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Buildings Committee Charter

Approved by the Board of Governors on 25 August 2022

1. Scope

This charter determines the composition, functioning and powers of the Buildings Committee of the Board of Governors of the Institute of Tropical Medicine (“ITM”). Only the Board of Governors is authorised to approve and amend this charter.

2. Assignment

The Buildings Committee provides advice and formulates proposals to the Board of Governors regarding ITM’s building portfolio.

3. Composition

3.1 Members

The Buildings Committee consists of at least a chairperson and one member, designated by the Board of Governors. The chairperson and at least one member shall be part of the Board of Governors. The director cannot be a member of the Buildings Committee.

The Board of Governors shall ensure the balanced and competent composition of the Buildings Committee.

The mandate of a member of the Buildings Committee coincides with his or her mandate as a governor. The Board of Governors can terminate the mandate of any member ad nutum at any time.

3.2 Observers

The director, the general manager, the unit head Facilities, the financial manager, the environmental coordinator and the company secretary shall attend the meetings as observers, unless the Buildings Committee decides otherwise. In case the chairperson of the Board of Governors is not a member of the Buildings Committee, he or she can always attend the meetings as an observer.

The company secretary shall act as secretary of the Buildings Committee.

3.3 Invitees

The Buildings Committee can always invite other people to its meetings.

4. Functioning

The Buildings Committee shall meet as often as necessary and at least twice a year. The Buildings Committee can only validly deliberate if at least half of its members are present, with a minimum of two members.

The chairperson shall convene the meeting on his or her own initiative, at the request of a member or at the request of the Board of Governors, shall preside over the meeting and shall report to the Board of Governors. If the chairperson is unable to attend, the oldest member present shall assume his or her duties. The invitation, the agenda and the accompanying documents shall be sent to the members and observers at least two days in advance, unless it is urgent. The meetings may also be held by tele- or videoconference.

A report of each meeting shall be drawn up, which shall be approved by the members and shall be kept in ITM’s register.

The Buildings Committee may discuss confidential issues in closed session where necessary, with or without the persons concerned.