (the Local CICC Manager may provide assistance to a WG or CH). A WG or CH may use the CICC’s offices and/or spaces to organize its activities. Furthermore, a contact person from the CICC will be assigned to each WG and CH to support their activities, when resources are available. All activities that require the support of the CICC must be approved by the Local CICC Manager.
9) The WG and CH, its coordinator and vice-coordinator(s) may not represent the Chamber vis-à-vis any third party (the logo of the CICC may not be used in any circumstance without prior approval of the CICC Board) and may not in any way bind the CICC.
10) Each WG and CH agrees and coordinates respectively with the President (or a council member appointed by the President) and with the local VP (or a Board member appointed by the Vice-President) any activity which may have external visibility (including seminars and other activities whose attendance/audience is not restricted to the WG and CH Members only), contacts with PRC government representatives (both on national and local level), and advertisement contents to be published on public channels. Said contents must be in line with the CICC program and objectives. In particular, during interviews or events with high media coverage, it is advisable to limit the participation of Board members and WG or CH coordinators and vice-coordinators. Members outside the Board whose knowledge is more appropriate to the event’s content should be encouraged to attend. The Secretary General shall receive on a regular basis the list of the PRC government contacts in order to create a database to be always kept updated and available for the CICC to use.
11) A WG or CH coordinator and vice-coordinator(s) must have a deep knowledge of their industry (or geographic area in the case of a CH) and China’s economic system. They must also guarantee a constant support and participation in the WG or CH activities to fulfill the duties required of their positions. Should this condition not be respected, the Board will have the power to activate the necessary substitutions.
12) Board Members will be able to supervise WG and CH activities on the basis of deliberations delegated. Moreover the Board Members within it cannot be nominated as a WG or CH coordinator or vice-coordinator, with the exception of the first 2 years of coordination of a newly established WG or CH (first mandate). The new coordinators must be elected within these 2 years.
13) The activities of the Board Members, of the coordinators and vice-coordinators of the WG or CH must solely pursue the interests, the promotion and protection of all the economic activities of the members. They must therefore not seek personal or their company’s interests.
14) The Board Members, the coordinators and vice-coordinators of the WG and CH must always be respectful of the image and the reputation of the CICC when in public. This applies also after the end of their mandate. Furthermore, it is of the utmost importance that they all refrain from taking advantage of their role to seek personal or their company’s interests.
15) Should a Board Member, a coordinator or a vice-coordinator of a WG or CH end his/her employment relationship with the company Member of CICC with whom they were elected, they shall inform the President and the SG in case of WGs, and the Vice-President and the Local CICC Manager in the case of CHs, within 5 working days. The communication will entail the end of their mandate and the beginning of a new election round to nominate a substitute.
16) Any behaviour that violates these General Rules and/or the Code of Conduct, must be reported to the President in the case of Board Member and WGs, and the Local Vice-President in the case of CHs within 15 working days. The Board shall be informed of such violations and will consider and apply the appropriate sanction, if necessary.
17) Temporary regulation, publication and agreement to the General Rules:
a. Coordinators and Vice-coordinators of a WG or CH whose nomination has already been renewed are to be considered confirmed until new elections are held;
b. These General Rules shall be sent to all the current coordinators and vice-coordinators that will have to agree to them in written form;
c. An email will be sent to all Members to promote the various WGs or CHs. When renewing or applying for the CICC Membership, the application form will include a list of the existing WGs and CHs asking the Member to which one he/she wishes to join;
d. These General Rules shall be published on the CICC website in the dedicated section and shall become effective on the day of their publication.
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