Rules of Procedure of the Conference of the States Parties
A. REGULAR SESSIONS
Rule 1 Date of sessions
Rule 2 Notification of sessions
B. SPECIAL SESSIONS
Rule 3 Holding of special sessions
Rule 4 Summoning by the Conference
Rule 5 Summoning at the request of the Executive Council
Rule 6 Summoning at the request of Members
Rule 7 Notifications of special sessions
C. SPECIAL SESSIONS TO REVIEW THE OPERATION OF THE CONVENTION
Rule 8 Convening of special review sessions
D. REGULAR AND SPECIAL SESSIONS GENERAL PROVISIONS
Rule 9 Place of sessions
Rule 10 Duration of sessions
Rule 11 Temporary adjournment of sessions
II. AGENDA
A. REGULAR SESSIONS
Rule 12 Preparation of provisional agenda
Rule 13 Contents of provisional agenda
Rule 14 Supplementary items
Rule 15 Approval of the agenda
Rule 16 Additional items
B. SPECIAL SESSIONS
Rule 17 Provisional agenda
Rule 18 Contents of provisional agenda
Rule 19 Approval of the agenda
Rule 20 Additional items
C. REGULAR AND SPECIAL SESSIONS-GENERAL PROVISIONS
Rule 21 Explanatory memoranda
Rule 22 Amendment and deletion of items
III. REPRESENTATION OF MEMBERS
Rule 23 Composition of delegations
Rule 24 Alternates
Rule 25 Representation on committees and other subsidiary bodies of the Conference
IV. CREDENTIALS
Rule 26 Submission of credentials
Rule 27 Examination of credentials
Rule 28 Provisional admission to a session
V. PARTICIPATION OF SIGNATORY STATES, OBSERVER STATES, AND OTHER OBSERVERS
Rule 29 Signatory States
Rule 30 Observer States
Rule 31 Representatives of the United Nations and of the specialised agencies
Rule 32 Representatives of other international organisations
Rule 33 Non-governmental organisations
VI. CHAIRMAN, VICE-CHAIRMEN AND CHAIRMAN OF THE COMMITTEE OF THE WHOLE
Rule 34 Election of Chairman, Vice-Chairmen and Chairman of the Committee of the Whole
Rule 35 Period of office
Rule 36 Acting Chairman
Rule 37 Replacement of the Chairman
VII. SECRETARIAT
Rule 38 The role of the Director-General
Rule 39 Direction of staff
Rule 40 Duties of the Secretariat
VIII. COMMITTEES OF THE CONFERENCE
A. GENERAL COMMITTEE
Rule 41 General Committee
Rule 42 Representation in the General Committee of bodies other than the Committee of the Whole
Rule 43 Functions of the General Committee
Rule 44 Participation by Members requesting the inclusion of items in the agenda
B. MAIN AND OTHER COMMITTEES
Rule 45 Main Committee
Rule 46 Creation of other committees
Rule 47 Officers and subcommittees
Rule 48 Reference of agenda items to committees
IX. CONDUCT OF BUSINESS AT PLENARY MEETINGS OF THE CONFERENCE
Rule 49 The presiding officer
Rule 50 General powers of the presiding officer
Rule 51 Voting
Rule 52 Public and private meetings
Rule 53 Quorum
Rule 54 Speeches
Rule 55 Precedence
Rule 56 Points of order
Rule 57 Time-limit on speeches
Rule 58 Closing of list of speakers and right of reply
Rule 59 Adjournment of debate
Rule 60 Closure of debate
Rule 61 Suspension or adjournment of the meeting
Rule 62 Order of procedural motions
Rule 63 Proposals and amendments
Rule 64 Decisions on competence
Rule 65 Withdrawal of proposals and motions
Rule 66 Reconsideration of proposals and amendments
X. DECISION MAKING
Rule 67 Voting rights
Rule 68 Decisions on questions of procedure
Rule 69 Decisions on matters of substance
Rule 70 Decision whether the question is one of substance or not
Rule 71 Meaning of the phrase "Members present and voting"
Rule 72 Methods of voting
Rule 73 Conduct during voting
Rule 74 Explanation of vote
Rule 75 Division of proposals and amendments
Rule 76 Voting on amendments
Rule 77 Voting on proposals
Rule 78 Equally divided votes
XI. ELECTIONS
A. GENERAL PROVISIONS
Rule 79 Secret ballot
Rule 80 Elections to fill one elective place
Rule 81 Elections to fill two or more elective places
Rule 82 Appointment of the Director-General
B. ELECTIONS TO THE EXECUTIVE COUNCIL
Rule 83 Elective places to be filled
Rule 84 Ballot papers
Rule 85 Invalid votes
XII. CONDUCT OF MEETINGS OF COMMITTEES AND OTHER SUBSIDIARY BODIES
Rule 86 Application of these Rules to committees and other subsidiary bodies
XIII. LANGUAGES AND DOCUMENTATION
Rule 87 Official languages
Rule 88 Interpretation from other languages
Rule 89 Documents submitted by Members
Rule 90 Recommendations and decisions
Rule 91 Reports
Rule 92 Official records
XIV. AMENDMENT, SUSPENSION AND INTERPRETATION OF RULES
Rule 93 Amendment of Rules
Rule 94 Suspension of Rules
Rule 95 Interpretation of Rules
I. SESSIONS
A. REGULAR SESSIONS
Rule
1 Date of sessions
The Conference of the States Parties (hereinafter called "the
Conference") of the Organisation for the Prohibition of Chemical Weapons
(hereinafter called "the Organisation") shall meet in regular sessions
which shall be held annually unless it decides otherwise. The session shall
be convened on a date set by the Conference at its previous regular session.
