C 2003/INF/2 |
Thirty-second Session |
Rome, 29 November - 10 December 2003 |
GUIDE ON CONDUCT OF PLENARY MEETINGS |
Powers and duties of Chairman and Vice-Chairmen of the Conference (GR IX-1, GR XII-20)
Decorum in debate
Right of reply
Challenging Chairman's ruling (GR IX-4)
Vice-Chairman (GR IX-2, GR IX-3)Participation in meetings and declarations of competence and voting rights
(Art. II-9, GR XLII-2, GR XLI-2, GR XLI-3, GR XLI-1)Proposals and amendments at meetings of the Conference
(GR XI-1 to GR XI-4)
Voting on proposals and amendments (GR XII-19)
Reconsideration of proposals (GR XII-26)
Amendments to proposals (GR XII-27)
Competence of Conference or Council (GR XII-28)
General consent on a proposal
(GR XII-10(a), GR XII-18)Points of order (GR XII-21, GR XII-15)
V. SUSPENSION, ADJOURNMENT OR CLOSURE
Suspension or adjournment of a meeting (GR XII-22)
Adjournment or closure of debate
(GR XII-23, GR XII-24)
Order of precedence for motions (GR XII-25)Notice periods for voting on certain matters (Art. XX-4, GR XLVIII-1, GR XLVIII-2, F.R. 15.2, GR XI-2, GR XI-3, GR XIX-2)
Nomination procedure (GR XII-5)
Quorum (GR XII-2, GR XIII-5, GR XIV-4, GR XLIV-1)
Voting rights of Members and Associate Members
(Art. III-4, Art. II-8, Art. II-10, GR XLIV-2, GR XLII-3, GR XLIII, Art. XVIII-6, Art. III-1, GR XII-29)
Majority requirements (GR XII-3(a), (b), (c))
Definition of election (GR XII-9(a), GR XII-4(b))
Types of vote and method of conducting voting
(GR XII-6, GR XII-7(a), GR XII-9(a), (b), GR XII-10(a), (b), GR XXXVI-1(b))
Definition of votes cast, abstentions and defective ballots (GR XII-4(a) to GR XII-4(d))
Failure to obtain the required majority (GR XII-13(a) , GR XII-11)
Postponement of balloting in an election (GR XII-14(b))
Raising points of order during a vote (GR XII-15)
Challenging the result of a vote or election (GR XII-16)
Duties of Elections Officer (GR XII-17)Procedure for roll call and show of hands vote
(GR XII-7(a))
Procedure for secret ballot
(GR XII-10(c) to GR XII-10(i))
Procedure for multiple elections by the Conference
(GR XII-12)
Procedure for multiple elections by the Council
(GR XII-13)
Relevant provisions of the
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Notice periods for voting on certain matters |
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Amendment of the Constitution |
Art. XX-4: No proposal for the amendment of the Constitution shall be included in the agenda of any session of the Conference unless notice thereof has been dispatched by the Director-General to Member Nations and Associate Members at least 120 days before the opening of the session. | |
Suspension of Rules adopted by the Conference (24 hours notices). |
GR XLVIII-1: Subject to the provisions of the Constitution, any of the foregoing Rules may be suspended by a two-thirds majority of the votes cast at any plenary meeting of the Conference, provided that notice of the intention to propose the suspension has been communicated to the delegates not less than 24 hours before the meeting at which the proposal is to be made. | |
Amendment of Rules adopted by the Conference (24 hours notice). |
GR XLVIII-2: Amendments of, or additions to, these Rules may be adopted by a two-thirds majority of the votes cast at any plenary meeting of the Conference, provided that the intention to propose the amendment or addition has been communicated to the delegates not less than 24 hours before the meeting at which the proposal is to be considered, and provided further that the Conference has received and considered a report on the proposal by an appropriate committee. | |
Amendment of Financial Regulations |
Fin. Reg. 15.2: These /Financial/ Regulations may be amended by the Conference in the same manner as provided for amendments of the General Rules of the Organization (see Rule XLVIII). | |
Proposals and amendments for plenary meetings (normally must be circulated one day in advance of discussion or vote). |
GR XI-2: Proposals and amendments shall be introduced in writing and handed to the Secretary-General of the Conference, who shall arrange for their circulation as Conference documents. | |
GR XI-3: Except as may be decided otherwise by the Conference at a plenary meeting or by a commission or committee, proposals shall not be put to the vote unless copies thereof have been circulated at least twenty-four hours before the vote. The Chairman of the Conference or of the commission or committee concerned may permit voting on amendments even though these amendments have not been circulated or have been circulated less than twenty-four hours before the vote. | ||
Applications for admission of additional Member Nations and Associate Members (30 days before the opening of the Conference Session). |
GR XIX-2: Any such application shall be transmitted immediately by the Director-General to Member Nations and shall be placed on the agenda of the next Conference session which opens not less than 30 days from the receipt of the application. | |
