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G E N E R A L      S E C R E T A R I A T

CP/RES. 76 (84/72)

 
OEA/Ser.G
CP/RES. 76 (84/72)
1 November 1972
Original: Spanish

 

MODEL RULES OF PROCEDURES FOR
INTER-AMERICAN SPECIALIZED CONFERENCES 

WHEREAS: 

The Inter-American Specialized Conferences referred to in articles 128 and 129 of the Charter of the Organization of American States are governed by the provisions contained in the "Standards for Inter-American Specialized Conferences" approved by the General Assembly (AG/RES. 85 (II-0/72), by their own rules or organization plan in the case of periodic conferences when the General Assembly has approved them, 

THE PERMANENT COUNCIL OF THE ORGANIZATION OF AMERICAN STATES 

RESOLVES: 

That, when applicable, the Inter-American Specialized Conferences shall also be governed by the following: 

MODEL RULES OF PROCEDURES FOR
INTER-AMERICAN SPECIALIZED CONFERENCES 

I.        THE CONFERENCE AND ITS PURPOSES 

Article 1.  The (name of the specialized conference) shall have the following purposes. . . . . . .  

II.          PARTICIPANTS 

Delegations 

Article 2.  The delegations accredited by the governments of the member states of the OAS or those of the inter‑American specialized organization concerned may be composed of a principal representative, alternate representa­tives, advisers, and such other members as the governments may deem neces­sary.  The accreditation shall be accomplished by written communication to the Secretary General or the OAS (or to the administrative head of the pertinent specialized organization). 

Secretary General 

Article 3.  The Secretary General of the Organization, or his representa­tive, participates with voice but without vote in the deliberations of the Conference. 

Other organs and entities of the Organization 

Article 4.  The representatives of the organs or entities of the Or­ganization, whose spheres of competence are related to the topic or topics to be dealt with at the conference, shall have the right to speak but not to vote. 

Precedence 

Article 5.  The order of precedence of the delegations shall be estab­lished by lot at the preparatory session. 

Permanent observers and other observers 

Article 6.  Permanent Observers accredited to the Organization of American States or their alternates may attend the Conference, if they have advised the Secretary General, in writing, of their intention to do so. 

Article 7.  The following may accredit observers to the Conference: 

a.       Inter-American specialized organizations and intergovernmental regional agencies of the Americas; 

b.          The United Nations and its specialized agencies; 

c.       International or national organizations that maintain cooperative relations with the Organization of American States or with [name of the specialized organization] when the organ at whose initiative the conference is convoked expressly decides to do so; and 

d.       Governments of states that are not members of the Organization of American States [or of the name of the specialized organization] when these governments have expressed an interest in participating in the conference provided that the resolution on the convocation does not contain express provisions on the matter. 

For purposes of this article, the Secretary General of the Organization shall transmit the appropriate communications. 

Note:  When the specialized conference has been convoked by the Meeting of Consultation of Ministers of Foreign Affairs, the body that prepares the rules of procedure for the conference shall observe the provisions of the last sentence of Article 11.d of the Standards for Inter-American Specialized Conferences. 

Article 8.  Both the Permanent Observers and other observers may attend the inaugural session, public plenary sessions, and public committee meetings, as well as closed meetings of the committees when invited to do so by the Chairman concerned; they may also attend the closing session.  Observers may speak in plenary session and in committee meetings providing the corresponding president or chairman so decides. 

Article 9.  The General Secretariat shall provide to both the permanent and other observers copies of the minutes of the public sessions and of the other official documents of the Conference, except those whose distribution it has been decided to restrict. 

Special guests 

Article 10.  When special guests attend the Conference in accordance with Article 12 of the Standards for Inter-American Specialized Conferences, they may attend the inaugural session, the closing session, and public ple­nary sessions and committee meetings, as well as closed plenary sessions or committee meetings, when invited to do so by the chairman concerned. 

III.          OFFICERS OF THE CONFERENCE 

Article 11.  The Conference shall have a president, elected from among the chiefs of the delegations. The chiefs of the delegations other than that of the president shall be vice-presidents ex officio of the Conference and shall replace the president in the event of his absence or disability, in accordance with the order of precedence. 

Article 12.  The government of the host country shall designate a pro­visional president of the Conference, who shall serve until the Conference elects its president at the first plenary session. When the Conference meets at the headquarters of the General Secretariat, the Chairman of the Permanent Council shall serve as provisional president. 

