Meeting place

Valenciennes, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD

• The minutes of the 47th Management Board meeting of 28 November 2018
• DECISION n°192 of the Management Board of the European Union Agency for Railways adopting the statement of estimates 2020 and endorsing SPD 2020
  In its communication COM(2013)519 of 10/07/2013 on the programming of human and financial resources for decentralised agencies 2014-2020, the Commission foresaw for the ERA 2020 budget an EU contribution of 26,75 Mio€ with 148 TA and 36 CA.  This Decision provides a forecast of the expenditure and revenue for 2020. There is, however, not yet enough information in order to estimate the volume and complexity of the projects for vehicle authorisation, safety certification, which will arise in 2019-2020.  The Agency will be able to provide more accurate estimates for 2020 and amend the SPD draft accordingly before its adoption by the Management Board in November, based on the progress of work in the second half of 2019.
• DECISION n°193 of the Management Board of the European Union Agency for Railways adopting the ERA Communication Plan for 2019.
  This Decision refers to the annual Communication plan of the Agency which needs to be adopted by the Board. It provides an overview of (1) the major milestones for 2019, (2) the Communication events of the year, (3) Newsletter editions, and (4) Other publications.
• DECISION n°194 of the Management Board of the European Union Agency for Railways establishing procedures for decision-making by the Executive Director in relation to authorisations for placing vehicles on the market, single safety certificates, and ERTMS track-side approvals
  In order for the Executive Director to take decisions on Vehicle Authorisation, Single Safety Certificates, and ERTMS trackside deployment approvals in accordance with Articles 14, 20, 21 and 22 of Regulation (EU) 2016/796, and considering that the timeframe for the decisions would be quite tight and that the decisions will need to be taken quickly as well as recognising that in case of absences of the decision-maker, the delivery of approvals system should be able to function, the Board adopted rules on which such decisions should be taken in terms of business continuity, availability of expertise, and controls at the appropriate levels.
• Agreed to meet on 4 June 2019 in Lille

Decisions

• DECISION n°192 of the Management Board of the European Union Agency for Railways adopting the statement of estimates 2020 and endorsing SPD 2020
• DECISION n°193 of the Management Board of the European Union Agency for Railways adopting the ERA Communication Plan for 2019
• DECISION n°194 of the Management Board of the European Union Agency for Railways establishing procedures for decision-making by the Executive Director in relation to authorisations for placing vehicles on the market, single safety certificates, and ERTMS

Meeting place

Valenciennes, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD

• The minutes of the 46th Management Board meeting of 24 June 2018
• Re-election of Hinne Groot as MB Deputy-Chair
• DECISION n° 184 of the Management Board of the European Union Agency for Railways on establishing the criteria for nominating Board of Appeal members and appointing representatives for assessing the list of qualified candidates. 
  Prior to establishing the Board(s) of Appeal, the MB decided to firstly set the criteria on how potential candidates will be assessed.  The MB also decided on a list of names of MB members who would assess all the candidates and propose the most suitable ones to the MB for adoption.
• DECISION n° 185 of the Management Board of the European Union Agency for Railways adopting rules on reimbursement of travel accommodation expenses and subsistence allowance for members of the Board of Appeals and other persons and on fees for experts envisaged under the Board(s) of Appeal Rules of Procedure.  
  This Decision refers to the rules on the reimbursement of expenses for members of the Board of Appeals and other persons envisaged under the Board(s) of Appeal Rules of Procedure. The rules define the details and amounts of travel, accommodation and daily allowances reimbursements for the BoA members as well as those of other experts including their fees.
• DECISION n° 186 of the Management Board of the European Union Agency for Railways adopting the Single Programming Document 2019.  This Decision refers to the adoption of the Single Programming Document 2019.
  The document takes the opinion of the European Commission into account, according to article 25.2 (c) of the Agency Regulation, as well as the outcomes of the consultation process in the course of 2018.
• DECISION n° 187 of the Management Board of the European Union Agency for Railways amending AB Decision n° 22/2008 adopting Rules on the reimbursement of expenses incurred by people from outside the ERA invited to attend meetings in an expert capacity and repealing AB Decision 4 dated 9 March 2006.
  This Decision amends AB Decision n°22/2008 and covers the scope and rules for reimbursing experts participating to the Agency’s meetings. The amendment was needed to ensure a balanced budget for SPD 2019.
• DECISION n° 188 of the Management Board of the European Union Agency for Railways amending Decision n° 161 of the Management Board of the European Union Agency for Railways adopting the policy on monitoring the performance and decision‐making of National Safety Authorities (NSAs) adopted on 29 November 2017.
  This Decision amends MB Decision n°161/2017 and defines a targeted scope for the NSA monitoring. The amendment was needed to ensure a balanced budget for SPD 2019.
• DECISION n° 189 of the Management Board of the European Union Agency for Railways on the practical modalities relating to recovery of costs incurred by the Agency for its assistance to Member States, candidate countries and stakeholders on training and other appropriate activities. 
  This Decision provides the Agency with the possibility to recover costs when engaging at the request of the Commission, Member States, candidate countries or the networks, in training and other appropriate activities concerning the application and explanation of railway safety and interoperability legislation and related products of the Agency such as registers, implementation guides and recommendations (Art. 43 of the Agency Regulation).
• DECISION n° 190 of the Management Board of the European Union Agency for Railways adopting the budget and establishment plan 2019.
  This Decision refers to the adoption of the budget 2019 and the establishment plan 2019, based on communication COM(2013)519 of 10/07/2013 on the programming of human and financial resources for decentralised agencies 2014-2020.  
• Agreed to meet on 24 January 2019 in Lille.

