Below you will find an extract from the IOC Rules of Procedure (Document IOC/INF-1166) published in November 2001, relevant to the IODE Committee (which is a primary subsidiary body of IOC) and its subsidiary bodies (which are secondary subsidiary bodies of IOC). We are including here only the section of the Rules of Procedure as relevant to IODE and its subsidiary bodies:
VII. Committees, subsidiary and other bodies
Rule 24
1. The Assembly or the Executive Council, shall determine the need and terms of reference of the primary subsidiary bodies (committees, subcommissions and regional committees) as well as approve the creation, terms of reference and the expected lifetine of secondary subsidiary bodies (groups of experts and task teams). In exceptional cases the Assembly and the Executive Council may determine the need for, and terms of reference of, the groups of experts. The Assembly and the Executive Council shall take into account the need for broad geographical participation and appropriate expertise in such bodies. At each of its ordinary sessions, the Assembly can review terms of reference and continuing requirements for each of these bodies and make changes and decisions as necessary.
2. The primary subsidiary bodies and those established on exceptional basis shall meet in accordance with the relevan decisions of the Assembly or the Executive Council.
Rule 25
1. Member States of the Commission should be invited to participate in the work of primary subsidiary bodies and shall inform the Executive Secretary of the names of their representatives or nominees. The same procedure is applied to the bodies established on exceptional basis. Composition of secondary subsidiary bodies is determined by primary subsidiary bodies in consultation with the Executive Secretary. Where applicable, the designation of representatives should be continuous for the period specified in the Terms of Reference for subsidiary bodies. The Executive Secretary shall also be informed in a timely manner of any change made in such representation.
2. The Assembly or the Executive Council can establish subsidiary bodies jointly with other organizations as stated in Article 9.2 of the Statutes. In such cases, the Terms of Reference, the membership and the expected lifetime will be established, and any subsequent reviews and changes carried out, in consultation with the other organization(s) involved. No decisions affecting the joint bodies will be undertaken or expected, without such consultations.
3. Unless otherwise designated by the Assembly or the Executive Council or, in the case of joint bodies, otherwise agreed upon, the Chairperson of each subsidiary body shall be elected by the body concerned.
4. The Assembly, the Executive Council, or any subsidiary body may elect Rapporteurs.
5. Whenever feasible, committees, subsidiary or other bodies shall carry out their work by correspondence.
VIII. Representation
Rule 26
1. Member States acting individually should take into account the scientific and technical character of the purposes and functions of the Commission when nominating members to the Commission’s subsidiary bodies.
2. Member States shall make the nominations, when applicable, through the official designated national coordinating body specified for liaison with the Commission.
IX. Secretariat
Rule 27
The Executive Secretary shall direct the personnel of the Secretariat provided in accordance with Article 8 of the Statutes of the Commission, as well as other personnel as may be made available in accordance with applicable regulations, rules and procedures.
Rule 28
The Executive Secretary shall act with the instructions provided by the Assembly and the Executive Council and in accordance with the Statutes.
Rule29
The Executive Secretary shall ensure the convening and servicing of all sessions of the Assembly, of the Executive Council and of primary and secondary subsidiary bodies of the Commission. The Executive Secretary shall also ensure that appropriate arrangements are concluded for the convening and servicing of subsidiary bodies established or convened by the Commission jointly with other organizations. The Executive Secretary or designate shall act as the Secretary at each session of the Assembly, of the Executive Council and of subsidiary bodies of the Commission and shall participate appropriately in any body established or convened jointly.
Rule 30
The Executive Secretary or designate may make oral as well as written
statements to the Assembly, the Executive Council and any subsidiary
body concerning any question under consideration.
Rule 31, 32: no relevant information
X. Languages
Rule 33
1. The official languages of the Commission shall be English,French, Russian and Spanish.
2. English, French, Russian and Spanish shall be the working languages for documentation and interpretation at sessions of the Assembly and the Executive Council of the Commission.
3. Documentation needed for the work of any subsidiary body, shall be provided in the appropriate working languages according to the needs of the Member States of the Commission represented on such bodies, or of the individual experts, which are members of them.
4. Interpretation needed for conducting meetings of subsidiary bodies shall be provided in the appropriate working languages according to the needs of the representatives of Member States of the Commission or of the individual expert members participating at such meetings.
Rule 34
Any speaker may speak in a language other than the working languages currently in use for a particular session of the Assembly or of the Executive Council or any committee, subsidiary or other body on the condition that the speaker provides for interpretation into one or another of the said working language(s) of the particular session.
XI. Public and private meetings
Rule 35 : not relevant
XII. