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GUIDELINES
ON WORKING METHODS OF THE ACP COMMITTEE OF AMBASSADORS
GUIDELINES ON WORKING METHODS OF THE ACP COMMITTEE OF AMBASSADORS AGREED ON
BY THE ACP COMMITTEE OF AMBASSADORS AT ITS MEETING HELD ON TUESDAY 27TH JANUARY,
1981
I. PREPARATION BEFORE A MEETING IS CONVENED
1. All documents from the Secretariat
to the Committee of Ambassadors should, in addition to their other aspects,
set out, as far as practicable, the precise recommendations being proposed
and where relevant, and possible, the estimated financial implications.
2. As regards the preparation of the agenda, the Chairmen of the various Sub-Committees
would be consulted by the Secretariat to determine the items for inclusion
in the draft agenda of the Committee of Ambassadors, which the Secretary General
would then discuss with the Chairman of the Committee of Ambassadors for final
clearance and for submission to the meeting.
3. The items on the agenda of the Committee of Ambassadors should, as far
as possible, be classified along the lines of the principles recommended for
the Council of Ministers, so as to allow the Committee to know which items
are merely for information, or for adoption only, or for discussion and decision.
4. To facilitate and accelerate the deliberations of the Committee of Ambassadors,
papers prepared for the consideration of the Committee of Ambassadors and its
Sub-Committee, in addition to being circulated in sufficient time, should be
the subject of short introduction. Where the matter has already been considered
by the relevant Sub-Committee, this function should be undertaken by the Chairman
of that Sub-Committee or by a Vice-Chairman of that Sub-Committee.
II THE CONDUCT OF BUSINESS AT MEETINGS
5. To reconcile the need to take swift and efficacious decisions with the
need to respect the rights of each ACP State to participate in that process,
a unanimous recommendation from a Sub-Committee would normally be adopted by
the Committee of Ambassadors without debate, where such recommendations had
been circulated in writing to the ACP Representatives within the required time.
The above provision is without prejudice to the provisions of Article 32 of
the Rules of Procedure.
6. Where, however, a delegation, for good reasons, has not had the opportunity
to express its views at the level of the Sub-Committee, such delegation shall
be entitled to express its views at the Plenary before the Plenary takes its
decision.
7. At the end of the deliberations on each item on the agenda, the Chairman
of the meeting should state clearly the consensus which has been reached.
III. FREQUENCY OF MEETINGS OF THE COMMITTEE OF AMBASSADORS
8. A specific day shall be designated as "Meeting day" for
the Committee of Ambassadors, it being understood that for good reasons,
adjustments by way of change in the day, or additional days of meetings,
can take place, by decision of the Chairman of the Committee of Ambassadors
in consultation with the Secretary General.
9. The Meeting Day presently fixed in accordance with paragraph 8 above shall
be fortnightly on Thursdays.
IV THE RELATIONSHIP AND RESPONSIBILITY OF THE BUREAU, THE ENLARGED BUREAU,
AND THE SUB-COMMITTEES OF THE COMMITTEE OF AMBASSADORS IN RELATION TO THE COMMITTEE
OF AMBASSADORS.
10. The essential role of the Bureau is to organise the work of the Committee
of Ambassadors and to handle such other matters as may not clearly fall within
the responsibility of any of the other agencies.
11. The role of the Enlarged Bureau, which comprises the members of the Bureau
and the Chairmen of the Sub-Committees, is to act as a Consultative body to
allow the Chairmen and other Members of the Bureau of the Committee of Ambassadors
to coordinate the substantive work of the ACP Group.
It also allows for exchange of information and coordination of work among
the various Chairmen themselves.
The Enlarged Bureau also has responsibility, like any other Sub-Committee,
for certain substantive areas of work, such as Information, Legal and Institutional
Affairs, etc.
12. All decisions of these bodies are ad referendum to the Plenary of the
Committee of Ambassadors
13. To assist the functioning of the Committee of Ambassadors, its meetings
shall, as far as possible, be preceded by a meeting of the Enlarged Bureau
so that the Chairman and other Members can be briefed by each Sub-Committee
Chairman on the issues on the agenda falling within the competence of their
Sub-Committee.
