Terms of Engagement of the PERIIA Network

Mandate and aim of the PERIIA Network
The PERIIA Network has the aim of paving the way and preparing for the initiation of the Pan-European Research Infrastructure ILO Association as a formal European association. The members of the PERIIA Network give the mandate for this preparatory work to the board in view to establish a legal statute of the future association.

While working for this overall aim, the board will also follow the work programme defined at the latest General Assembly.

Membership of the PERIIA Network
Membership of the PERIIA Network is on an individual personal basis. A person is eligible for membership if he/she is a nationally appointed (in a country being a member of the council of Europe) Industrial Liaison Officer (ILO) or Purchasing Advisor (PA) to any of the European Big Science Organisations, such as ESO, ESS, ESA, F4E/ITER, CERN, ESRF, XFEL, EMBL, and ILL.

An ILO/PA is external to the Big Science organisation and therefore not to be confused with for example a purchasing advisor within the procurement department of such an organisation.

There is no membership fee; however, all costs incurred by the membership (e.g. travels to meetings) have to be covered by the member.

Membership can be obtained by application to the representative of the board appointed to membership matters.

Members can revoke their memberships at any time by sending an e-mail to this effect to the representative for membership matters. Members could automatically be revoked if they stop their function as ILO/PA. If they wish to remain active, they can become Associate Members of the PERIIA Network under the same terms of engagement except that Associate Members will not be allowed to become board members or elect board members.

Governance of the PERIIA Network
The highest authority of the PERIIA Network is the General Assembly, which will meet at least once per calendar year. The board will announce the date as early as possible, and no later than 6 weeks in advance. Remote participation to the General Assembly will be made available when technically possible but cannot be guaranteed.

The annual work programme for the PERIIA Network board will be presented, discussed, and agreed upon at each General Assembly. Agreement should be reached by consensus. If consensus on the work programme or other matters cannot be reached, the decision is made based on a simple majority vote

The members of the board will be up for election every 2 years with an optional supplementary election after a year if a board seat is vacant. Candidates for the board can make their candidature known to the board up to 3 weeks prior to the General Assembly. In this case, the board will distribute their candidature presentation alongside the invitation and agenda for the General Assembly. Candidates for the board are recommended to participate in the General Assembly (either in person or remotely) but are not required to.

The PERIIA Network General Assembly seeks to elect the representatives to the board by consensus taking into consideration balance among the represented big science organisations and the geographical distribution of participants. If consensus cannot be reached, simple majority decides elections. Participation in the voting on candidates require presence (either in person, delegated or remotely) at the general assembly.

These Terms of Engagement are temporarily and not legally binding. They are valid until the legal status of the PERIIA association has been established. Changes to these Terms of Engagement can be made at the general assembly by a 2/3 majority vote of the members present (either in person, delegated or remotely) at the General Assembly.

Draft agenda for the PERIIA Network General Assembly

  1. Presentation of recent activity and progress towards the ultimate aim of the PERIIA association by the board

  2. Election of five to nine board members (re-election possible)

  3. Discussion of the work programme for the next year

  4. Setting up working groups

  5. AOB

Board of the PERIIA Network
The Board of the PERIIA Network is elected at the General Assembly and has five to nine members taking into consideration balance among the represented big science organisations and the geographical distribution of participants. The board itself will elect a Chair, Deputy Chair, Secretary, as well as a membership responsible representative (a role possibly carried by one of the other three mentioned roles).

Dissolving the PERIIA Network
With the realization of the Pan-European Research Infrastructure ILO Association as a formal European association, the board of the PERIIA Network will act as interim board of PERIIA until the first General Assembly of the PERIIA Association is held. The board will then initiate the closure and dissolving of this PERIIA Network. The board has the mandate to dissolve the Network without a General Assembly when the aim of the PERIIA Network has been achieved.