Decisions

• DECISION n°184 of the Management Board of the European Union Agency for Railways on establishing the criteria for nominating Board of Appeal members and appointing representatives for assessing the list of qualified candidates
• DECISION n°185 of the Management Board of the European Union Agency for Railways adopting rules on reimbursement of travel accommodation expenses and subsistence allowance for members of the Board of Appeals and other persons and on fees for experts envi
• DECISION n°186 of the Management Board of the European Union Agency for Railways adopting the Single Programming Document 2019
• DECISION n°187 of the Management Board of the European Union Agency for Railways amending AB Decision n° 22/2008 adopting Rules on the reimbursement of expenses incurred by people from outside the ERA invited to attend meetings in an expert capacity
• DECISION n°189 of the MB of the Agency on the practical modalities relating to recovery of costs incurred by the Agency for its assistance to Member States, candidate countries and stakeholders on training and other appropriate activities
• DECISION n°190 of the Management Board of the European Union Agency for Railways adopting the budget and establishment plan 2019
• DECISION n°188 of the MB of the Agency amending Decision n°161 of the MB of the Agency on the adoption of the policy on monitoring the performance and decision‐making of National Safety Authorities (NSAs) adopted on 29 November 2017

Meeting place

Lille, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD

• adopted the minutes of the 45th meeting held on January 25th 2018
• adopted guidelines and the list of the main elements to be included in the cooperation agreements to be concluded between the Agency and the national safety authorities
• adopted an Opinion on the Annual Accounts 2017
• amended the Communication Plan 2018
• adopted the Consolidated Annual Activity Report 2017 together with its Analysis and Assessment agreed by the Management Board
• amended the Technical and Functional specifications for the One-Stop Shop
• adopted amendment n°2 Single Programming Document 2018- Annex Procurement Plan
• agreed to meet on 27 September 2018​

Decisions

• DECISION n°174 of the Management Board of the European Union Agency for Railways adopting guidelines and the list of the main elements to be included in the cooperation agreements to be concluded between the Agency and the national safety authorities
• DECISION n°175 of the Management Board of the European Union Agency for Railways adopting an Opinion on the Annual Accounts
• DECISION n°176 of the Management Board of the European Union Agency for Railways amending the ERA Communication Plan for 2018
• DECISION n°177 of the Management Board of the European Union Agency for Railways adopting the Consolidated Annual Activity Report 2017
• DECISION n°178 of the Management Board of the European Union Agency for Railways amending the technical and functional specifications for the establishment of the One-Stop Shop (OSS)
• DECISION n°179 of the Management Board of the European Union Agency for Railways amending the Single Programming Document 2018

Meeting place

Lille , France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD

• adopted the minutes of the 44th meeting held on November the 29th 2017,
• adopted an amendment to SPD 2018,
• adopted the statement of estimates 2019,
• endorsed the draft SPD 2019,
• adopted a procedure for cooperation by the Agency and its staff in national judicial proceedings,
• agreed that where part of the fees and charges payable by applicants to the Agency relates to the work performed for the NSAs to assess conformity with national rules, the Agency shall reimburse the relevant NSAs in full based on the calculation model for the NSA scope as defined in the Implementing Act on fees and charges,
• agreed that external experts supporting the Agency in its tasks will be reimbursed at their individual hourly rate and that in case of a significant under-absorption of the costs paid to these external experts, support should be provided by the Commission to the Agency,
• adopted a procedure for handling complaints lodged pursuant to Article 90 of the Staff Regulations,
• adopted rules for the prevention and management of conflicts of interest in respect of participants in working parties and groups referred to in Article 5 § 2 of Regulation (EU) 2016/796, of the Agency staff and other staff not covered by the Staff Regulations / Framework for Good Administrative Behaviour of the European Union Agency for Railways,
• adopted the Communication Plan 2018,
• agreed to meet on 26 June 2018.

