(a) The International Old Catholic Bishops' Conference (IBC) takes its decisions in plenary sessions. In order to fulfill its other duties as well as to prepare its decisions, it may be assisted by its organs or special commissions established by decision.
(b) Organs are the president, the secretary, the quaestor as well as an assessor who together function as the Bureau of the IBC.
(c) The Archbishop of Utrecht is the president of the IBC. In case he is prevented from attending, he is represented by a member appointed by him; if he has failed to appoint a member, by the senior member of the Bureau.
(d) The IBC elects the secretary, quaestor, and assessor from its members for a period of six years.
(a) The IBC meets at least once per year for a plenary session. In addition, the Bureau can convene further plenary sessions; this has to be done if at least two members (from different national churches) require so in writing, with their reasons given.
(b) The minutes of the plenary session are taken by the person staffing the Office of Information and Communication of the IBC. They are written in German; they are translated into an English version approved by the IBC. The minutes are to be mailed to all the members within three months after the end of the meeting, after the chairman and the taker of the minutes have authenticated the German version by their signatures.
In plenary sessions or meetings of special commissions, each member has the right to call in two persons as experts or interpreters at his own expense. In addition, the IBC may call in experts and interpreters.
(a) The Bureau supports the chairman, does the organizational and administrative work of the IBC and prepares the sessions of the IBC and its commissions.
(b) The Bureau establishes an official list of the bishops belonging to the Union of Utrecht, and of their churches.
(c) The Bureau also establishes a list of those churches to whom notice is to be given in the case of a vacancy and filling of an episcopal see of the Union of Utrecht.
(d) The Bureau supervises the work of the Office of Information and Communication.
The Bureau of the IBC determines the place and time of the meeting after consultation, if possible, with the members. The invitations are issued by the secretary, together with the agenda as well as any additional documents. All the members are to be invited; in the case of a vacancy, the invitation is to be mailed to the responsible church body. The invitation is to be made four months prior to the meeting; the Bureau may refrain from keeping the deadline in urgent cases.
The discussions of the IBC, their commissions and the Bureau are confidential to the extent that confidentiality was agreed to. Decisions and everything that contributes to the necessary participation of the local and national churches in debates are to be published in suitable ways, with the assistance of the Office of Information and Communication of the IBC.
Each member church pays an annual contribution to cover the running expenses of the IBC. The quaestor drafts a rough estimate that includes the expenses of the plenary sessions, the Bureau, the Office of Information and Communication, the special commissions, the experts and interpreters called in by the IBC as well as the travel expenses resulting from charges of the IBC and a reserve funds for unforeseeable expenses. The payment of each member church is established by the IBC under proper consideration of the financial abilities of that church in such a way that the expenses contained in the estimate can be met.
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