1) Committee Chairpersons and Members 

1. A Committee Chairperson may serve for two 2-year consecutive terms with a term taking effect from April 1st of the relevant year.

2. A formal biannual reaffirmation or election, as applicable, is required before April 1st of the relevant year. The result of the reaffirmation/election must be reported in writing to the EBC Secretariat no later than March 15 of the relevant year.

3. New Chairperson nominations are subject to approval by the EBC Executive Operating Board (EOB) prior to taking effect.

4. Upon approval by the EOB, a new Chairperson must be briefed fully on his/her new role by the outgoing Chairperson and provide written agreement of his/her willingness to abide by the EBC Constitution and Committee Rules.

5. Committee Chairpersons are responsible for ensuring that each committee member receives a copy of the EBC Constitution and Committee Rules.

6. In order to avoid conflict of interests, members of the Council and the EOB cannot undertake responsibilities as Chairperson or Vice-Chairperson of a Committee or Chair of a Subcommittee.

7. All members of EBC Committees must be members of a European National Chamber of Commerce in Japan, or be a member of a National Chamber or Business Association affiliated with the EBC. Furthermore, membership of a committee is subject to the payment of an annual Chamber membership fee and an annual EBC Committee membership fee.

8. Members of an EBC Committee must be affirmed as current and fully paid members of their respective Chamber of Commerce throughout their tenure on the committee.

9. A complete list of Committee Members, their addresses, telephone and fax numbers, e-mail addresses and information regarding membership of European National Chambers of Commerce must be made available to the EBC Secretariat. 

The deadline for Committee Chairpersons to provide updated membership lists stated in 1h) above is January 31. Any change in the membership should be reported to the EBC Secretariat at the time at which it occurs.

2) Duties of Committee Chairpersons

1. The Committee must meet at least four times a year to discuss issues related to their activities. Minutes of the meetings should be recorded and distributed to committee members and the EBC Secretariat. A written report concerning the Committee's activities must be presented once a year by January 31st by the Chairperson of the Committee, to the Secretariat of the EBC.

2. The Committee Chairperson must advise the Executive Operating Board of any internal operating budget arrangements (as per 5a) by April 1st each year.

3. The Council Vice-Chairperson delegated to oversee the Committee must be advised of all the Committee's activities, and should always be invited to participate in Committee meetings.

4. The EBC secretariat must receive copies of Committee meeting schedule and agendas, as well as the minutes of all meetings.

5. The Committee Chairperson must ensure that all official requests concerning the Committee's sector are responded to by the requested deadlines.

6. The Committee Chairperson must ensure that every member of his/her committee is a member of a European national Chamber of Commerce.

7. The Committee Chairperson must advise any person seeking membership of his/her committee to submit an application to both the EBC Secretariat and his/her European national Chamber of Commerce.

8. The Committee Chairperson must advise the EBC Secretariat of any change in the committee membership. 

3) Committee Objectives
The objective of each Committee is to advance the views and defend the interests of European business activities by:

1. Defining and disseminating the views of the sector to the Japanese authorities, business associations and the local industry.

2. Providing information to the EBC Council in respect of the sector.

3. Formulating a sector committee mission statement.

4. Formulating and implementing a strategy to implement the objectives of the mission statement

5. Exchanging views and information between members of the Committee.

4) Methods of Operation
There are several methods by which the Committee may operate:

1. By publicising the position of the European business sector in Japan.

2. By lobbying the EC Delegation in Tokyo and the EU Commission in Brussels and/or taking a direct approach to the Japanese government ministries.

3. By requesting the Council to endorse Committee papers and present matters to the relevant authorities.

4. By using Japanese Government offices such as the Office of Trade and Investment Ombudsman, the Fair Trade Commission and the Import Board.

5. By having Committee members' companies represented on sector consultation committees organised by Japanese Government Ministries.

5) Funds

1. The Committee must be self-sufficient and may establish an internal operating budget if agreed upon by a majority of the members of the Committee. The EOB should be advised of any such budget arrangements by April 1st each year. New members must be advised of such budget arrangements at the time of joining the committee.

2. If subsequently, any member does not fulfill the financial obligations as defined above, the Committee can decide by a majority vote, the member's expulsion.

3. Any special requirements, in addition to any financial obligations imposed by a committee on its members (as in item 5a above) are to be clearly stated in writing and distributed to the EBC Secretariat by April 1st each year as well as to new members at the time of joining the committee.

4. Extraordinary support from the EBC must be approved in advance by the Executive Operating Board and the approval confirmed in writing by the EBC Chairperson.

5. Should a committee wish to utilize external funding:

1. Prior approval to apply for external funding must be obtained from the Council

2. A written application for external funding in the name of the EBC can only be submitted after full deliberation by the EOB and Council

3. A written application for external funding in the name of the EBC can only be signed by the EBC Chairperson

4. In the event of obtaining external funding, an audit report prepared by an official CPA at quarterly intervals must be submitted to the EBC Secretariat for the Council at the cost of the Committee

5. The Committee Chairperson and Committee members will be required to sign an agreement prior to submitting an application for external funds to the effect that:
   "In the event of a dispute relating to this external funding, the Committee Chairperson and Committee Members will accept the responsibility for the fulfillment of any outstanding financial obligations and resolve the dispute expeditiously to avoid damaging the reputation of the EBC and the members of the EBC Council."

6. The disbursement of external funds is subject to countersigning by the EBC Executive-Director based on a full written justification of the planned disbursement.

6) How to Form a Committee
A Committee can be established when members of a sector, based in at least two European Countries, wish to address problems facing the European business sector in Japan.

1. The Committee must be approved by the Council Chairperson after deliberation with the Council.

2. All National Chambers that have member companies in a particular sector have the right to be represented on the Committee.

3. Membership of a committee is limited exclusively to members of one of the European national Chambers of Commerce and is subject to the payment of an annual Chamber membership fee and and an annual EBC Committee membership fee.

4. Participation by observers is at the discretion of the Committee Chairperson, but requires the approval of the Council Vice-Chairperson liaising with the Committee.

5. The Committee can form official sub-committees subject to approval of the Council

6. The Committee can elect one or more Vice-Chairpersons and/or a secretary and treasurer for a term of one year.

7) Other Responsibilities of a Committee
Committees should work to the following principles:

1. The Committee Chairperson is accountable to the EBC Council.

2. The Council shall designate one Council Vice-Chairperson to act as liaison between the Council and the Committee.

3. Only the Chairperson of each Committee, the Chairperson and Vice-Chairpersons of the Council can speak publicly on matters concerning a committee, and only the Council Chairperson and Vice-Chairperson can publicly express views that represent the Council.

4. Chairpersons of EBC Committees planning to make oral or written statements to the press on behalf of their EBC committee should first advise the EBC Chairperson and the EOB through the EBC Secretariat.

5. The EBC Secretariat must be copied on all such statement at least 24 hours in advance before the statement is released.

6. All endorsements by a Committee in the name of the EBC must be supported by the Council.

8) Termination of a Committee

1. A Committee may terminate its activities subject to the provision of evidence that the majority of members of the committee are in agreement with the decision and to prior approval from the EBC Council.

2. The Council can dissolve a committee if it is inactive or is not operating in accordance with the aims of the EBC.

(N.B.: In this document, the term "majority" means 51% of people present at the meeting)