# LOCO Guide LOCO stands for **Local Committee Operations** — the governance and meeting procedures that keep your LC running transparently, accountably, and in line with AIESEC's compendium requirements. This guide covers the three main meeting types (General Body Meetings, Executive Board meetings, and National meetings), along with the rules for quorum, voting, and transparency that apply to each. {% hint style="info" %} Good governance is not bureaucracy for the sake of it — it is how you protect your members' voices, make decisions that stick, and build an LC that people trust. {% endhint %} ## General Body Meetings (GBMs) A GBM is a meeting of the entire LC membership. It is the highest decision-making body at the local level. ### When to Hold a GBM * **Minimum frequency:** Once per month during active term (September–June) * **Mandatory GBMs:** At least two GBMs per term must include governance agenda items (e.g., budget approval, election, constitutional amendments) * **Extraordinary GBMs:** May be called by the LCP, by a majority of the EB, or by a petition signed by at least 25% of active members ### GBM Agenda Requirements Every GBM must include: 1. **Roll call and quorum check** — Confirm that the meeting is valid before proceeding (see Quorum section below) 2. **Approval of previous minutes** — Members vote to approve the minutes from the last GBM 3. **LCP/EB update** — Brief report on LC activities since the last GBM 4. **Agenda items** — Any items requiring member input or decision 5. **Open floor / Q\&A** — Time for any member to raise a question or concern 6. **Next meeting date** — Announced before closing ### GBM Notice Period * **Ordinary GBM:** Minimum 7 days' notice to all members, including the agenda * **Extraordinary GBM:** Minimum 3 days' notice, with a clear statement of why the meeting is being called {% hint style="danger" %} A GBM held without proper notice or without quorum is invalid. Decisions made at an invalid GBM can be challenged and overturned by the ECB. {% endhint %} ## Executive Board (EB) Meetings The EB consists of the LCP and all Vice Presidents (VPs). EB meetings are where operational decisions are made, strategy is reviewed, and cross-functional coordination happens. ### When to Hold EB Meetings * **Minimum frequency:** Biweekly (every two weeks) during active term * **Recommended frequency:** Weekly, especially during peak periods (recruitment, conference preparation, transition) ### EB Meeting Agenda (Recommended Structure) | Time | Item | Purpose | | --------- | ---------------------- | ------------------------------------------------------------- | | 0–5 min | Check-in | Personal and professional — how is everyone doing? | | 5–15 min | Review of action items | Status update on commitments from the last meeting | | 15–35 min | Functional updates | Each VP shares key numbers, blockers, and wins (2–3 min each) | | 35–50 min | Strategic discussion | One or two focused topics that need EB-level input | | 50–55 min | Decisions & voting | Any items requiring a formal EB vote | | 55–60 min | Action items & close | Summarize who will do what by when | ### EB Meeting Documentation * **Minutes are mandatory.** Every EB meeting must have documented minutes including: date, attendees, key discussion points, decisions made, and action items with owners and deadlines. * **Storage:** Minutes are stored in the LC's Google Drive in a dedicated "EB Minutes" folder. * **Access:** EB minutes are accessible to all EB members. The LCP decides whether to make them available to the broader membership (recommended for transparency). ## National Meetings National meetings are convened by the Member Committee (MC) and bring together representatives from all LCs. The main national meeting types are: ### National Planning Meeting (NPM) * **Frequency:** Once per term (typically early in the term) * **Purpose:** Align on national strategy, set term goals, communicate standards, and build inter-LC collaboration * **Attendees:** LCPs, VPs, and selected members as invited by the MC * **Governance role:** NPM may include voting on national matters as defined in the National Compendium ### National Conferences (FORTIUS, CITIUS, ALTIUS, etc.) * **Purpose:** Education, planning, reflection, and community building * **Governance role:** Some conferences include plenary sessions where national decisions are made (e.g., election of MC, amendments to the National Compendium) * **See:** [Conferences & Outputs](/conferences-and-outputs/conferences-and-outputs.md) for the full conference calendar ### MC-LC Check-Ins * **Frequency:** Monthly (minimum) between each LC and their assigned MC support contact * **Purpose:** Operational alignment, standards monitoring, and support * **Format:** Typically a 30–60 minute video call or in-person meeting ## Quorum