The principle decision-making body for the AIB is the General Meeting, which may only decide on matters on the agenda (which is circulated 3 weeks before a General Meeting), based on information given in papers which are circulated 10 days before the General Meeting.
Most resolutions are decided by a simple majority of the votes exercised by Members that are present or represented at a quorate General Meeting, excluding abstentions and blank votes (the General Meeting is considered quorate when Members holding more than half of all votes are either present or represented.
The meeting may extraordinarily allow decisions to be made by telephone or video conference or any other appropriate means provided that each vote is confirmed in writing such as email message or fax.
Some resolutions need a three-quarters majority. These are:
- Applications for new membership
- Exclusion from the Association
- Amendment of the EECS Rules
- Changing the method of calculating voting rights and voting procedures
- Amending the Articles of Association
- Dissolving or liquidating the Association
- Amending the maximum membership fee.
In these circumstances, the General Meeting is considered quorate when Members holding at least 75 % of all votes are either present or represented.
The Board is the management body of the Association. It supervises the day-to-day affairs of the Association and manages the Association's assets in support of the decisions of the General Meeting, to which it reports its actions for the support of members.
The Board is responsible for:
- Determining strategic issues to be examined and decided upon by the General Meeting
- Approving the annual accounts of the Association for the support of the General Meeting
- Approving the annual report of the Association
- Entering the Association into contracts with third parties within budge
- Expenditure of up to €10,000 outside of the the annual working budget
- Engaging in legal actions on behalf of the Association
- Determining additional duties of the Secretary General
- Commissioning work items within the budget.
In reaching conclusions, the General Meeting and the Board are assisted by workgroups, which are appointed to take provide specialist advice on specific issues on an ongoing basis; and task forces, which are appointed for a specific task for a limited period.
Finally, the Secretary General acts to further the purpose of the Association and implement the decisions of the General Meeting and of the Board. He or she is present at the meetings of these bodies, but has no voting rights. The precise duties and responsibilities of the Secretary General are subject to separate agreement.