Nomination procedure |
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Nomination of candidates shall be by Member Nations or by their delegates. |
GR XII-5: Except as otherwise provided in the Constitution or these Rules, the nomination of any candidate for an elective place to be filled by the Conference or Council shall be made by the government of a Member Nation or by its delegate or representative. Subject to the procedure for nomination provided in the Rules, the appointing body shall determine the nomination procedure. | |
Quorum |
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A meeting cannot open unless a quorum is present. Quorum in plenary is more than half the Member Nations. |
GR XII-2:
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Before proceeding to a vote or election, the Chairman must again ascertain that a quorum is present. |
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In a Commission of the Conference, quorum for discussion and for voting on procedural matters (except for a motion for closure) is one-third of the Member Nations, but for voting on substantive questions and on motions for closure of the debate, the quorum is more than half the Member Nations. |
GR XIII-5: The procedure in a commission shall be governed by the provisions of Rule XII, so far as applicable. One-third of the members of a commission shall constitute a quorum for the consideration of items on the agenda of the commission and for decisions on questions of procedure with the exception of a motion for the closure of the debate on the item under discussion. A majority of the members of a commission shall constitute a quorum for decisions on substantive questions and for a decision on a motion for the closure of the debate on the item under discussion. | |
Quorum in Committees of Commissions is more than half the membership of the Committee. |
GR XIV-4: A majority of the members of each such committee shall constitute a quorum. Decisions in each such committee shall be taken by a majority of the votes cast. No member of any such committee shall have more than one vote. | |
For the purposes of determining a quorum before the opening of a session, the delegation of a Member Organization is counted only if it has the voting rights for the first item of the agenda to be considered by the particular session of the meeting for which the quorum is sought. If the need to determine a quorum arises during the course of a session, as for example in connection with a call for a vote, then the Member Organization is counted if the item under discussion at the time or in respect of which the vote is being called for, is one in respect of which voting rights have been assigned to the Member Organization. In such cases, the Member Organization is counted as representing a number of potential votes equal to the number of its Member States that are entitled to vote in the meeting. |
GR XLIV-1: For the purpose of determining a quorum, as specified in paragraph 2 (b) of Rule XII, the delegation of a Member Organization shall be counted to the extent that it is entitled to vote in the meeting in respect of which the quorum is sought. | |
Voting rights of Members and Associate Members |
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Member Nations have one vote each, but forfeit this right under certain circumstances. |
Art. III-4: Each Member Nation shall have only one vote. A Member Nation which is in arrears in the payments of its financial contributions to the Organization shall have no vote in the Conference if the amount of its arrears equals or exceeds the amount of the contributions due from it for the two preceding calendar years. The Conference may, nevertheless, permit such a Member Nation to vote if it is satisfied that the failure to pay is due to conditions beyond the control of the Member Nation. | |
Member Organizations exercise membership rights on an alternative basis with their Member States that are Member Nations of the Organization. |
Art. II-8: A Member Organization shall exercise membership rights on an alternative basis with its Member States that are Member Nations of the Organization in the areas of their repective competences and in accordance with rules set down by the Conference. | |
On the basis of the above-mentioned principle of the alternative exercise of membership rights, a Member Organization may exercise the multiple votes of its Member States on matters within its competence. |
Art. II-10: Except as otherwise provided in this Constitution or in rules set down by the Conference, and Article III paragraph 4 notwithstanding, a Member Organization may exercise on matters within its competence, in any meeting of the Organization in which it is entitled to participate, a number of votes equal to the number of its Member States which are entitled to vote in such meeting. Whenever a Member Organization exercises its right to vote, its Member States shall not exercise theirs, and conversely. | |
