Rules of procedure

§1

The rules of procedure for the board of Foreningen Kollegienet Odense are at all times subject to the association's current statutes.
If the statutes change, the rules of procedure must be updated.

§2 The board's work

The board makes decisions about the association's day-to-day activities, answerable to the general meeting (repræsentantskab).
Board members must declare any conflict of interest in the board's work.
The day-to-day manager has a conflict of interest in all matters concerning FKO's employees.

§3 Board meetings

Board meetings are scheduled from meeting to meeting, so that the next two meeting dates are always fixed.
Board meetings follow an agenda containing at least the following: A preliminary agenda must be sent to the board and working groups no later than 10 days before the meeting. Changes and/or proposals must reach the board and, if applicable, the day-to-day manager no later than 6 days before the meeting. The final agenda is published 5 days before the meeting.
If a board member cannot attend a meeting, they must notify the day-to-day manager as soon as possible, and no later than 24 hours before the meeting starts.
No later than 5 working days after the board meeting, the minutes are circulated to the board members for review. Board members have 5 days to comment on the minutes. The final minutes are published on the association's website and the mailing list "geninfo" no later than 14 days after the meeting.

§4 Response times

The chairman and vice-chairman must respond to proposals for decision from the day-to-day manager and/or board members within 24 hours. For ordinary board members the deadline is 48 hours. Not responding counts as accepting the proposal.
The chairman and vice-chairman must give notice if they have planned activities that prevent them from meeting the 24-hour deadline.
The board and/or the day-to-day manager must respond to enquiries within 48 hours. This response may be preliminary.

§5 The board's duties

If the board employs a day-to-day manager, the board must write a job description for the day-to-day manager.
The board handles any user cases.
The board prepares the necessary material for general meetings, in cooperation with the day-to-day manager if one is employed.
Board members are bound by full confidentiality regarding sensitive information they learn through the board's work.
The board can set up working groups with specific tasks.

This is a translation. In case of any dispute, the Danish version is the legally binding version.