ADOPTED
GENERAL RULES OF PROCEDURE
OF
THE ASSOCIATION OF AGRICULTURAL RESEARCH
INSTITUTIONS
IN THE NEAR EAST
AND
NORTH AFRICA
(AARINENA)
Rule II: Sessions of the General Conference
Rule
VI: Election of the Executive Committee Members and of the President and
Vice-Present
Rule
VII: Functions of the President and the Vice-President
Rule
VIII: Voting arrangements and proceedings
Rule
IX: The Executive Committee
Rule
XI: Participation by observers
Rule
XII: Records, Reports and Recommendations
Rule
XIII: Amendments to the Constitution
For
the purpose of these Rules, the following definitions apply:
Constitution :
the Constitution of the Association of Agricultural Research Institutions in the
Near East and North Africa (AARINENA) as adopted by the Technical Consultation
held in Nicosia, Cyprus during the period of 17 – 18 October 1983 and amended
by the General Conference at its Fifth Session in April 1996 and at its Seventh
Session in March, 2000.
General
Conference:
the supreme body of AARINENA provided for in Article VIII.1 of the Constitution
and gathering representatives of all Full Members and Associate Members of the
Association.
Executive
Committee:
the permanent restricted body provided for in Article IX. 1 of the Constitution
that manages the affairs of the Association between two sessions of the General
Conference, in accordance with Article IX.2 of the Constitution.
Delegate:
the representative, head of delegation, of a Full Member or an Associate Member.
Delegation:
the delegate and his alternate, experts and advisers.
Observer:
the representative of a national institution or an intergovernmental or a
non-governmental organization invited to attend General Conference sessions as
observer.
Members:
the Full Members and Associate Members of AARINENA
Executive Secretary: the Executive Secretary of the Association as provided for in Article XI.1 of the Constitution.
Rule
II: Sessions of the General Conference
1.
In accordance with Article VIII.3 of the Constitution, the regular
sessions of the General Conference shall be held every two years.
They shall be convened by the President.
2.
In pursuance of Article VIII.6 of the Constitution, the President shall
convene special sessions of the General Conference, if so requested by the
Conference in an interval between regular sessions.
3.
The dates of the regular sessions shall be determined by the Executive
Committee.The dates of the special sessions shall be
determined by the President in consultation with the Executive Committee
members. Regular sessions of the
General
Conference shall be held at a place to be decided upon at each previous regular
session. Special sessions of the
General
Conference shall be held at the seat of the Association or at any other place
agreed between the President and the other
members
of the Executive Committee.
4.
Consultations between the President and the other members of the
Executive Committee provided for in paragraph 3 above may be held by any means
of communication that the President deems appropriate.
5.
Invitations to a regular Session of the Conference shall be prepared by
the Executive Secretary and issued by the President not less than 90 days in
advance of the date fixed for the opening of the session.
Invitations to special sessions shall be issued not less than 45 days in
advance of the date fixed for the opening of the session.
The invitations shall be addressed, together with the provisional agenda
of the regular session or the agenda of the special session, to all Full Members
and Associate Members of the Association and to such observers as it might have
been decided to invite; the working documents of the sessions shall be sent to
the Members and observers at the same time or as soon as possible thereafter.
4.
The Executive Secretary of the Association shall act as Secretary to the
General Conference
At each session the Executive Secretary shall receive the credentials of
delegations and observers. Such
credentials shall conform to the standard form set up by the Secretariat.
Upon examination thereof, the Executive Secretary shall communicate to
the General Conference the list of people officially designated to attend the
Session and registered.
1.
The provisional agenda of the General Conference regular sessions which
shall be prepared by the Executive Committee shall be dispatched together with
the invitation to the session at the time prescribed in Rule II.5.
Proposals for the addition of items to the agenda may be addressed to the
President by any Full Member not less than fifteen days before the opening of
the Session. The Executive
Secretary shall communicate them to the Members and observers before the opening
of the session concerned. The
agenda of the General Conference special sessions shall consist exclusively of
items relating to the purpose for which the session was called.
2.
The agenda of the regular sessions shall include :
a) adoption of the
agenda ;
b)
report of the Executive Committee on the implementation of the approved
programme of work and the progress made in fulfilling the objectives of the
Association ;
c) report by the
Executive Secretary on the annual accounts of the Association and all the
activities of the Secretariat ;
d)
consideration of the proposed Programme of Work and Budget of the
Association for ensuring financial period ;
e) proposals for
amendments to the Constitution, the General Rules of Procedure and the Financial
Regulations of the Association as appropriate ;
f) election of the five members of the Executive
Committee as well as of the President and Vice-President as provided for under
Articles VIII.5 and IX.1 of the
Constitution ;
1.