Rule
2 Notification of sessions
The Director-General shall notify all Members of the Organisation at
least 90 days in advance of each regular session, of the opening date, place
and expected duration thereof.
Rule 3 Holding of special sessions
Special sessions of the Conference shall be convened in accordance
with Article VIII, paragraph 12 of the Convention.
Rule
4 Summoning by the Conference
Special sessions of the Conference shall be convened when decided by
the Conference.
Rule
5 Summoning at the request of the Executive Council
Special sessions of the Conference shall be convened not later than
30 days after the receipt by the Director-General of a request for such a session
from the Executive Council, unless specified otherwise in the request.
Rule
6 Summoning at the request of Members
Any
Member of the Organisation may request the Director-General to convene a special
session of the Conference. The Director-General shall immediately inform the
other Members of the Organisation of the request and inquire whether they concur
with it. If one third of the Members concur with the request, a special session
of the Conference shall be convened by the Director-General not later than 30
days after the receipt by him or her of such request.
Rule
7 Notifications of special sessions
The
Director-General shall notify all Members of the Organisation at least 21 days
in advance of each special session, of the opening date, place and expected
duration thereof.
C. SPECIAL SESSIONS TO REVIEW THE OPERATION OF THE CONVENTION
Rule
8 Convening of special review sessions
The
Conference shall not later than one year after the expiry of the fifth and the
tenth year after the entry into force of the Convention, and at such other times
within that time period as may be decided upon, convene in special sessions
to undertake reviews of the operation of the Convention. Such reviews shall
take into account any relevant scientific and technological developments. At
intervals of five years thereafter, unless otherwise decided upon, further sessions
of the Conference shall be convened with the same objective.
D. REGULAR AND SPECIAL SESSIONS
GENERAL PROVISIONS
Rule
9 Place of sessions
Sessions
of the Conference shall take place at the seat of the Organisation unless the
Conference decides otherwise.
Rule 10 Duration of sessions
On
the recommendation of the General Committee, the Conference shall, at the beginning
of each session, fix a closing date for the session.
Rule
11 Temporary adjournment of sessions
The
Conference may decide at any session to adjourn temporarily and resume its meetings
at a later date.
A. REGULAR SESSIONS
Rule
12 Preparation of provisional agenda
The
provisional agenda for all regular sessions of the Conference shall be drawn
up by the Executive Council and sent by the Director-General to all Members
of the Organisation not later than 60 days in advance of the session.
Rule
13 Contents of provisional agenda
The
provisional agenda for each regular session shall include:
- All items the inclusion of which has been decided by the Conference at a previous session;
- All items proposed by the Executive Council;
- All items proposed by any Member of the Organisation ;
- All resolutions and all agenda items which the United Nations has referred or proposed to the Organisation, as well as any item proposed by a specialised agency, and which the Executive Council submits to the Conference in accordance with the agreement establishing the relationship between the Organisation and the United Nations and the Organisation and a specialised agency;
- Election of Members to membership of the Executive Council;
- The annual draft report of the Organisation on the implementation of the Convention, the annual report of the Executive Council and such other reports as the Executive Council deems necessary or which the Conference may request;
- Fostering of international cooperation for peaceful purposes in the field of chemical activities;
- The programme and budget of the Organisation, submitted by the Executive Council, for the ensuing financial period and all items pertaining to this budget ;
- The External Auditor's report on the audited financial statements of the Organisation as forwarded by the Executive Council ;
- The scale of assessments to be paid by States Parties ;
- Any issue to be brought to the attention of the United Nations requiring approval by the Conference in accordance with Article XII of the Convention ;
- The opening date and anticipated duration of the next regular session of the Conference;
- All items which the Director-General, in consultation with and following agreement from the Executive Council, deems necessary to put before the Conference; and
- Other items required by the Convention.