V TIME FOR THE COMMENCEMENT OF MEETINGS
14. The Committee of Ambassadors shall as far as possible endeavour to commence
its meetings punctually at the time specified in the agenda for the meeting.
15. Pursuant to paragraph 14 above, and notwithstanding any existing Rules
of Procedure to the contrary pertaining to the requirements of a quorum, a
meeting of the Committee of Ambassadors shall be commenced no later than 30
minutes after the commencement time specified in the agenda for the meeting.
In such a case the decisions of the meeting would be fully binding unless overturned
at the immediately subsequent meeting of the Committee of Ambassadors instituted
under the normal provisions in the Rules of Procedure (Article 19).
___________________________________________________________
ANNEX I ACP/187/78(Amb)Rev.1 Brussels, 12th May 1978
LEG/mgf
RULES OF PROCEDURE OF THE ACP COMMITTEE OF AMBASSADORS GENERAL
PROVISIONS
ARTICLE 1
The Committee of Ambassadors, hereinafter called "the Committee",
shall consist of the Ambassador or other representative of each of the ACP
States.
ARTICLE 2
The Bureau of the Committee shall be composed of the following members :
a) 4 Representatives from Africa
b) 1 Representative from the Caribbean
c) 1 Representative from the Pacific.
ARTICLE 3
The Bureau of the Committee shall meet whenever necessary between sessions
of the Committee.
ARTICLE 4
The Chairman of the Committee shall be elected by the Committee from among
the members of the Bureau on a rotation basis between the 4 regions of Africa,
the Caribbean and the Pacific regions.
The remaining members of the Bureau shall be the Vice Chairmen of the Committee.
ARTICLE 5
The Chairman of the Committee shall preside at all meetings of the Committee.
In the absence of the Chairman, one of the Vice-Chairmen of the Committee shall
act in his stead.
There shall be no meeting of the Committee in the absence of the Chairman
and all the five Vice-Chairmen.
ARTICLE 6
The Chairman shall be the principal spokesman on the joint positions of the
ACP Group during the meetings with the Community.
SESSIONS
ARTICLE 7
The Committee shall meet whenever necessary at the initiative of the Chairman
in consultation with the other members of the Bureau.
ARTICLE 8
Any member of the Committee may also request the Chairman to convene a meeting
of the Committee. The Chairman shall, on receipt of such request, convene a
meeting of the Bureau to deal with the subject matter necessitating the request.
If the Bureau is unable to deal with the subject matter, the Chairman shall
convene a meeting of the Committee accordingly.
ARTICLE 9
The Secretary General shall notify members at least forty-eight hours in advance
of a meeting.
ARTICLE 10
The Committee shall meet at the ACP House unless otherwise decided at a previous
session or at the request of a majority of members.
ARTICLE 11
Unless otherwise specified, meetings of the Committee shall be held behind
closed doors and proceedings of the meetings shall be kept secret.
AGENDA
ARTICLE 12
i) The Secretary General shall, in consultation with the Chairman, prepare
the draft Agenda of the each meeting of Committee. The draft Agenda shall include
any item proposed by a member.
ii) The Secretary General or the member proposing an item shall provide an
explanatory memorandum and where appropriate basic documents or draft decisions,
resolution or recommendation.
iii) The draft Agenda and appropriate documents shall be circulated to members
at least forty-eight hours before a meeting is convened.
iv) The draft Agenda shall be placed before the Committee at the opening of
the meeting for adoption.
ARTICLE 13
The Bureau of the Committee shall as far as possible consider the draft Agenda
before each meeting and make appropriate recommendations through the Chairman
to the Committee.
ARTICLE 14
Any item may be proposed for inclusion under the item "Any other Business".
The Chairman shall however ensure that only decisions or recommendations of
a procedural nature shall be taken under this item ; and in this regard his
decision shall be final.