Quorum is the minimum number of eligible voters that must be present for a meeting's decisions to be valid. ### Quorum Rules | Meeting Type | Quorum Requirement | | ----------------------------------------------- | -------------------------------------------------------------------------- | | GBM (ordinary) | 50% of active members + 1 | | GBM (extraordinary) | 50% of active members + 1 | | GBM (second call, if first did not meet quorum) | 33% of active members + 1 | | EB meeting | 50% of EB members + 1 (including the LCP or a designated chair) | | National meeting (with voting) | As defined in the National Compendium (typically one delegate per LC + MC) | {% hint style="info" %} "Active members" means members who have been formally accepted and onboarded, and who have not been marked as inactive or on leave. Each LC should maintain an up-to-date membership register. {% endhint %} ### What to Do If Quorum Is Not Met 1. Wait up to 15 minutes for additional members to arrive. 2. If quorum is still not met, the meeting may proceed as an informal discussion but **no binding decisions can be made**. 3. Schedule a second-call meeting within 7 days with the reduced quorum threshold (33% + 1). 4. Document the quorum failure in the minutes and notify VP TM. ## Voting Procedures ### Who Can Vote * **At GBMs:** All active members of the LC. * **At EB meetings:** All EB members (LCP + VPs). * **At national meetings:** As defined in the National Compendium (typically the LCP or a designated delegate per LC). ### Voting Methods | Method | When to Use | How It Works | | -------------- | -------------------------------------------------------- | ------------------------------------------------------------------------------------ | | Show of hands | Routine decisions, low stakes | Members raise hands; chair counts and announces result | | Secret ballot | Elections, sensitive topics, when any member requests it | Paper ballots or anonymous digital poll (e.g., Google Form with no email collection) | | Roll call vote | When exact individual votes need to be recorded | Chair calls each voter's name; voter states "for", "against", or "abstain" | ### Decision Thresholds | Decision Type | Required Majority | | ------------------------------------------------------------ | ------------------------------------------ | | Ordinary decisions (budget approval, event planning, etc.) | Simple majority (>50% of votes cast) | | Constitutional amendments (LC constitution / bylaws changes) | Two-thirds majority (≥66.7% of votes cast) | | Removal of an EB member | Two-thirds majority (≥66.7% of votes cast) | | LCP election | As defined in the National Compendium | ### Abstentions and Proxy Voting * **Abstentions** are recorded but do not count toward the majority calculation. (Example: if 10 people vote, 3 abstain, and of the 7 remaining, 4 vote "for" — the motion passes with a simple majority of 4 out of 7.) * **Proxy voting** (voting on behalf of an absent member) is **not permitted** at GBMs or EB meetings unless explicitly allowed by the LC's constitution. Check your local bylaws. ## Transparency Principles AIESEC in Denmark is committed to transparent governance. Every LC should follow these principles: 1. **Meeting agendas are shared in advance.** Members should know what will be discussed before they walk in. 2. **Minutes are documented and stored.** Meeting minutes are the organization's memory. Without them, decisions become rumors. 3. **Financial information is accessible.** At minimum, the LC budget and quarterly financial reports should be available to all active members upon request. 4. **Elections are open and documented.** Candidacies, voting procedures, and results are communicated to the full membership. 5. **Decisions are communicated.** When the EB makes a decision that affects all members, it should be announced in a shared channel (e.g., Slack, email) within 48 hours. {% hint style="warning" %} Transparency does not mean sharing everything with everyone at all times. Personnel matters, case flow proceedings, and sensitive negotiations may be kept confidential where appropriate, as defined in the National Compendium and AIESEC's Safe Space Policy. {% endhint %} ## Quick Reference: Meeting Minimums | Meeting | Frequency | Notice | Quorum | Minutes Required | | ---------------- | --------------- | -------------------------- | -------------- | ---------------- | | GBM | Monthly | 7 days | 50% + 1 | Yes | | EB Meeting | Biweekly | None (standing schedule) | 50% + 1 | Yes | | National Meeting | Per MC schedule | As per National Compendium | Per Compendium | Yes | *Last updated: April 2026 · Maintained by: MC Vice President* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://hubby.aiesec.dk/standards-and-compliance/loco-guide.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.