Rule II: Sessions and meetings
1. At the first session held during each calendar year, the Committee shall elect a Vice-Chairman from among the representatives of its Members who shall remain in office until the election of a new Vice-Chairman at the first session in the next calendar year; the Vice-Chairman's term of office shall in any event terminate at the end of the Committee's term of office. If the Vice-Chairman is prevented from exercising his functions for the remainder of his term of office, due to resignation, disability, death or for any other reason the Committee shall elect a new Vice-Chairman from among the representatives of its Members for the remainder of the Vice-Chairman's term of office.
2. The Chairman or, in his absence, the Vice-Chairman shall preside at meetings of the Committee and exercise such other functions as may be required to facilitate its work. In the absence from any meeting of the Chairman and Vice-Chairman, the Committee shall elect one of the representatives of its Members to take the chair.
3. If the Chairman of the Committee is prevented from exercising his functions for the remainder of his term of office, due to resignation, disability, death, or for any other reason, his functions shall be assumed by the Vice-Chairman for the remainder of the Chairman's term of office. The Committee shall elect a new Vice-Chairman from among the representatives of its Members for the remainder of the Vice-Chairman's term of office.
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2. Any number of separate meetings may be held during each session of the Committee.
3. The meetings of the Committee shall be held in private, unless otherwise determined by the Committee.
4. The sessions of the Committee shall be held at the seat of the Organization or at another place, in pursuance of a decision of the Council.
5. Notice of the date and place of each session shall be communicated to all Members of the Committee and to their appointed representatives as early as possible in advance of the session.
6. If the representative of a Member of the Committee is expected to be unable to attend one full session, or if due to incapacity, death or any other reason he is prevented from exercising his functions for the remainder of the term for which the Member he represents has been elected, that Member shall inform the Director-General and the Chairman as soon as possible, and may designate a substitute representative who shall have the qualifications and experience referred to in paragraph 1 of Rule XXVII of the General Rules of the Organization.
7. The representatives of five Members shall constitute a quorum.
1. The Director-General, in consultation with the Chairman of the Committee, shall prepare a provisional agenda for any session of the Committee. Every effort shall be made to circulate to all Members of the Committee and to their appointed representatives, as early as possible in advance of that session, the agenda and the documents to be used by the Committee at that session.
2. The first item on the provisional agenda shall be the adoption of the agenda.
3. Any Member of the Committee may request the Director-General to insert an item in the provisional agenda. The Director-General shall there upon circulate the proposed item, together with any necessary papers, to all Members of the Committee and to their appointed representatives.
4. The Committee in session may amend the agenda by the deletion, addition, or modification of any item, provided that no matter referred to it by the Council or on the request of the Conference be omitted.
1. Each representative of a Member of the Committee, including the Chairman, shall have one vote.
2. Decisions of the Committee shall be taken by a majority of the votes cast.
3. Upon the request of any representative of a Member, voting shall be by roll call, in which case the vote of each representative shall be recorded.
4. When the Committee so decides, voting shall be by secret ballot.
5. In addition to the above Rules, the provisions of Rule XII of the General Rules of the Organization shall apply.
1. At each session, the Committee shall approve a report embodying its views, recommendations and decisions, including, when requested, a statement of minority views. Such other records for its own use as the Committee may on occasion decide shall also be maintained.
2. Where necessary, appropriate arrangements will be made by the Committee for safeguarding the confidential nature of documents used in its deliberations.
1. The travelling expenses of the representative of each Member of the Committee properly incurred in travelling, by the most direct route, from the representative's duty station, to the site of the Committee session and return to his duty station, shall be borne by the Organization. Representatives of Members whose official work station is outside the site of the Committee's session shall also be paid a subsistence allowance while attending sessions of the Committee.
2. Travelling expenses and subsistence allowances shall be payable in accordance with the travel regulations of the Organization.
A Rule of Procedure of the Committee may be suspended by the Committee, provided that 24 hours' notice of the proposal for the suspension has been given. Such notice may be waived if no representative of a Member objects.