The Secretariat shall consist of the Executive Secretary and such full or
part time staff appointed by the President, on the approval of the Executive
Committee, and under his responsibility.
2.
Under the overall supervision of the President, the Executive Secretary
shall take all necessary actions to implement the policies of the Association
and the decisions of the General Conference and the Executive Committee, to
manage and run the day-to-day functions of the Association and shall report
thereon to the Executive Committee.
In
the exercise of his functions, the Executive Secretary will have direct
relations with all Members, all institutions and intergovernmental and
non-governmental organizations at all levels.
3.
The duties of the Executive Secretary shall include :
a)
communication of information received from Members ;
b)
organization of the General Conference and Executive sessions and
preparation, publication and distribution of the minutes of these sessions ;
c)
organization of conferences,
workshops, training programmes and any other meeting upon the request of the
Executive Committee ;
d)
receipt, collection and circulation of documents, reports, minutes,
papers and decisions of the General Conference and of the Executive Committee as
well as of
the conferences, workshops, training prorammes and any other meeting
organized by the Association ;
e)
e) maintaining
records of the proceedings ;
f)
preparation ;
g)
collection of the annual subscriptions and reception of any other
financial contributions to the Association and making payments in accordance
with policies established by the General Conference and the Executive Committee ;
h)
accounting for monies received, keeping record of expenditures and
financial commitments made in
the implementation of the Budget of the Association and submission of
audited accounts to the General Conference at all its regular sessions ;
i)
proposition of joint work programmes with regional and international
organizations and institutions ;
j)
coordination of all activities among the Members ;
k)
organization of documentation services to facilitate easy access to
necessary information on agricultural research in all sub-regions ;
l)
Performance of such other duties as the Executive Committee may assign to
him.
4. Copies of all communications concerning the affairs of the Association shall be sent to the Executive Secretary by the Members for purposes of information and record.
Rule VI: Election of the Executive Committee Members and of the President and Vice-Present
1.
Pursuant to Article VIII.5
and IX.1 of the Constitution, the General Conference shall, at the end of each
regular session, elect the five members of the Executive Committee and then,
among these elected members, select the President and the Vice President who
shall act, at the same time, as President and Vice-President of the General
Conference and of the Executive Committee.
2.
The Executive
Committee members are elected from among the delegations of the Full Member
participating in the General Conference session.
However, with the written approval of the General Conference,
candidatures of people who are not representatives can be accepted under the
condition it is submitted by the delegation concerned.
3.
All members of the Executive Committee will be eligible for the same
office, including the President and the Vice-President, shall take office at the
end of the General Conference session in which they have been elected until the
end of the next regular session.
4. All members of the Executive Committee, including the President
and the Vice-President, are elected for one term, renewable one time only;
however the former members of the Executive Committee, including the President
and the Vice-President, are again eligible after the expiry of one term period.
A biennial period between two regular sessions of the General Conference.
5.
Nominees must be delegates, alternates, experts or advisers in the
delegation of Full Members of the Association.
However, as provided for in paragraph 2 above, on the proposal of the
delegation concerned, and subject to the approval of the General Conference,
persons who are not members of this delegation, but hold responsibilities within
the framework of the institution represented, can be nominated for office in the
Executive Committee.
6.
In accordance with Article IX.3 of the Constitution, candidature for
office in the Executive Committee shall be made in writing, duly seconded, and
submitted to the Nomination Officer at least twelve hours before the General
Conference session earmarked for the election of officers.
Rule
VII: Functions of the President and the Vice-President
1.
The President shall exercise the function conferred on him in the
Constituent and in these Rules and
in particular shall ;
a)
preside at all meetings of
the Conference and the Executive Committee and declare the opening and closing
of each of
these plenary meetings ;
b)
direct the discussions at
such meetings and ensure observance of these Rules, accord the right to speak,
put questions and announce decisions ;
c)
rule on points of order ;
d)
subject to these Rules, have
complete control over the proceedings of the meetings ;
e)
represent the Association in
all legal matters.
2.
In the absence of the President or at his request, the functions of the
President shall be exercised by the Vice-President.
3.
The President or the Vice-President acting as President has a right to
vote. In case of equal votes
cast, the President’s vote shall prevail.
4.
In the interval between two regular sessions of the General Conference,
the President shall exercise the functions assigned to him by the Constitution
as well as any other functions entrusted to him by the General Conference.