Article 13.  The President shall call the plenary sessions, decide on the order of business thereof, open and close the plenary sessions, direct the discussions, recognize speakers in the order in which they request the floor, submit points under discussion to a vote and announce the results thereof, decide on points of order, install the committees of the Confer­ence, and, in general comply with and enforce the provisions of these rules of procedure. 

IV.          SECRETARIAT 

Article 14.  The General Secretariat, as the central and permanent organ of the Organizations is the secretariat of the Conference.  However, when the Conference has been convoked at the initiative of an inter-American specialized organization, it shall be the responsibility of that organization to provide the corresponding secretariat services, with such cooperation as the General Secretariat can extend. 

When the Conference is to be held elsewhere than at the headquarters of the General Secretariat or of the specialized organization at whose initiative it has been convoked, the cooperation and contribution of each of the parties for its holding shall be established in the corresponding agreement with the government of the host country. 

V.          COMMITTEES OF THE CONFERENCES 

Article 15.  There shall be a Steering Committee, a Committee on Cre­dentials, a Style Committee, and such working committees as the Conference may deem necessary. 

Article 16.  The Steering Committee shall be composed of the chairmen of the working committees and the President of the Conference shall be its chairman. It shall see that the work proceeds satisfactorily and, to that end, shall make such recommendations as it considers appropriate. 

The Committee shall meet when convoked by the chairman either on his own initiative or at the request of one of its members. 

Article 17.  The Committee on Credentials shall be composed of three delegations designated at the first plenary session.  It shall examine the credentials of the delegations and duly submit a report on the matter to the Conference. 

Article 18.  The Style Committee shall be composed of delegations des­ignated at the first plenary session, each of which shall represent one of the four official languages. 

The Style Committee shall be responsible for coordination of the texts of the documents of the Conference in the official languages to ensure their equal authenticity, and it shall make such changes of style in them as may be necessary.  To this end, the Committee shall receive the drafts adopted by the working committees before they are submitted to a plenary session for consideration. 

In the event that any draft contains defects of form that cannot be corrected, the Style Committee shall raise the point with the committee concerned or at a plenary session. 

Article 19.  The working committees shall be responsible for studying the various matters that appear on the agenda. Each delegation shall have the right to be represented on each working committee. Each working committee shall elect a chairman, a vice-chairman, and a rapporteur. 

Article 20.  Each committee may establish such subcommittees or work­ing groups as it deems necessary for the study of the topics assigned to it for consideration. Delegations shall have the right to participate with voice but without vote in a committee, subcommittee, or working group of which they are not members. 

Article 21.  The reports of the committees shall be prepared by the rapporteurs, who may have the assistance of the Secretariat.  They shall contain a summary of the background, a list of the documents considered, the essential points of the discussions, the results of any votes taken, and the complete text of the conclusions and recommendations adopted, as well as an explanation of how those decisions were reached. 

Article 22.  The provisions of these rules of procedure regarding pro­cedures, discussions, and voting shall also govern the committees, subcommittees and working groups, insofar as they are applicable. 

VI.          SESSIONS OF THE CONFERENCE AND MEETINGS OF ITS COMMITTEES 

Article 23.  The Conference shall hold an inaugural session, plenary sessions, which may be public or closed, and a closing session. The commit­tees may hold public or closed meetings. 

Article 24.  Prior to the first plenary session of the Conference the chiefs of delegation shall hold a closed preparatory meeting, which shall have the following order of business: 

a.          Establishment of the order of precedence; 

b.          Agreement on the rules of procedure; 

c.       Agreement on the election of the President of the Conference; 

d.          Agreement on the agenda; 

e.       Agreement on the [membership of the] Committee on Credentials and the Style Committee; 

f.        Agreement on the working methods and the establishment of working committees; 

g.          Deadline for the presentation of proposals; 

h.       Consideration of the assignment of documents to committees and of those proposals that are not clearly related to the topics on the agenda; 

i.        Agreement on the approximate duration of the Conference; and 

j.          Miscellaneous matters. 

The agreements reached shall be formally adopted at the first plenary session. 

Article 25.  A majority of the delegations of the member states of the OAS or, if applicable, of the member states of the specialized organiza­tion shall constitute a quorum in plenary sessions of the Conference.  In a meeting of a committee, a majority of the delegations that are members of it shall constitute a quorum. 