Decisions

• DECISION n°165 of the Management Board of the European Union Agency for Railways establishing a procedure for cooperation by the Agency and its staff with Member States judicial authorities in the context of judicial proceedings
• DECISION n°166 of the Management Board of the European Union Agency for Railways amending the Single Programming Document 2018
• DECISION n°167 of the Management Board of the European Union Agency for Railways adopting the Communication Plan 2018
• DECISION n°168 of the Management Board of the European Union Agency for Railways on the Statement of estimates 2019 and the draft Single Programming Document 2019
• DECISION n°169 of the Management Board of the European Union Agency for Railways adopting the Framework for Good Administrative Behaviour of the European Union Agency for Railways

Meeting place

Valenciennes, France

Summary of decisions

THE ERA ADMINISTRATIVE BOARD:

• adopted the minutes of the 37th meeting held on 25 November 2015
• adopted the ERA Statements of Estimates 2017
• adopted an amendment to the ERA budget 2016
• adopted an amendment to the ERA Single Programming Document 2016
• adopted the Annual Activity Report 2015
• adopted the assessment of the Annual Activity Report 2015
• adopted by analogy‐ Commission Decision C(2015)970 on Article 55a of the Staff Regulations and Annex IVa thereto concerning part‐time work ;
• adopted a decision on working time for ERA staff
• adopted general implementing provisions regarding Article 54 of the Conditions of Employment of Other Servants of the European Union (reclassification TAs)
• adopted general implementing provisions regarding Article 87(3) of the Conditions of Employment of Other Servants of the European Union (reclassification CAs)
• empowered the Executive Director to submit a draft delegation of the powers conferred by the Staff Regulations on the appointing authority and by the Conditions of Employment of Other Servants of the European Union on the authority empowered to conclude contracts of employment to the Executive Director of European Union Agency for Railways
• agreed to meet on 23 June 2016

Minutes

38th_mb_meeting_minutes_en.pdf (539.62 KB)

Decisions

• DECISION n°125 of the Administrative Board of the European Railway Agency adopting the statement of estimates 2017
• DECISION n°126 of the Administrative Board of the European Railway Agency amending the budget 2016
• DECISION n°127 of the Administrative Board of the European Railway Agency adopting amendment n°1 of the Work Programme 2016
• DECISION n°128 of the Administrative Board of the European Railway Agency adopting the Annual activity Report 2015
• DECISION n°129 of the Administrative Board of the European Railway Agency adopting the assessment of the Annual Activity Report 2015
• DECISION n°130 of the Administrative Board of the European Railway Agency on Working Time
• DECISION n°131 of the Administrative Board of the European Railway Agency on Article 55a of the Staff Regulations and Annex IVa thereto concerning part-time work
• DECISION n°132 of the Administrative Board of the European Railway Agency on general implementing provisions regarding Article 87(3) of the Conditions of Employment of Other Servants of the European Union
• DECISION n°133 of the Administrative Board of the European Railway Agency laying down general implementing provisions regarding Article 54 of the Conditions of Employment of Other Servants of the European Union

Meeting place

Valenciennes, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD:

• adopted the minutes of the 38th meeting held on 31 March 2016
• adopted its Rules of Procedure
• adopted the Executive Board Rules of Procedure
• appointed the members of the Executive Board for a term of office of four years
• adopted an opinion on the Annual Accounts 2015
• adopted an Amendment n°2 to the Programming Document 2016
• adopted an Amendment n°2 to the Budget 2016
• agreed to meet on 29 November 2016

Minutes

39th_meeting_minutes_en.pdf (441.66 KB)

Decisions

• DECISION n°134 of the Management Board of the European Union Agency for Railways establishing the Rules of Procedure of the Management Board
• DECISION n°135 of the Management Board of the European Union Agency for Railways establishing the Rules of Procedure of the Executive Board
• DECISION n°136 of the Management Board of the European Union Agency for Railways appointing the members of the Executive Board
• DECISION n°137 of the Management Board of the European Union Agency for Railways adopting an Opinion on the Annual Accounts 2015
• DECISION n°138 of the Management Board of the European Railway Agency adopting amendment n°02 of the Programing Document 2016
• DECISION n°139 of the Management Board of the European Union Agency for Railways adopting amendment n°2 budget 2016