A Member Organization is not entitled to participate in voting for elective offices nor may it hold office in the Conference or the Council or any subsidiary body of the Conference or Council. This implies that a Member Organization may not propose or second any candidates for office at such meetings. |
GR XLIV-2: Member Organizations shall not participate in voting for elective places as defined in paragraph 9 (a) of Rule XII. GR XLII-3: Member Organizations shall not hold office in the Conference or any subsidiary body of the Conference. GR XLIII: Member Organizations shall not hold office in the Council or any subsidiary body of the Council. | |
A Member Organization is not entitled to participate in voting on the budget. This includes not merely the vote on the level of the budget, but also other votes connnected with the approval of the budget. |
Art. XVIII-6: ... A Member Organization shall not vote on the budget. | |
Associate Members may not vote. |
Art. III-1: ... each ... Associate Member shall have the right to participate in the deliberation of the Conference but shall not hold office nor have the right to vote. GR XII-29: Associate Members shall have the right to participate with Member Nations in matters pertaining to the conduct of business of meetings of the Conference, its commissions and committees, in accordance with the provisions of the foregoing paragraphs of this Rule, subject, however, to the limitations on voting and the holding of office stipulated in paragraph 1 of Article III of the Constitution, paragraph 3 of Rule XIII, paragraph 1 of Rule XIV and paragraph 1 of Rule XV of the General Rules of the Organization. | |
Majority requirements |
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The normal majority is more than one-half of votes cast, (exceptions are listed opposite Rule XII-3(c) below). |
GR XII-3(a): Except as otherwise provided in the Constitution or these Rules, the required majority for any decision or for any election to fill one elective place shall be more than one-half of the votes cast. | |
Multiple elections (filling simultaneously more than one elective place) require a special majority. |
GR XII-3(b): Except as otherwise provided in these Rules, in the case of an election by the Conference to fill simultaneously more than one elective place, the required majority shall be the smallest number of whole votes necessary to elect no more candidates than there are seats to be filled. This majority shall be obtained by the following formula: Required majority = [number of votes cast/(number of seats + 1)] + 1 (disregarding any resultant fraction). | |
Two-thirds majority: |
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The following are the cases in which, for a decision to be taken by the Conference, a two-thirds majority of the votes cast is required, provided that the total number of affirmative and negative votes cast shall be more than one-half of the Member Nations of the Organization:
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GR XII-3(c): Subject to the provisions of Article XX, paragraph 1 of the Constitution, when a two-thirds majority of the votes cast is required by the Constitution or these Rules for a decision to be taken by the Conference, the total number of affirmative and negative votes cast shall be more than one-half of the Member Nations of the Organization. If these conditions are not fulfilled the proposal shall be considered as rejected. 1 | |
In the case of amendments by the Conference to the Constitution, a two-thirds majority of the votes cast is also required, provided that such majority is more than one-half of the Member Nations in the Organization. |
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In the Council, in the case of approval of agreements and supplementary conventions and agreements and the addition of items to the Council's agenda during a session, a two-thirds majority of the membership of the Council is required. |
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Definition of election |
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The selection or appointment of an individual, nation or locality is an election. |
GR XII-9(a): For the purpose of the Rules, the term "election" means the selection or appointment of one or more individuals, nations or localities. The election of Council Members shall take place in accordance with the procedure laid down in Rule XXII paragraph 10(g). In other cases, more than one elective place shall be filled at the same election, unless the Conference or Council decides otherwise. | |