Article 26.  For the adoption of a decision in a plenary session, the vote of a majority of the states that participate in the Conference shall be required; for the adoption of a decision by a committee, the vote of a majority of the members of that committee present at the meeting at which the voting is conducted shall be required.

 

Article 27.  Votes shall be taken by a show of hands, but any representa­tive may request a roll-call vote, which shall be taken beginning with the delegation whose name is drawn by lot by the president or chairman and con­tinuing in the order of precedence of the delegations. 

No representative may interrupt the voting except for a point of order relating to the manner in which the voting is being conducted. The voting shall be considered concluded when the president or chairman has announced the results. 

Article 28.  At plenary sessions, no draft resolution, report, or proposal that has not been studied by the appropriate committee shall be considered, unless it is decided otherwise by the vote of an absolute ma­jority of the delegations. 

          Article 29.  Discussions shall be limited to matters related to the agenda, both in plenary sessions and in committee meetings. 

Article 30.  The sessions of the Conference shall be public. However, if the president or the chairman concerned so decides or any representative so requests, a session or meeting shall be closed and shall continue in that form unless the Conference or committee decides otherwise. 

Article 31.  The following standards shall be observed in the discussions­: 

a.       Proposals shall be presented in writing to the Secretariat, which shall distribute copies of them to all the delegations 24 hours before the session at which they are to be discussed. However if the body concerned considers it proper, it may authorize, discussion of and even voting on a proposal that was not distributed before­hand; 

b.       An amendment shall be submitted for discussion and shall be put to a vote before the article or proposal that it is intended to modify is voted upon; 

c.       Proposals on the same topic shall be put to a vote in the order in which they were presented; 

d.       Amendments to an article or a proposal shall be voted upon before the article or proposal. When several amendments to the same proposal are presented, the one that departs farthest from the original proposal shall be voted upon first. The same principle shall apply to the voting on the other amendments, but when the approval of one amendment necessarily implies the exclusion of another, the latter shall not be put to a vote; 

e.       A proposal that would totally replace the original proposal or that is not directly related to it shall not be considered an amendment; 

f.        If one or more amendments are approved, the proposal so amended shall be put to a vote as a whole; 

g.       Proposals and amendments shall be voted on by parts when any representative so requests, and voting shall immediately follow on the whole made up of the parts that have been approved; 

h.       When a proposal or amendment has been approved or rejected it may not be the subject of further consideration unless the body con­cerned so decides by the vote of two thirds of the delegations that are members of it. 

VII.          PROPOSALS AND WORKING DOCUMENTS 

Article 32.  Documents intended for the Conference shall be: a) working documents on topics of the agenda; b) reference documents relating to topics on the agenda, and c) drafts or proposals presented by the official delegations. 

Article 33.  Proposals, studies, and reports shall indicate the agenda topic to which they relate and shall be referred to the appropriate commit­tee by the Secretariat. 

Article 34.  A proposal that in the view of a delegation or of the Secretariat of the Conference is not clearly related to a topic on the agenda shall first be considered by the Steering Committee, which shall recommend to one of the working committees that it decide whether it should be studied. 

Article 35.  Any proposal of an activity that has financial implications for the Organization of American States shall be presented, together with an estimate of its cost, for consideration by the Conference. However, the implementation of the approved project shall be subject to decision by the ap­propriate organ. 

VIII.  OFFICIAL LANGUAGES 

Article 36.  The official languages of the Conference are English, French, Portuguese, and Spanish. 

 

IX.  MINUTES, FINAL REPORT, AND ARCHIVES OF THE CONFERENCE 

Article 37.  Summary minutes shall be kept of the plenary sessions and of the meetings of the Steering Committee and the working committees; those minutes shall contain a summary of the discussions and the full text of the decisions adopted. 

Article 38.  The Secretariat shall distribute to the delegations, as promptly as possible, the provisional text of the minutes of each session or meeting.  The delegations may present to the Secretariat of the Confer­ence such corrections as they consider necessary, within a period of twenty-four hours from the time the text is distributed. 

Article 39.  There shall be a final report of the Conference, which shall contain, in addition to the conclusions and agreements reached, background information on the organization of the Conference, the list of participants, and basic information on the work of the Conference, and the reports of the rapporteurs of the committees.