Meeting place

Lille, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD

• adopted the minutes of the 39th meeting held on June 23rd 2016
• appointed a member to the Executive Board,
• adopted the Single Programming Document (SPD) 2017
• adopted the budget and establishment Plan 2017
• adopted an amendment to the “Arrangements to be applied by the Agency for Public Access to Documents”
• adopted the procedures for the adoption of Single Programming Document (SPD) and Annual Activity Report (AAR)
• agreed to adopt an amendment to the “Policy for Visits to Member States” by written procedure
• agreed to meet on 31 January 2017

The linguistic arrangements for the Agency were not adopted due to lack of unanimity among the Board members.

Minutes

40th_mb_meeting_minutes_en.pdf (577.44 KB)

Decisions

• DECISION n°143 of the Management Board of the European Railway Agency adopting the Single Programming Document 2017
• DECISION n°144 of the Management Board of the European Union Agency for Railways adopting the budget and establishment plan 2017
• DECISION n°145 of the Management Board of the European Union Agency for Railways amending the “Arrangements to be applied by the Agency for Public Access to Documents”
• DECISION n°146 of the Management Board of the European Union Agency for Railways adopting the Single Programming Document procedure and the Annual Activity Reporting procedure

Meeting place

Lille, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD:

• adopted the minutes of the 40th meeting held on November 29 2016,
• agreed to explore further options on the Agency's internal linguistic arrangements
• appointed an alternate member to the Executive Board,
• adopted the Statement of Estimates 2018,
• endorsed the draft SPD 2018,
• adopted an Impact Assessment Methodology for the Agency,
• adopted the Communication Plan 2017,
• was consulted on the draft Rules of Procedure of the Board of Appeal and agreed on the principle to establish the Board of Appeal as a permanent body,
• agreed to modify the name of the Commission representative as reporting officer for the appraisal of the Executive Director,
• agreed to hold a workshop for MB members on NSAs and NoBos monitoring policies on 9 March 2017 in Lille
• agreed to meet on 27 June 2017.

Minutes

41st_mb_meeting_minutes_en.pdf (472.07 KB)

Decisions

• DECISION n°148 of the Management Board of the European Union Agency for Railways on the Statement of Estimates 2018
• DECISION n°149 of the Management Board of the European Union Agency for Railways adopting an Impact Assessment Methodology
• DECISION n°150 of the Management Board of the European Union Agency for Railways adopting the Communication Plan for 2017
• DECISION n°151 of the Management Board of the European Union Agency for Railways adopting amendment appointment ED reporting officers

Meeting place

Lille, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD:

• adopted the minutes of the 41st meeting held on January 31st 2017,
• elected as Chairperson of the Management Board, Ms Clio LIEGEOIS, representative of Belgium
• agreed on the “Role of the Executive Board” paper,
• adopted an Opinion on the Annual Accounts 2016,
• adopted the Annual Activity Report 2016 together with its Analysis and Assessment issued by the Management Board,
• adopted the provisions on auditing notified conformity assessment bodies in the framework of Article 34(3) of Regulation (EU) 2016/796
• agreed to meet on 26 September 2017

The linguistic arrangements for the establishment of an internal language regime at the Agency were not adopted due to lack of unanimity among the Board members.

Minutes

42nd_mb_meeting_minutes_en.pdf (537.09 KB)

Decisions

• DECISION n°154 of the Management Board of the European Union Agency for Railways adopting an Opinion on the Annual Accounts 2016
• DECISION n°155 of the Management Board of the European Union Agency for Railways adopting the Annual Activity Report 2016
• DECISION n°156 of the Management Board of the European Union Agency for Railways adopting the provisions on auditing notified conformity assessment bodies in the framework of Article 34 § 3 of Regulation (EU) 2016/796
• ERA Management Board Paper on the Role of the Executive Board

Meeting place

Lille, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD:

• adopted the minutes of the 42nd meeting held on June 27th 2017,
• appointed Mr Yrjö MÄKELÄ as member and Ms Paloma FORCAT IRIBAS as alternate of the Executive Board and confirmed Mr Hinne J.Y. Groot as member of the Executive Board with a four-year mandate,
• amended the Rules of Procedure of the Executive Board,
• agreed on the Strategic Calendar of the Executive Board for the years 2017-2018,
• adopted Rules for the prevention and management of conflicts of interest in respect of the members of the Board(s) of Appeal of the European Union Agency for Railways,
• adopted the technical and functional specifications for the establishment of the One-Stop Shop (OSS),
• agreed on the 4th Railway Package Readiness Assurance Terms of Reference,
• agreed to meet on 29 November 2017,followed by worshop on SPD 2019 on 30 November 2017

