Charter voor bestuursleden

Integrated Board Charter

1. Board Composition and Appointment

• The Board consists of at least 5 members, appointed for a term of 3 years. The Board aims to have a maximum of 16 members.

• Application Process: Individuals can apply for a board membership following a public call for open positions. Applicants must submit a CV and motivation letter, specifying their affiliation and category of board membership.

• Each application is submitted by the chairman or secretariat to the governing body for discussion and approval/rejection, based on the availability of an open board membership and other criteria.

• The Board stands for inclusion and language balance, with a guideline of at least 1/4 representation for each gender and both national languages among the members where possible.

2. Representation and Substitution

• All Working Groups must have at least one representative present during the Board meeting when required and by topic, serving as a liaison between the Board and the Working Group.

• The Board will also appoint a President and Vice-President from among its members. 

• Each Working Group has 1 substitute, who can replace the liaison towards the Board if necessary. 

3. Board Meetings

• The Board will meet at least 6 times per year, with a minimum of 2 face-to-face meetings. Meetings are scheduled monthly, typically on a Thursday from 5 PM to 7 PM.

• Attendance: Board members are expected to attend all meetings. If a member is absent from more than half of the meetings annually, their mandate may be revoked.

• A board member can be replaced by a colleague from the same organization for a maximum of 5 meetings per year. The replacement must be communicated in advance and formally, and the replacement has no voting rights unless specific arrangements are made.

4. Responsibilities and Obligations

The Board's Main Task:

The Board of EV Belgium is entrusted with the critical responsibility of guiding the organization towards its mission of promoting and supporting the transition to electric vehicles (EVs) in Belgium. This overarching responsibility can be broken down into the following key tasks:

1. Defend Market Interests:

   • Advocacy and Representation: The Board actively advocates for the interests of the EV market at local, regional, and national levels. This includes lobbying for favorable policies, tax incentives, and regulations that support the growth of the EV sector. The Board liaises with governmental bodies, regulatory agencies, and industry stakeholders to ensure that the voice of the EV community is heard and respected in policy-making processes.

   • Market Monitoring and Analysis: The Board regularly reviews market trends, challenges, and opportunities. This involves commissioning studies, gathering data, and analyzing the impact of existing and proposed regulations on the EV market. The Board then uses this information to shape its advocacy strategies and inform its members about the market landscape.

   • Strategic Partnerships: The Board seeks to build strategic partnerships with key industry players, NGOs, and international organizations. These partnerships help in creating a unified front to defend and promote the interests of the EV market in Belgium and beyond.

2. Networking & Events:

   • Organizing Industry Events: The Board plays a crucial role in supporting of organizing networking events, conferences, and seminars that bring together stakeholders from across the EV ecosystem. These events are designed to facilitate knowledge exchange, foster collaboration, and stimulate innovation within the industry.

   • Membership Engagement: The Board ensures that networking opportunities are accessible to all members, including SMEs, start-ups, and large corporations. By fostering a culture of inclusivity, the Board helps members to build relationships that can lead to business growth and industry advancement.

   • Promoting Collaboration: Beyond events, the Board encourages ongoing collaboration between members. This includes forming working groups or committees focused on specific industry challenges, where members can share expertise and work together on solutions.

3. Info Sharing:

   • Dissemination of Knowledge: The Board, as well the members are  responsible for the distribution of crucial information to all members. This includes industry reports, regulatory updates, market analyses, and technological advancements relevant to the EV sector. The Board ensures that members are well-informed and equipped to make strategic decisions.

   • Best Practices and Innovation: The Board curates and shares best practices in areas such as EV technology, charging infrastructure, and sustainability. This information is shared through newsletters, webinars, and white papers, fostering a culture of continuous improvement and innovation among members.

   • Crisis Communication: In times of market disruption or regulatory change, the Board acts swiftly to communicate the implications to its members, providing guidance on how to navigate these challenges effectively.

Alignment with Mission Statement: The Board ensures that all its activities—whether defending market interests, organizing networking events, or sharing information—are aligned with the organization's Mission Statement and Collective Ambition. Each Working Group representative is tasked with reporting their planned activities to the Board for review, ensuring coordination and consistency across the organization.

Supervision and Oversight: The Board holds ultimate responsibility for the supervision of the Working Groups, the secretariat, and the organization’s financial health. It ensures that all operational aspects of EV Belgium are conducted with integrity, transparency, and in accordance with the organization’s strategic goals.

Installation of Additional Working Groups: The Board reserves the right to establish new Working Groups as necessary to address emerging challenges or opportunities within the EV sector. This flexibility allows the organization to remain agile and responsive to the fast-evolving market.

Legal and Ethical Compliance: The Board is committed to upholding the highest standards of legal and ethical compliance. Members are expected to ensure adherence to competition laws, the organization's internal regulations, and to promote these standards among the wider membership.

5. Governance and Accountability

• Mission and Vision: Board members are jointly responsible for defining, monitoring, and periodically evaluating the organization’s mission, vision, and values.

• Collegiality and Integrity: Members must actively and positively participate in Board activities, uphold collegiality, and ensure decision-making is free from personal biases or conflicts of interest. Board members will behave appropriately and constructively.

• Transparency and Communication: Members must maintain transparency in their activities, especially when interacting with external stakeholders, and must ask permission to the Board in advance of any external communications.

6. Board Member Evaluation and Resignation

• The performance of individual Board members and the Board as a whole will be periodically evaluated. The General Assembly is authorized to dismiss a member of the board of directors if he/she behaves contrary to the charter or the basic principles of the federation.

• A board member is forced to resign if they no longer meet the requirements of the charter, change their employment status, or are absent more than 50% times without proper notification.
  => see also statutes articles 23 & 26

Compatibility Check and Notes:

• Incompatibility: There are no direct incompatibilities between the original house rules and the provided charter details. Both sets of guidelines emphasize attendance, compliance, and the alignment of activities with organizational goals.

• Integration: The provided charter details were fully integrated into the original house rules, enriching the governance structure with additional clarity on the application process, inclusion guidelines, and more specific operational procedures.

This integrated charter should now serve as a robust framework for the governance of EV Belgium, ensuring clear processes, accountability, and effective representation across the Board.