Rule
VIII: Voting arrangements and proceedings
1.
Except as provided for in paragraph 5 of this Rule, voting in plenary
meetings shall be oral or by show of hands except that a vote by roll call shall
be taken if a special majority is required by the Constitution or by these Rules
or if a request for vote by call is made by any delegation.
2.
A vote by roll call shall be conducted by calling upon delegations in the
Arabic alphabetical order.
3.
A record of any roll call vote shall show the votes cast by each
delegates and any
Abstention.
4.
If the General Conference or the Executive Committee are equally divided
when a vote is taken on a question other than election, a second vote shall be
taken during the current session. If
the General Conference or the Executive Committee is then again equally divided,
then President vote shall prevail and the proposal shall be regarded as
rejected.
5.
Unless the General Conference decides otherwise, voting on matters
relating to individuals, including the election of the Executive committee
members, the President and the Vice-President, shall be by secret ballot.
6.
Elections of the President and Vice-President shall be held after all
members of the Executive Committee have been elected.
7.
Elections of the Executive Committee members will be held by sub-region.
Each sub-region shall elect one representative.
In no case one sub-region will have more than one representative in the
Executive Committee.
8. Elections of the five members of the Executive Committee will be held separately according to the Arabic alphabetical order of the names of the sub-region. The President and the Vice-President shall be elected separately among the elected Executive Committee Members.
9.
The nominees having obtained the highest number of votes for the offices
to be filled will be considered as elected.
When no nominee for an office obtains on the first ballot a majority of
the votes cast, there shall be taken a second ballot confined to the two
candidates obtaining the largest number of votes.
If the votes are equally divided on the second ballot, the President
shall choose between the candidates by drawing lots.
10. Each delegate at the General Conference shall have one vote for all matters. However, for the purpose of election of the Executive Committee members, as well as of election of the President and Vice-President, voting shall be done by country. Each country of the Near East and North Africa Region represented in the Association by one or several Full Members shall have one vote.
Rule
IX: The Executive Committee
1.
Pursuant to Article IX.1 of the Constitution, the Executive Committee
shall consist of five members, including the President and the Vice-President,
elected from among representatives of the Full Members of the Association.
2.
The Executive Committee shall hold a session at least once a year and
shall be called by the President. The
date and venue of next Executive Committee session will normally be decided at
the end of each session. However,
if no decision has been taken on the matter, the President will decide after
consultation with the other members of the Executive Committee.
3.
Special sessions of the Executive Committee may be convened at any time
on the request of at least three members of the Executive Committee. The date and venue of the session will be decided by the
President after consultation with the other members of the Committee.
4.
If matters of exceptional urgency requiring action by the Executive
Committee should arise between two sessions of the Committee, the President ,
after having consulted the Vice-President, or after notifying him, should such
consultations not prove feasible, may seek the opinion of the Executive
Committee members by correspondence or any other rapid means of communication.
Unless a special session of the Executive Committee is requested in
accordance with provisions of paragraph 3 above, the President may proceed with
the action contemplated as soon as he has received concurrence by any written
means of communication from the majority of the Executive Committee members.
5.
As provided for in Article VIII, paragraph 5, 6 and 8, the President and
Vice President of the Executive Committee, who are at the same time President
and Vice President of the General Conference, shall be elected by the General
Conference from among the Executive Committee members just elected.
They shall hold office from the end of the General Conference regular
session at which he has been elected until the end of the next regular session
of the Conference; they shall be eligible for re-election once.
6.
The President of the Executive Committee shall have, during the Executive
Committee meetings, the same powers and duties as he has as President of the
General Conference in relation to meetings of the General Conference itself.
7.
The Executive Secretary of the Association shall act as Secretary to the
Executive Committee.
8.
The Executive Committee shall :
a)
manage the affairs of the Association in accordance with the Constitution
and the policies and directives adopted by the General Conference;
b)prepare the budget estimates of the Association for the consideration and
approval of the General
Conference ;
c)
report to the General Conference on the implementation of the approved
programme of work and the
progress made in fulfilling the objectives of the Association ;
d)carry out such other functions as the General Conference may delegate to
it.
9.
The Executive Committee may establish such working groups as it considers
desirable.
10.
The procedures of the Executive Committee and of its working groups shall
be governed by Rule VIII
above.
11.
Meetings of the Executive Committee shall normally be held in private.
However, if it deems appropriate,
the
Executive Committee may decide to invite such scientists it considers competent
to participate in the debates on some agenda items of its meetings.