Rule
14 Supplementary items
A
Member of the Organisation, the Executive Council, the Director-General, in
agreement with the Executive Council or the United Nations, may, not later than
30 days before the date set for the opening of any regular session, request
the inclusion of supplementary items in the agenda. Such items shall be placed
on a supplementary list, which shall be communicated to Members at least 21
days before the opening of the session.
Rule
15 Approval of the agenda
The
provisional agenda for each regular session, and the supplementary list, if
applicable, together with the report thereon of the General Committee, shall
be submitted to the Conference for approval as soon as possible after the opening
of the session by a simple majority of Members present and voting.
Rule
16 Additional items
Any
items of an important and urgent character, proposed by a Member, the Executive
Council or the United Nations, which have not been placed on the provisional
agenda pursuant to Rule 13 of these Rules or on the supplementary list pursuant
to Rule 14 of these Rules, shall be referred to the General Committee, which
shall report promptly thereon to the Conference. Such items may be placed on
the agenda if the Conference so decides by a simple majority of Members present
and voting. No additional item may be considered until seven days after it is
placed on the agenda, unless the Conference, by a two thirds majority of Members
present and voting, decides otherwise.
Rule
17 Provisional agenda
The
provisional agenda for all special sessions of the Conference shall be drawn
up by the Executive Council and sent by the Director-General to all Members
of the Organisation not later than nine days after the receipt of any decision
or a request to convene such a special session.
Rule
18 Contents of provisional agenda
The
provisional agenda for each special session shall consist only of those items
proposed for consideration in the decision by the Conference to convene such
a session or in the request for the holding of the session by the Executive
Council or a Member of the Organisation. The contents of the provisional agenda
for the special sessions to review the operation of the Convention shall be
drafted by the Executive Council in accordance with Article VIII, paragraph
22, of the Convention.
Rule
19 Approval of the agenda
The
provisional agenda for each special session together with the report thereon
of the General Committee , shall be submitted to the Conference for approval
as soon as possible after the opening of the session by a simple majority of
the Members present and voting.
Rule
20 Additional items
Any
items of an important and urgent character, proposed by a Member, the Executive
Council or the United Nations, which have not been placed on the provisional
agenda pursuant to Rule 16 of these Rules, shall be referred to the General
Committee, which shall report promptly thereon to the Conference. Such items
may be placed on the agenda, if the Conference so decides, by a two-thirds majority
of the Members present and voting. No additional item may be considered until
two days after it is placed on the agenda, unless the Conference, by a two-thirds
majority of Members present and voting, decides otherwise.
C. REGULAR AND SPECIAL SESSIONS
GENERAL PROVISIONS
Rule
21 Explanatory memoranda
Each
item proposed for inclusion in the agenda, except an item proposed by the Executive
Council, shall be accompanied by an explanatory memorandum and, if possible,
by basic documents or by a draft decision.
Rule
22 Amendment and deletion of items
Items
on the agenda may be amended or deleted from the agenda of the Conference by
a simple majority of the Members present and voting except for items placed
on the agenda in accordance with Rule 20 of these Rules for which a two-thirds
majority of Members present and voting is required.
III. REPRESENTATION OF MEMBERS
Rule
23 Composition of delegations
Each
Member of the Organisation shall be represented at the Conference by one representative,
who may be accompanied by as many alternates and advisers as may be required
by the delegation . The representative and all such alternates and advisers
shall constitute the Member's delegation to the Conference.
Rule
24 Alternates
Each
representative may designate any alternate in his or her delegation to act in
his or her place during the Conference.
Rule
25 Representation on committees and other subsidiary bodies of the Conference
Each
representative may designate any alternate or any adviser in his or her delegation
to act for his or her delegation on any committee or other subsidiary body of
the Conference on which his or her delegation is represented.
Rule
26 Submission of credentials
The
credentials of each representative and the names of the persons constituting
the Member's delegation shall be submitted to the Director-General if possible
not less than seven days in advance of the session which the delegation will
attend. The credentials shall be issued either by the Head of State or Government
or by the Minister of Foreign Affairs of the Member concerned or any other authority
acting on their behalf.
