Minutes, reports and other documents for discussion at meetings shall be received at least one week before the date of the meeting.

Distribution of documents shall be by courier, e-mail or both.

21.     Co-opted Members

The committee may co-opt a person to attend any of its meetings to offer expert opinion or advice

A co-opted person shall not have a right to vote on any matter for decision at the meeting.

22.     Discussions

Discussions shall be open and constructive recognising that genuinely held differences of opinion can, in many circumstances bring greater clarity and lead to better decisions.

All discussions and their record shall remain confidential unless there is a specific direction from the Committee to the contrary, or the law requires disclosure.

23.     Minutes

• The minutes shall be signed by the chairman/co-chair/coordinator and the recorder.
• The minutes shall be prima facie evidence of the proceedings of the committee.
• The minutes shall be confirmed and approved by members who were present at the particular meeting whose minutes are up for adoption.

24.     Adjournment of the Meeting

This may happen when either the meeting itself or part of the business of that meeting is postponed until another time or indefinitely.

No new business shall be introduced at the re-convening of an adjourned meeting unless notice of such new business is properly given.

At the beginning of any re-convened meeting, the Chairman shall recap deliberations of previous meeting to avoid any confusion or unnecessary duplication of discussion.

25.     Disclosure of Interest

A member of the MSG who has personal / private interest in any matter to be discussed by the MSG shall disclose the nature of the interest to the MSG and may be disqualified from deliberations of the Committee in respect of that matter.

26.     Sub-Committees

The MSG may constitute such special committees as it considers fit for the performance of its functions.

Sub-Committees shall be formed on either standing (permanent) or ad hoc basis to facilitate efficient decision-making of the Ghana EITI. Sub-Committees shall, be subject to necessary modifications, and shall observe the same rules of procedures of the committee. The sub-committees only speak or act for the committee when so authorised.

Ad hoc sub-committees may be formed for specific purposes and disbanded after completion of the assignment.

The Ghana EITI shall establish the following standing sub-committees:

• Communication /Sensitization Sub-Committee
• Technical sub-committee on mining
• Technical sub-committee on Oil/Gas
• Procurement