Common use of Mode of Operation Clause in Contracts

Mode of Operation. 4.1. The SC meets once every six months. The meetings are called by the State Chancellery (with the logistical support of the implementing partners). Additional (ad-hoc) meetings may be called at the request of any member of the SC. 4.2. The SC meetings can take place only if both the State Chancellery and SDC are represented by at least one representative each. 4.3. The venue of the SC meetings is the premises of the State Chancellery. In some cases, as an exception, the Head of SC could propose another location, which meets all necessary requirements for such a purpose. The SC meetings shall be limited to 3 hours, unless otherwise agreed. 4.4. Decisions are taken by consensus and reflected in the minutes. 4.5. The members of the SC shall be consulted on the tentative date and on the discussion items to be included in the agenda of the meetings. 4.6. The agenda shall be drafted by the implementing partners and submitted to the State Chancellery and SDC for comments and approval at least three weeks prior to the date of the SC meeting. 4.7. The State Chancellery shall give the final approval for the date of the meeting and the agenda at least one week before the meeting by issuing an official indication. 4.8. After the official approval of date and agenda by the State Chancellery, one of the projects` managers (by mutual agreement between them) shall without delay inform all participants (members and invited participants) and distribute the copy of the official indication and the agenda with all necessary papers attached. 4.9. The Agenda shall include the following information: Date and venue; List of participants; Objectives of the meeting; Discussion topics. 4.10. The attached documentation shall include: The minutes of previous meeting (copy); Information / presentations on the discussion items; Narrative and fund utilization reports per project; Next action plans per project; Other relevant materials. 4.11. The agenda and the attached documentation shall be in Romanian. Translation into English shall be made only if required. 4.12. The implementing partner(s) responsible for the secretarial support shall ensure that the minutes of the meeting are prepared and include the following: - data and venue; - participants (present, absent); - objectives of the meeting and discussion items that were included in the agenda; - summary of the discussions and proposals made during the meeting; - decisions taken by the SC; - signatures. 4.13. The draft minutes (in Romanian and English) shall be submitted to all members for review and feedback within two weeks after the meeting. They shall have one week to comment on the draft minutes. 4.14. The final version of the minutes shall be signed by the State Chancellery (General Secretary of the Government) and SDC (Director of Cooperation or Deputy Director of Cooperation) – two copies in Romanian and two copies in English. The signed originals shall be kept by the State Chancellery and SDC, while IOM, UNDP and IASCI shall receive copies. 4.15. By agreement of the SC, out-of-session decisions shall be deemed acceptable, and shall be done through an exchange of letters/e-mail messages. All out-of-session decisions shall also be recorded in the minutes of the next SC meeting.

Mode of Operation. 4.1. The SC meets once every six months. The meetings are called by the State Chancellery MoH (with the logistical support of the implementing partnersProject implementation team). Additional (ad-hoc) SC meetings may be called at the request of any core member of the SC. 4.2. The SC meetings can take place only if both the State Chancellery MoH and SDC SCO-M are represented by at least one representative eachrepresented. 4.3. The venue of the SC meetings is the premises of the State Chancellery. MoH. In some cases, as an exception, the Head of SC could propose another location, which meets all necessary requirements for such a purpose. The SC meetings shall will be limited to 3 1.5 hours, unless otherwise agreed. 4.4. Decisions are taken by consensus and reflected in the minutes. 4.5. The core members of the SC shall be consulted on the tentative date and on the discussion items to be included in the agenda of the meetings. 4.6. The agenda shall be drafted by the implementing partners Project implementation team and submitted to the State Chancellery MoH and SDC SCO-M for comments and approval at least three weeks prior to the date of the SC meeting. 4.7. The State Chancellery MoH shall give the final approval for the date of the meeting and the agenda at least one week before the meeting by issuing an official indicationa Ministerial order. 4.8. After the official approval of date and agenda by the State ChancelleryMoH, one of the projects` managers (by mutual agreement between them) Project manager shall without delay inform all participants (core members and invited participants) and distribute the copy of the official indication Ministerial order and the agenda with all necessary papers attached. 4.9. The Agenda shall include the following information: Date and venue; List of participants; Objectives of the meeting; Discussion topics. 4.10. The attached documentation shall include: The minutes of previous meeting (copy); Information / presentations on the discussion items; Narrative and fund utilization reports per projectSummary progress report (narrative & financial); Next action plans per projectplan; Other relevant materials. 4.11. The agenda and the attached documentation shall be in Romanian. Translation into English shall will be made only if required. 4.12. The implementing partner(s) responsible for the secretarial support Project manager shall ensure that the take notes at each SC meeting. The minutes of the meeting are prepared and shall include the following: - data and venue; - participants (present, absent); - objectives of the meeting and discussion items that were included in the agenda; - summary of the discussions and proposals made during the meeting; - decisions taken by the SC; - signatures. 4.13. The draft minutes (in Romanian and English) shall be submitted to all core members for review and feedback within two 2 weeks after the meeting. They shall have one week to comment on the draft minutes. 4.14. The final version of the minutes shall be signed by the State Chancellery ▇▇▇ (General Secretary of the GovernmentDeputy Minister) and SDC SCO-M (Director of Cooperation or Deputy Director of CooperationDirector) – two copies in Romanian and two copies in English. The signed originals shall be kept by the State Chancellery MoH and SDCSCO-M, while IOM, UNDP UNICEF and IASCI shall the NGO “Health for Youth” will receive copies. 4.15. By agreement of the SC, out-of-session decisions shall be deemed acceptable, and shall be done through an exchange of letters/e-mail messages. All out-of-session decisions shall also be recorded in the minutes of the next SC meeting.. ▇▇. ▇▇▇▇▇▇ ▇▇▇▇▇ str Socoleni 19, MD 2020, Chişinău, Republica Moldova, tel. (37322) 40 66 34, fax: (37322) 40 66 32 ▇▇▇▇ ▇▇▇▇▇▇▇▇▇▇▇ 131, “31 August 1989” St. Chisinau, Republic of Moldova Tel. + ▇▇▇ ▇▇ ▇▇ ▇▇ ▇▇; Executive summary 4 1. Context 6 1.1. Key information on the context 6 1.2. Situation analysis 7 1.3. Stakeholders assessment 10