Schedule of Events for the Gemini Board

According to the International Agreement and the Rules for Procedure, the annual schedule of activities for the Gemini Board is as follows:

March In early March, the official date and venue of the May meeting is communicated to Board members by the Executive Assistant.
April Before mid-April, meetings take place of the Finance Committee, the Science Committee, and the Management Committee.
May In the first week of May, papers for the May meeting and a draft Agenda are sent to Board members.

At least one week before the Board Meeting, attendance at the meeting is confirmed by Board members or their alternates.

The Board Meeting takes place in the 3rd or 4th week of May. The following items must be undertaken at the May meeting:

  • Accept the auditors' report
  • Take formal note of the projected financial status of the Previous Calendar year.
  • The Executive Agency provides an annual report of payments and accepted Work Packages credited to the Partners' contributions, sums transferred to the Managing Organization, and contributions received but not yet provided to the Managing Organization.
  • Review of the Managing Organization.

June In mid-June, the minutes, action list, and decision list from the May meeting are sent to Board members. (Note: a draft set of decisions is recorded at the May meeting as a basis for action by the Board, the Executive Agency, the Managing Organization, and the Project).
September In early September, the official date and venue of the November meeting is communicated to Board members by the Executive Assistant.
October Before mid-October, meetings take place of the Finance Committee, the Science Committee and the Management Committee.
November In the first week of November, papers for the November meeting and a draft Agenda are sent to Board members.

At least one week before the Board Meeting, attendance at the meeting is confirmed by Board members or their alternates.

The Board Meeting takes place in the 2nd or 3rd week of November. (Note: the budget for the following year has to be approved by 30 November of each year.) The following items must be undertaken at the November meeting:

  • Approve the budget and work program for the following year;
  • Note the long-range plans for the completion of the construction and commissioning phase of the project;
  • Note the likely projected financial status at the end of the current calendar year;
December In mid-December, the minutes, action list, and decision list from the November meeting are sent to Board members. (Note: a draft set of decisions is recorded at the December meeting as a basis for action by the Board, the Executive Agency, the Managing Organization, and the Project).
The Chairman and Executive Assistant write the Annual Report which is sent to all parties involved in the project. The report describes progress, expenditure, long-range plans, usage of manpower, and schedules for the project.
Note: There is one important variant in this proposal as compared with the Agreement. According to the Agreement, the proposed budget for the following year is only to be made available to the Board by 31 October of each year. This would not allow enough time for the Finance Committee to iterate with the Project and produce an agreed-upon set of recommendations to the Board in time for inclusion in the papers which must be sent out in the first week of November. The Board, therefore, requests the Project to bring forward the date of submission of the proposed budget for the following year to 30 September, thus allowing iteration with the Finance Committee and allowing the papers to be included among those to be circulated during the first week of November.


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