Rule
27 Examination of credentials
A
Credentials Committee shall be appointed at the beginning of each session. It
shall consist of ten members, which shall be appointed by the Conference on
the proposal of the Chairman. The Committee shall elect its own officers. It
shall examine the credentials of all representatives and report without delay
to the Conference.
Rule
28 Provisional admission to a session
Pending
a decision of the Committee upon their credentials, representatives shall be
entitled to participate provisionally in the session. Any representative to
whose admission a Member has made objection shall be seated provisionally with
the same rights as other representatives until the Credentials Committee has
reported and the Conference has given its decision.
V. PARTICIPATION OF SIGNATORY STATES, OBSERVER STATES,
AND OTHER OBSERVERS
Rule
29 Signatory States
Any
State signatory to the Convention which has not yet deposited its instrument
of ratification in accordance with Article XXI, paragraph 2, of the Convention
shall be entitled, subject to prior written notification to the Director-General
, to participate, without taking part in the adoption of decisions, whether
by consensus or by vote, in the deliberations of the Conference. This means
that Signatory States shall be entitled to appoint observers to attend plenary
meetings of the Conference other than those designated private meetings; to
deliver statements at such meetings; to receive the documents of the Conference
and to submit its views in writing to delegations.
Rule
30 Observer States
Any
other State which, in accordance with Article XX of the Convention, may accede
to it may apply to the Director-General for observer status, which will be accorded
on the decision of the Conference. Such a State shall be entitled to appoint
an observer to attend and participate without the right to vote in the plenary
meetings of the Conference other than those designated private meetings and
to receive documents of the Conference.
Rule
31 Representatives of the United Nations and of the specialised agencies
The
Secretary-General of the United Nations or his or her representative and the
representatives of the specialised agencies shall be entitled to attend and
participate without vote in sessions of the Conference on matters of common
interest between them and the Organisation in accordance with their respective
relationship agreements or subject to the approval of the Conference.
Rule
32 Representatives of other international organisations
Representatives
of international organisations, other than the United Nations and the specialised
agencies shall be entitled to attend and participate without vote in plenary
meetings of the Conference on matters of common interest between them and the
Organisation in accordance with their respective relationship agreements or
subject to the approval of the Conference.
Rule
33 Non-governmental organisations
Representatives
of non-governmental organisations may be invited to attend the plenary meetings
of the Conference in accordance with such rules as the Conference has approved.
VI. CHAIRMAN, VICE-CHAIRMEN AND CHAIRMAN OF THE COMMITTEE OF THE WHOLE
Rule
34 Election of Chairman, Vice-Chairmen and Chairman of the Committee
of the Whole
The
Conference shall elect a Chairman, ten Vice-Chairmen, the Chairman of the Committee
of the Whole and such other officers as it may decide, having due regard to
equitable geographical representation.
Rule
35 Period of office
The
Chairman, the Vice-Chairmen, the Chairman of the Committee of the Whole and
other officers shall hold office until their successors are elected at the next
regular session.
Rule
36 Acting Chairman
If
the Chairman is absent during a meeting or any part thereof, he or she shall
appoint one of the Vice-Chairmen to take his or her place, who, while acting
as Chairman, shall have the same powers and duties as the Chairman.
Rule
37 Replacement of the Chairman
Notwithstanding
Rule 35, if the Chairman is unable to continue his or her functions, a new Chairman
shall be elected by the Conference for the unexpired term of office of the Chairman.
Rule
38 The Role of the Director-General
The
Director-General shall act in that capacity at all meetings of the Conference
and of its committees and other subsidiary bodies, or he or she may designate
a member of his or her staff to represent him or her at any such meetings. The
Director-General or his or her representative may, with the approval of the
presiding officer, make oral or written statements to such meetings.
Rule
39 Direction of staff
The
Director-General shall provide and direct the staff required by the Conference,
its committees and other subsidiary bodies and shall be responsible for all
the necessary arrangements for the meetings of the Conference, its committees
and other subsidiary bodies.
Rule 40 Duties of the Secretariat
Under
the direction of the Director-General, the Secretariat shall receive, translate,
reproduce and distribute documents of the Conference, its committees and other
subsidiary bodies; interpret speeches made at meetings; have custody of documents
of the Conference in the archives of the Organisation; publish the reports of
the meetings of the Conference; distribute all documents of the Conference to
the Members of the Organisation; and generally perform all other work which
the Conference, its committees or other subsidiary bodies may require.