Meaning of "votes cast" in a multiple election. (For meaning of "multiple election" see GR XII-8(b), page 20). |
GR XII-4(b): In the case of an election to fill simultaneously more than one elective place the phrase "votes cast" shall mean the total number of votes cast by the electors for all elective places. | |
Types of vote and method of conducting voting |
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Types on voting. |
GR XII-6: Voting shall be by show of hands, roll call or secret ballot. | |
Roll call vote employed:
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GR XII-7(a): Subject to the provisions of paragraph 10 of this Rule, a vote by roll call shall be taken either upon request of a delegate or representative, or if a majority of two-thirds is required by the Constitution or these Rules. Voting by roll call shall be conducted by calling in English alphabetical order the names of all Member Nations entitled to vote. The name of the first nation to be called shall be designated by lot drawn by the Chairman. The delegate or representative of each Member Nation shall reply "Yes", "No", or "Abstention". At the conclusion of any roll call, the name of any Member Nation whose delegate or representative failed to answer shall be called again. The vote of each Member Nation participating in any vote by roll call shall be inserted in the record of the meeting. | |
A secret ballot is required for selection or appointment of an individual, nation or locality (see GR XII-9(a) below). |
GR XII-9(a): For the purpose of the Rules, the term "election" means the selection or appointment of one or more individuals, nations or localities. The election of Council Members shall take place in accordance with the procedure laid down in Rule XXII, paragraph 10(g). In other cases, more than one elective place shall be filled at the same election, unless the Conference or Council decides otherwise. | |
Several elective places may be filled at the same election (multiple election). |
GR XII-9(b): When one elective place is to be filled, the method of election by secret ballot shall be as provided in paragraph 11 of this Rule. When more than one elective place is to be filled at the same election, the method of election by secret ballot shall be as provided in paragraphs 12 and 13 of this Rule. | |
Secret ballot is used:
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GR XII-10(a): The appointment of the Chairman of the Council and of the Director-General, the admission of additional Member Nations and Associate Members shall be decided by secret ballot. Other elections shall likewise be decided by secret ballot, except that in the case of an election in which there are not more candidates than vacancies the Chairman may submit to the Conference or Council that the appointment be decided by clear general consent. | |
GR XII-10(b): Any other matter shall be decided by secret ballot if the Conference or Council so determines. | ||
Appointment of the Director-General A special procedure applies for the holding of successive ballots in voting on the appointment of the Director-General. |
GR XXXVI-1(b): The Director-General shall be elected by a majority of votes cast. Until a candidate obtains the required majority, the following procedure shall apply: | |
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Definition of votes cast, abstentions and defective ballots |
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"Votes cast" means votes for or against or in the case of an election, votes for a specific candidate duly nominated. Abstentions or detective ballots are not counted as "votes cast". |
GR XII-4(a): For the purpose of the Constitution and these Rules the phrase "votes cast" shall mean affirmative and negative votes, and shall not include abstentions or defective ballots. | |
In the case of an election to fill simultaneously more than one elective place, the vote for each elective place shall be counted as a separate vote. (Thus if there are five elective places to be filled simultaneously, each elector casts five votes on one ballot paper). |
GR XII-4(b): In the case of an election to fill simultaneously more than one elective place the phrase "votes cast" shall mean the total number of votes cast by the electors for all elective places. | |
Any ballot paper carrying a vote for an individual, nation or locality not validly nominated is defective. |
GR XII-4(d)(i): Any ballot paper carrying votes for more candidates than there are vacancies to be filled, or carrying a vote for an individual, nation or locality not validly nominated, shall be considered defective. | |
In the case of an election to fill simultaneously more than one elective place, votes for more candidates than there are vacancies to be filled, or for less candidates than there are vacancies to be filled, shall be considered defective. |