THE SECRETARIAT
ARTICLE 15
The Secretary General, or an authorised representative of the Secretary General
shall attend all meetings of the Committee and its sub-Committees ; and through
the Chairman shall draw the attention of the Committee and the Sub-committee
to all relevant facts.
ARTICLE 16
The Secretary General shall coordinate the activities of
all the organs of the ACP and the institutions set up under the Lomé Convention.
He shall prepare and distribute documents in sufficient time and inform the
Committee of the schedule of meetings of all organs and institutions and
ensure that meetings are scheduled in an orderly and convenient manner.
ARTICLE 17
The Secretary General shall keep a record of all the decisions and recommendations
of the Committee. At the beginning of each meeting the record of the decisions
and recommendations of the previous meeting shall be approved.
ARTICLE 18
A report covering each meeting's deliberations shall be drawn up by the Secretariat
as soon as possible after the conclusions of the meeting. The reports in question
shall be forwarded as soon as possible to all Heads of Missions.
QUORUM
ARTICLE 19
The Chairman may declare a meeting open when a simple majority of the members
of the Committee is present.
When a meeting has been declared open discussions shall proceed even if the
quorum is not subsequently maintained.
CONDUCT OF BUSINESS AT MEETINGS
Speeches
ARTICLE 20
i) No member may address the Committee without having previously obtained
the permission of the Chairman.
ii) The Chairman shall call upon speakers in the order in which they signify
their desire to speak. He may however give priority to the initiator of a debate
or any speaker if in his opinion this will facilitate the work of the Committee.
ARTICLE 21
The Chairman may call a speaker to order if his remarks are not relevant to
the subject under discussion.
ARTICLE 22
The Chairman may summarise the results of a debate if in his opinion a consensus
has been reached.
ARTICLE 23
The Chairman may modify his summary when this is challenged so that a consensus
is reached. He need not re-open the debate to make this modification.
Points of Order
ARTICLE 24
i) During the discussion of any matter, a member may raise a point of order
and the point of order shall be immediately decided by the Chairman. The decision
of the Chairman shall be final.
ii) A member raising a point of order may not speak on the substance of the
matter under discussion.
Time-limit on Speeches
ARTICLE 25
The Chairman may propose that a limit be set to the time allowed to each speaker
and the number of times each member may speak on a particular question. Should
the proposal be accepted, the Chairman shall act accordingly.
ARTICLE 26
During the course of a debate the Chairman may announce the list of speakers,
and with the consent of the Committee, declare the list closed.
The Chairman may, however, accord the right of reply to any member if a speech
delivered after he has declared the list closed makes this desirable.
ADJOURNMENT AND SUSPENSION OF DEBATE AND MEETING
ARTICLE 27
The Chairman may at any time :
a) suspend the meeting ;
b) adjourn the meeting ;
c) adjourn the debate on the item under discussion.
DECISIONS OF THE COMMITTEE
ARTICLE 28
The acts of the Committee shall take the form of a decision, resolution or
recommendation.
ARTICLE 29
Decisions made by the Committee shall be arrived at on the basis of a consensus
of the members present.
SUB-COMMITTEES AND AD HOC WORKING GROUPS
ARTICLE 30
The Committee may set up such sub-Committees or ad hoc working groups to undertake
such activities as it may define.
ARTICLE 31
These Rules of Procedure shall, as far as practicable, apply to the Sub-Committees
and ad hoc Working Groups set up by the Committee or its Sub-Committees. Accordingly,
where a strict adherence to a rule would lead to absurdity, the Sub-Committee
or ad hoc Working Group concerned may adopt suitable modifications as necessary
to the rule to facilitate its work.
STATUS OF DECISIONS ETC. OF SUB-COMMITTEES
ARTICLE 32
i) Decisions and Resolutions of Sub-Committees are in the nature of recommendations
to the Committee. The Committee may however decide that the results of the
meeting of a Sub-Committee be acted upon without reference to it.
ii) In exceptional circumstances the Chairman may decide that the recommendations
of a Sub-Committee be acted upon without reference to the Committee. He shall
then make a report on the matter to the Committee at the first opportunity.
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