VIII. COMMITTEES OF THE CONFERENCE
A. GENERAL COMMITTEE
Rule
41 General Committee
At
each session the Conference shall appoint a General Committee which shall consist
of the Chairman of the Conference, who shall serve as Chairman, the ten Vice-Chairmen
and the Chairman of the Committee of the Whole. If the Chairman of the Conference
is absent during a meeting of the General Committee or any part thereof, he
or she shall appoint one of the Vice-Chairmen to preside. If any other member
of the General Committee is absent from the meeting of the General Committee,
he or she may designate a member of his or her delegation to take his or her
place. No two members of the General Committee shall be members of the same
delegation, and it shall be so constituted as to ensure its representative character.
Rule
42 Representation in the General Committee of bodies other than the
Committee of the Whole
The
Chairman of the Executive Council and the Chairmen of committees of the Conference
other than the Committee of the Whole may participate without vote in the meetings
of the General Committee. The Chairman of the Executive Council and the Chairmen
of any such committee of the Conference may designate a Vice-Chairman of the
body concerned to represent him or her in the General Committee.
Rule 43 Functions of the General Committee
(a) The General Committee shall at the beginning of each session of the Conference consider the provisional agenda, together with any supplementary list, and shall report thereon to the Conference. It shall consider requests, made pursuant to Rules 14 and 20 of these Rules, for the inclusion of additional items and shall report thereon to the Conference. In considering matters relating to the agenda of the Conference, the General Committee shall not discuss the substance of any item, except insofar as this bears upon the question whether the General Committee should recommend the inclusion of the item in the agenda, the rejection of the request for inclusion or the inclusion of the item in the provisional agenda of a future session, and what priority should be accorded to an item the inclusion of which has been recommended.
(b) The General Committee shall propose to the Conference the allocation of agenda items to committees and the establishment of any additional committees which it considers necessary. It shall make recommendations to the Conference concerning the closing date of the session. It shall assist the Chairman of the Conference in conducting and coordinating the work of the Conference.
Rule
44 Participation by Members requesting the inclusion of items in the
agenda
A
Member of the Organisation which has no representative in the General Committee
and which has requested the inclusion of an item in the agenda shall be entitled
to attend any meeting of the General Committee at which its request is discussed,
and to participate, without vote, in the discussion of that item.
Rule
45 Main Committee
The
main committee of the Conference shall be the Committee of the Whole, which
shall consider and report on any item referred to it by the Conference under
these Rules.
Rule
46 Creation of other committees
The
Conference may set up such other committees as it deems necessary for the performance
of its functions.
Rule
47 Officers and subcommittees
Except
as provided in Rules 34 and 41, each committee of the Conference shall elect
its own Chairman and other officers. These officers shall be elected on the
basis of equitable geographical representation, experience and personal competence.
Each committee may set up subcommittees or other subsidiary organs, which shall
elect their own officers.
Rule
48 Reference of agenda items to committees
Agenda items relating to the same category of subjects shall be referred to
the committee or committees dealing with that category of subjects. Committees
shall not introduce new items on their own initiative.
IX. CONDUCT OF BUSINESS AT PLENARY MEETINGS OF THE CONFERENCE
Rule
49 The presiding officer
The
Chairman of the Conference, or, in his or her absence, a Vice-Chairman appointed
by him or her to take his or her place shall be the presiding officer of the
Conference.
Rule
50 General powers of the presiding officer
In
addition to exercising the powers which are conferred upon him or her by these
Rules, the presiding officer shall declare the opening and closing of each meeting
of the Conference, shall direct its discussions, ensure observance of these
Rules, accord the right to speak, put questions and announce decisions. He or
she shall rule on points of order and, subject to these Rules, shall have control
of the proceedings of the Conference and over the maintenance of order at its
meetings. The presiding officer may propose to the Conference the limitation
of the time to be allowed to speakers, the limitation of the number of times
each representative may speak on any question, the closure of the list of speakers
or the closure of the debate. He or she may propose the suspension or adjournment
of the meeting or the adjournment of the debate on the item under discussion.
The presiding officer, in the exercise of his or her functions, shall remain
under the authority of the Conference.
Rule
51 Voting
The
presiding officer shall not vote, but may appoint another member of his or her
delegation to vote in his or her place.
Rule
52 Public and private meetings
Plenary
meetings of the Conference shall be held in public unless declared private.
Meetings of subsidiary bodies, including committees, shall be held in private
unless designated otherwise. All decisions of the Conference taken at a private
meeting shall be announced at an early public meeting. At the close of each
private meeting of committees and other subsidiary bodies, the presiding officer
may issue a communiqué through the Director-General.