GR XII-4(d)(ii): In the case of an election to fill simultaneously more than one elective place, any ballot paper carrying votes for less candidates than there are vacancies to be filled shall also be considered defective. | |
Ballot papers shall carry no other notation or mark except those required to indicate the vote, in accordance with the instructions given on the ballot paper. |
GR XII-4(d)(iii): The ballot paper shall carry no other notation or mark than those required for the purpose of indicating the vote. | |
However, a ballot paper shall be considered valid when there is no doubt as to the intention of the elector and when the conditions of Rule XII-4(d) (i, ii and iii) have been fulfilled. |
GR XII-4(d)(iv): Subject to i), ii) and iii) above, a ballot paper shall be considered valid when there is no doubt as to the intention of the elector. | |
In a vote by show of hands, a roll call vote or a secret ballot, abstentions are recorded as set out in Rule XII-4(c). |
GR XII-4(c): Abstentions shall be recorded:
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Failure to obtain the required majority |
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Procedure in the case of an equally divided vote (on a matter which is not an election) resulting in a deadlock. |
GR XII-14(a): If a vote is equally divided on a matter other than an election, a second vote shall be taken at a subsequent meeting to be held not less than one hour after the conclusion of the meeting at which the equally divided vote occurred. If the second vote is also equally divided the proposal shall be regarded as rejected. | |
Procedure in the case of failure to obtain majority in an election to a single place. |
GR XII-11: In any election for one elective place, other than that of the Director-General, if a candidate fails on the first ballot to obtain a majority of the votes cast, successive ballots shall be taken at such time or times as the Conference or Council shall decide, until a candidate obtains such a majority. | |
(The procedure in the case of failure to obtain the required majority in a multiple election is dealt with in Rule XII-11 and Rule XII-12). |
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Postponement of balloting in an election |
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Second or subsequent ballots may be postponed after the first ballot has been held. |
GR XII-14(b): At any stage in an election after the first ballot has been held, further balloting may be postponed by the Chairman with the concurrence of the Conference or Council. | |
Raising points of order during a vote |
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A vote may be interrupted only on a point of order which is in connection with the voting. |
GR XII-15: Once voting has commenced, no delegate or representative may interrupt the voting except to rise to a point of order in connection with the voting. | |
Challenging the result of a vote or election |
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Procedure and time limits for challenging the result of a vote or election. |
GR XII-16(a): Any delegate or representative may challenge the result of a vote or election.
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Duties of Elections Officer |
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Duties of Elections Officer defined. |
GR XII-17: An officer of the Secretariat designated by the Director-General for each Conference or Council session, who shall be known as the elections officer, shall, with the assistance of a deputy or deputies, be responsible for the following duties: | |
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1 The following are the cases in which, for a decision to be taken by the Conference, a two-thirds majority of the votes cast is required, provided that the total number of affirmative and negative votes cast shall be more than one half of the Member Nations of the Organization:
- Admission of additional or Associate Members.
- Approval of conventions and agreements.
- Approval of agreements between the Organization and Member Governments.
- Decisions on the level of the budget.
- Formulation of recommendations to Member Governments.
- Inclusion of new items on the Conference agenda after it has been formally adopted by the Conference.
- Amendment or suspension of the General Rules of the Organization.
In the case of amendments by the Conference to the Constitution, a two-thirds majority of the votes cast is also required, provided that such majority is more than one half of the Member Nations of the Organization.
In the case of approval of agreements and supplementary conventions and agreements by the Council and the addition of items to the Council's agenda during a session, a two-thirds majority of the membership of the Council is required (i.e., at least 33 Council Members in favour).