CCC Meeting

1. The CCC shall normally hold four regular meetings per calendar year at approximately quarterly intervals. A calendar of regular meetings shall be prepared by the CCC Secretariat and circulated to all the members. In urgent situations, and with approval of the CCC Chair, an ad hoc meeting may be called. A minimum of 3 voting members may jointly request the CCC Chair to convene an ad hoc meeting on a specific agenda. The call for regular meetings should be made at least four weeks prior to the date of the meeting. All members should receive the agenda and meeting documents by email, letter or facsimile at least two weeks prior to each regular CCC meeting.
2. The meeting will take place when a quorum of at least half plus one of the memberships of CCC are presented.
3. If a CCC member is unable to attend a CCC meeting, his/her officially designated alternate member can represent the CCC member at the meeting where the appointed member provides at least 24 hours written notice to the Secretariat of his/her absence.
4. The designated alternate member will assume the rights and responsibilities of a CCC member in the meeting apart from as specified in this Governance Manual.
5. Only approved CCC members, their alternates and any special invitees approved by the CCC Chair can attend CCC meetings.
6. Observers and invitees who meet the following criteria may attend CCC meetings:
7. PR(s) and the Local Fund Agent (LFA) are accorded to the permanent observer status, and they do not require a special invitation (although they should receive the agenda and notice of meetings). Unless otherwise requested, no more than two individuals from these organizations may attend the CCC meeting.
8. Other relevant resource persons can attend the CCC meeting upon an invitation from the CCC Chair.
9. Observers and invitees may not be allowed to participate in discussions at meetings unless invited by the Chair to do so.
   Observers do not have the right to vote.
10. Observers and invitees may not be allowed to participate in discussions at meetings unless invited by the Chair to do so.
11. Observers do not have the right to vote.
12. Meetings will be held simultaneously in Khmer and English, with members able to bring support for translation as necessary. Where possible, key meeting documents will be translated to Khmer in prior to meetings. 
13. CCC decisions should normally be made on consensus basis. Where this is not possible, the decision shall be made by simple majority vote except for any recommendation to change or amend the Governance Manual of the CCC. The Chair and Vice-Chairs should decide whether voting is arranged in a confidential manner or not.
14. Decisions shall not be made at a CCC meeting if a quorum of CCC members is not presented at the time of making the decision.
15. implementation of meeting’s decisions, with support from the CCC Secretariat.

CCC members should provide feedback on the draft minutes within two weeks after the draft minutes are distributed. If no response is given by the member during that period, that shall be considered as endorsement of the minutes by the members. 

An ad hoc meeting may be called by the CCC Chair to discuss specific matters of importance to the CCC at shorter intervals and labeled accordingly. All members should receive the agenda and meeting documents by email, letter or facsimile at least three working days prior to each ad-hoc CCC meeting. At least one representative of each constituency is encouraged to participate in the ad hoc meetings. An ad hoc meeting may prepare decisions for approval of the entire CCC by email. The proposed decisions shall be in both English and Khmer.