Rule
53 Quorum
A
majority of the Members of the Organisation shall constitute a quorum at the
plenary meetings of the Conference.
Rule
54 Speeches
No
representative may address the Conference without having previously obtained
the permission of the presiding officer. Subject to Rule 55 of these Rules,
the presiding officer shall call upon speakers in the order they signify their
desire to speak. The presiding officer may call a speaker to order if his or
her remarks are not relevant to the subject under discussion.
Rule
55 Precedence
The
presiding officer may accord precedence to the Chairman of the Executive Council
and to the Chairman or other officer of a committee or any other subsidiary
body of the Conference, for the purpose of explaining a report or recommendations
submitted to the Conference. He or she may also accord precedence to the Director-General
or his or her representative.
Rule
56 Points of order
During
the discussion of any matter, a representative may rise to a point of order,
and the point of order shall be immediately decided by the presiding officer
in accordance with these Rules. A representative may appeal against the ruling
of the presiding officer. The appeal shall be immediately put to the vote and
the presiding officer's ruling shall stand unless overruled by a majority of
the Members present and voting. A representative rising to a point of order
may not speak on the substance of the matter under discussion.
Rule
57 Time-limit on speeches
The
Conference may limit the time to be allowed to each speaker and the number of
times each representative may speak on any question. When debate is limited
and a representative has spoken his or her allotted time, the presiding officer
shall call him or her to order without delay.
Rule
58 Closing of list of speakers and right of reply
During
the course of a debate the presiding officer may announce a list of speakers
and, with the consent of the Conference, declare the list closed. He or she
may, however, accord the right of reply to any representative if a speech delivered
after the list has been closed makes this desirable.
Rule
59 Adjournment of debate
During
the discussion of any matter, a representative may move the adjournment of the
debate on the item under discussion. Permission to speak on the motion shall
be accorded only to two representatives in favour of and to two opposing the
adjournment, after which the motion shall be immediately decided. The presiding
officer may limit the time to be allowed to speakers under this Rule.
Rule
60 Closure of debate
A
representative may at any time move the closure of the debate on the item under
discussion, whether or not any other representative has signified his or her
wish to speak. Permission to speak on the motion shall be accorded only to two
representatives opposing the closure, after which the motion shall be immediately
decided. If the Conference is in favour of the closure, the presiding officer
shall declare the closure of the debate. The presiding officer may limit the
time to be allowed to speakers under this Rule.
Rule
61 Suspension or adjournment of the meeting
A
representative may at any time move the suspension or the adjournment of the
meeting. The presiding officer may limit the time to be allowed to the speaker
moving the suspension or adjournment of the meeting. No discussion on such motions
shall be permitted and they shall be immediately decided.
Rule
62 Order of procedural motions
Subject
to Rule 56 of these Rules, the following motions shall have precedence in the
following order over all proposals or motions before the meetings:
- To suspend the meeting;
- To adjourn the meeting;
- To adjourn the debate on the item under discussion; and
- To close the debate on the item under discussion.
Rule
63 Proposals and amendments
Proposals
and amendments shall normally be submitted in writing to the Director-General
who shall circulate copies to all delegations. Unless the Conference decides
otherwise, proposals shall not be discussed or considered for decision until
the day after copies thereof have been circulated. The presiding officer may,
however, permit the discussion and consideration of amendments, or of motions
as to procedure, even though these amendments or motions have not been distributed
or have been distributed the same day.
Rule
64 Decisions on competence
Subject
to Rule 62 of these Rules, any motion calling for a decision on the competence
of the Conference to adopt a proposal submitted to it shall be decided upon
before a decision is taken on the proposal in question.
Rule
65 Withdrawal of proposals and motions
Any proposal or a motion may be withdrawn by its proposer at any time
before voting on it has commenced, provided that it has not been amended by
decision of the Conference. A proposal or a motion thus withdrawn may be reintroduced
by any representative.
Rule
66 Reconsideration of proposals and amendments
When
a proposal or amendment has been adopted or rejected, it shall not be reconsidered
at the same session unless the Conference, by a two-thirds majority of the Members
present and voting, so decides. Permission to speak on a motion to reconsider
shall be accorded only to two speakers opposing reconsideration, after which
the motion shall be immediately put to the vote.
Rule
67 Voting rights
Each
Member of the Organisation shall have one vote . A Member of the Organisation
which is in arrears in the payment of its financial contribution to the Organisation
shall have no vote in the Organisation if the amount of its arrears equals or
exceeds the amount of the contribution due from it for the preceding two full
years. The Conference may, nevertheless, permit such a Member to vote if it
is satisfied that the failure to pay is due to conditions beyond the control
of the Member .