1.
The Financial Regulations adopted in accordance with Article XII of the
Constitution shall apply to the
Association.
2.
As provided for in Article VI of the Constitution, all subscriptions,
grants and donations and other forms
of
assistance received from individuals, governments, national, regional or
international organizations and development banks and other sources as well as
proceeds for sale of publications and fees collected from participants at any
technical meeting shall be placed in a Fund administered by the Executive
Secretary in conformity with the Financial Regulations of the Association.
3.
The expenses of the Association are paid out of its autonomous budget by
the Executive Secretary, in accordance with Rule XI.2 (d).
4. The draft annul budget of the Association, prepared by the Executive Secretary and approval of the General Conference in accordance with Articles VIII.2 and IX.2 of the Constitution and finalized by the Executive Secretary as provided for in Article XI.2 ( c ) , is submitted to the General Conference by the Executive Secretary, for adoption.
5.
Such budget will consist, inter alia, of the expenses required for
the functioning of the Association and its permanent Secretariat, the expenses
of publications and communications, the proposed traveling expenses of the
Staff, as well as the expenses of experts invited by the General Conference or
the Executive Committee to attend, in their individual capacity, meetings of the
Conference or the Committee. The
budget will also include other expenditures as recommended by the General
Conference.
6.
In accordance with Article XIII.1 of the Constitution, auditors shall be
appointed at the General Conference regular session for the period until the
next regular session. All the
Associations accounts and document shall be subject to
Rule
XI: Participation by observers
1.
The Food and Agriculture Organization of the United Nations and other
cosponsors will be invited to fully participate without right to vote in all
sessions of the General Conference, of the Executive Committee and of any of its
working groups.
2.
On its own initiative or on request addressed to the Executive Secretary
at least four months in advance, the General Conference may invite national
institutions from the Region or outside the Region as well as intergovernmental
(IGO) or non-governmental organizations (NGO) having special competence in the
field of activity of the Association to attend as observers such of its meetings
as it may specify. Invitations to
IGOs and NGOs can be extended by the President in consultation with the
Executive Committee members.
3.
Participation of national institutions as well as intergovernmental and
non-governmental organizations in the work of the General Conference and the
relations between the Association and such institutions and organizations shall
be governed by the relevant provisions of the Constitution and the General Rules
of the Association, as well as by any other Rules on the relations with national
and international institutions and organizations that the General Conference
might adopt.
4.
Unless the General Conference expressly determines otherwise, observers
may attend the plenary meetings of the General Conference and participate in the
discussions. In no case will they
be entitled to vote.
5. The General Conference as well as the Executive Committee and its working groups may invite consultants or experts to attend their meetings or participate in their work.
Rule XII: Records, Reports and Recommendations
1.
Records shall be made of each session of the General Conference and of
the Executive Committee and shall be distributed as soon as possible for
comments to the delegates and observer.
2.
The minutes shall be adopted at the end of each session of the General
Conference and shall be published with such technical papers and other
documents.
3.
The minutes adopted shall embody the General Conference recommendations,
including, when requested a statement of minority views.
4.
The report of the General Conference as well as the decisions and
recommendations, with the schedule for their implementation by the Members of
the Association, shall be transmitted by the Executive Secretary to all Members
of the Association ; they will be also forwarded to the institutions and
organizations invited to attend as observers to the General Conference session.
5. The President may request Members to supply the Association with information on action taken on the basis of decisions and recommendations made by the General Conference.
Rule
XIII: Amendments to the Constitution
1.
As provided for in Article XV.1 of the Constitution, proposals for the
amendment of the Constitution may be made by any Full Member of the Association.
The proposals, made in writing and duly seconded, shall be addressed to
the President, through the Executive Secretary, not later than 90 days before
the regular session of the General Conference at which they are to be
considered. The President shall
circulate the proposals for amendments to all Full Members of the Association at
least 60 days before the Session.
2.
The amendments to the Constitution shall be adopted by a two-thirds
majority vote of all Full Members present at the session and duly registered.
3. No action on a proposal of amendment to the Constitution shall be taken by the General Conference at any session unless it has been included in the provisional Agenda of the session.
Amendments or additions to these General Rules may be adopted on the
motion of any delegation of Full Members by a two-thirds majority of the Full
Members of the Association at any regular session of the General Conference
provided an announcement is made at the plenary meeting and copies of the
proposals for amendment or addition have been distributed to the delegations not
less than 24 hours before the meeting at which action is to be taken.
The official languages of the Association shall be Arabic and English.