Minutes

43rd_mb_meeting_minutes_en.pdf (493.29 KB)

Decisions

• ​DECISION n°157 of the Management Board of the European Union Agency for Railways amending the Rules of Procedure of the Executive Board
• DECISION n°158 of the Management Board of the European Union Agency for Railways adopting Rules for the prevention and management of conflicts of interest in respect of the members of the Board(s) of Appeal of the European Union Agency for Railways
• DECISION n°159 of the Management Board of the European Union Agency for Railways adopting the technical and functional specifications for the establishment of the One-Stop Shop (OSS)
• ERA Executive Board Strategic Rolling Calendar 2017-2018
• 4th Railway Package Readiness Assurance Terms of Reference (ToRs)

Meeting place

Valenciennes, France

Summary of decisions

THE EUROPEAN UNION AGENCY FOR RAILWAYS MANAGEMENT BOARD:

• adopted the minutes of the 43rd meeting held on September 26th 2017
• appointed an alternate to the Executive Board
• appointed EB rapporteurs for two topics listed under the EB Strategic Rolling Calendar 2017-2018
• appointed a member to the 4th RP Steering Group (4th RP SG)
• adopted a policy on monitoring the performance and decision-making of National Safety Authorities (NSAs)
• adopted rules for the prevention and management of conflicts of interest in respect of its members
• adopted the Single Programming Document (SPD) 2018
• adopted the budget and establishment plan 2018
• agreed to meet on 25 January 2017

Minutes

44th_mb_meeting_minutes_en.pdf (521.66 KB)

Decisions

• ​DECISION n°161 of the Management Board of the European Union Agency for Railways adopting the policy on monitoring the performance and decision-making of National Safety Authorities (NSAs)
• DECISION n°162 of the Management Board of the European Union Agency for Railways adopting rules for the prevention and management of conflicts of interest in respect of the members of the Management Board of the European Union Agency for Railways
• DECISION n°163 of the Management Board of the European Union Agency for Railways adopting the Single Programming Document (SPD) 2018
• DECISION n°164 of the Management Board of the European Union Agency for Railways adopting the budget and establishment plan 2018

Meeting place

Lille, France

Summary of decisions

THE ERA ADMINISTRATIVE BOARD

• adopted the minutes of the 36th meeting held on 16 June 2015
• elected Mr Hinne Groot representing the Netherlands, Deputy-Chair of the Administrative Board
• apointed Mr Wolfram Neuhfer representing Germany, member of the Administrative Board Sub-Committee for financial, budgetary and staff issues
• adopted the ERA Work Programme/Single Programming Document 2016
• adopted the ERA budget and establishment plan 2016
• adopted the following Implementing Rules to the Staff Regulations:
  • general provisions for implementing Article 87(1) of the Conditions of Employment of Other Servants of the European Union and implementing the first paragraph of Article 44 of the Staff Regulations
  • adopting measures concerning unpaid leave for temporary and contract staff
  • laying down the general implementing provisions on the procedure governing the engagement and use of temporary staff under Article 2(f) of the CEOS
  • general provisions for implementing Article 43 of the Staff Regulations and implementing the first paragraph of Article 44 of the Staff Regulations for temporary staff
• endorsed the ERA Communication Strategy
• agreed to meet on 31 March 2016

 

Minutes

37th_ab_meeting_minutes_en.pdf (443.56 KB)

Decisions

• DECISION n°121 of the Administrative Board of the European Railway Agency laying down the general implementing provisions on the procedure governing the engagement and use of temporary staff under Article 2(f) of the CEOS
• DECISION n°119 of the Administrative Board of the European Railway Agency adopting the Programming Document 2016
• DECISION n°122 of the Administrative Board of the European Railway Agency on the general provisions for implementing Article 43 of the Staff Regulations and implementing the first paragraph of Article 44 of the Staff Regulations for temporary staff
• DECISION n°123 of the Administrative Board of the European Railway Agency on the general provisions for implementing Article 87(1) of the Conditions of Employment of Other Servants of the European Union and implementing the first paragraph of Article 44
• DECISION n°124 of the Administrative Board of the European Railway Agency adopting measures concerning unpaid leave for temporary and contract staff
• DECISION n°120 of the Administrative Board of the European Railway Agency adopting the budget and establishment plan 2016