Rule
68 Decisions on questions of procedure
The
Conference shall take decisions on questions of procedure, including those pursuant
to Rules 56 to 61, by a simple majority of the Members present and voting .
Rule
69 Decisions on matters of substance
Decisions
on matters of substance should be taken as far as possible by consensus. If
consensus is not attainable when an issue comes up for decision, the presiding
officer shall defer any vote for 24 hours and during this period of deferment
shall make every effort to facilitate achievement of consensus, and shall report
to the Conference before the end of this period. If consensus is not possible
at the end of 24 hours, the Conference shall take the decision by a two-thirds
majority of the Members present and voting unless specified otherwise in the
Convention.
Rule
70 Decision whether the question is one of substance or not
When
the issue arises as to whether the question is one of substance or not, that
question shall be treated as a matter of substance unless otherwise decided
by the Conference by the majority required for a decision on matters of substance.
Rule
71 Meaning of the phrase "Members present and voting"
For
the purpose of these Rules, the phrase "Members present and voting"
means Members casting a valid affirmative or negative vote. Members who abstain
from voting shall be regarded as not voting.
Rule
72 Methods of voting
Except
in elections to the Executive Council, the normal method of voting shall be
by show of hands. Any representative may request a roll-call, which shall then
be taken in the English alphabetical order of the names of the Members of the
Organisation, beginning with the Member whose name is drawn by lot by the presiding
officer. The name of each Member shall be called in all roll-calls, and its
representative shall reply "yes", "no" or "abstention".
The result of the vote shall be inserted in the record of the meeting.
Rule
73 Conduct during voting
After
the presiding officer has announced the commencement of a vote, the voting shall
not be interrupted until the result has been announced, except on a point of
order in connection with the actual conduct of the voting.
Rule
74 Explanation of vote
Representatives
may make brief statements consisting solely of explanations of a vote, before
the voting has commenced or after the voting has been completed. Similarly,
explanatory statements of position may be made in connection with a decision
taken without a vote. The presiding officer may limit the time to be allowed
for such explanations. The presiding officer shall not permit the proposer of
a proposal or of an amendment to explain his or her vote on his or her own proposal
or amendment.
Rule
75 Division of proposals and amendments
A
representative may move that parts of a proposal or of an amendment shall be
voted on separately. If objection is made to the request for division, the motion
for division shall be first voted upon. Permission to speak on the motion for
division shall be accorded only to two representatives in favour and two representatives
against. If the motion for division is carried, those parts of the proposal
or of the amendment which are subsequently approved shall be put to the vote
as a whole. If all operative parts of the proposal or of the amendment have
been rejected, the proposal or the amendment shall be considered to have been
rejected as a whole.
- When an amendment to a proposal is moved, the amendment shall be voted first. When two or more amendments are moved to a proposal, the Conference shall first vote on the amendment deemed by the presiding officer to be furthest removed in substance from the original proposal and then on the amendment next furthest removed therefrom, and so on, until all the amendments have been put to the vote. Where, however, the adoption of one amendment necessarily implies the rejection of another amendment, the latter amendment shall not be put to the vote. If one or more amendments are adopted, the amended proposal shall then be voted upon.
- A motion shall be considered an amendment to a proposal if it merely adds to, deletes from or revises part of that proposal.
Rule
77 Voting on proposals
If
two or more proposals relate to the same question, the Conference shall, unless
it decides otherwise, vote on the proposals in the order in which they have
been submitted. The Conference may, after each vote on a proposal, decide whether
to vote on the next proposal.
Rule
78 Equally divided votes
If
a vote is equally divided in voting other than elections, the presiding officer
will give additional time for reconsideration of the issue before the proposal
is once again put to vote. In case the vote is still equally divided, the proposal
voted upon shall be considered as not adopted.
A. GENERAL PROVISIONS
Rule
79 Secret ballot
Members
of the Executive Council shall be elected by acclamation by the Conference upon
designation by a regional group. In case a regional group has been unable to
agree on a complete slate, the Conference shall fill the seats pertaining to
that group which have not been agreed upon within the group, by secret ballot,
by a simple majority of Members present and voting. Other elections shall be
by secret ballot if ten or more Members so request.
Rule
80 Elections to fill one elective place
When
only one elective place is to be filled and no candidate obtains in the first
ballot a majority required, a second ballot shall be taken which shall be restricted
to the two candidates who obtained the largest number of votes in the first
ballot. If in the second ballot the votes are equally divided, the presiding
officer shall decide between the candidates by drawing lots.
Rule
81 Elections to fill two or more elective places
When
two or more elective places are to be filled at one time under the same conditions,
those candidates obtaining in the first ballot the majority required shall be
elected. If the number of candidates obtaining the majority required is less
than the number of elective places to be filled, there shall be no more than
two ballots in respect of each elective place remaining to be filled. If in
the first ballot for an unfilled elective place no candidate obtains the majority
required, a second ballot shall be taken which shall be restricted to the two
candidates who obtained the largest number of votes in the first ballot for
that elective place. If in the second ballot for that elective place the votes
are equally divided, the presiding officer shall decide between the candidates
by drawing lots.
Rule
82 Appointment of the Director-General
The
Director-General shall be appointed by the Conference upon the recommendation
of the Executive Council for a term of four years, renewable for one further
term, but not thereafter.
B. ELECTIONS TO THE EXECUTIVE COUNCIL
Rule
83 Elective places to be filled
Before
the Conference at each regular session proceeds to elections to the Executive
Council, the presiding officer shall indicate to the Conference those elective
places on the Executive Council which must be filled so as to ensure that after
the end of that session the Executive Council will be constituted in accordance
with Article VIII, paragraph 23, of the Convention.
Rule
84 Ballot papers
There
shall be a single ballot in respect of all the elective places to be filled.
The ballot paper shall specify elective places which are to be designated by
each regional group in the order that these groups are referred to in Article
VIII, paragraph 23, of the Convention.
Rule
85 Invalid votes
In
elections to the Executive Council invalid votes shall include those cast for
a Member of the Organisation:
- Which is not in that group referred to in Article VIII, paragraph 23, of the Convention;
- Whose term of office as an elected Member will not expire at the end of the session in which the election is being held.
A ballot paper containing more names from the relevant group than the number of seats assigned to it will be declared invalid.
XII. CONDUCT OF MEETINGS OF COMMITTEES AND OTHER SUBSIDIARY BODIES
Rule
86 Application of these Rules to committees and other subsidiary bodies
Subject
to any decision of the Conference and subject to these Rules, procedures governing
the conduct of business in committees and other subsidiary bodies of the Conference
shall conform as far as it is appropriate to the rules governing the conduct
of business at plenary meetings of the Conference.
XIII. LANGUAGES AND DOCUMENTATION
Rule
87 Official languages
Arabic,
Chinese, English, French, Russian and Spanish shall be the official languages
of the Conference.
Rule
88 Interpretation from other languages
Any
representative may make a speech in a language other than the official language
provided that if he or she does so he or she shall himself or herself provide
for interpretation into one of the official languages. In such cases, interpretation
into the other official languages by the interpreters of the Secretariat may
be based on the interpretation provided by the representative.
Rule
89 Documents submitted by Members
All
documents submitted by a Member to the Secretariat shall be in one of the official
languages of the Conference.
Rule
90 Recommendations and decisions
All
recommendations, decisions and other important documents of the Conference shall
be published in the official languages of the Conference and shall be distributed
by the Secretariat to all Members of the Organisation as soon as possible.
- Reports of plenary sessions of the Conference shall be issued by the Secretariat in the official languages of the Conference and shall contain the text of all recommendations and decisions of the Conference adopted at that session.
- Reports of meetings of subsidiary bodies of the Conference and their recommendations shall be issued by the Secretariat, unless the Conference decides otherwise. Reports containing recommendations to, or otherwise requesting action or a decision to be taken by the Conference shall be issued in the official languages of the Conference.
Rule
92 Official records
A
set of official records shall be maintained by the Secretariat in the official
languages of the Conference, containing the text of all recommendations and
decisions of the Conference, and recommendations of subsidiary bodies to plenary
sessions of the Conference, as well as a complete list of all conference documents
and reports.
XIV. AMENDMENT, SUSPENSION AND INTERPRETATION OF RULES
Rule
93 Amendment of Rules
These
Rules may be amended by the Conference, subject to the provisions of the Convention,
in accordance with the procedures for decisions on matters of substance as set
forth in Rule 69 of these Rules and provided that the Conference has received
a report on such amendment from an appropriate committee.
Rule
94 Suspension of Rules
Any
of these Rules may be suspended, subject to the provisions of the Convention,
by a decision of the Conference taken in accordance with the procedures for
decisions on matters of substance as set forth in Rule 69 of these Rules.
Rule
95 Interpretation of Rules
The
description of these Rules in the table of contents and the description prefixed
to each Rule shall be disregarded in the interpretation of these Rules.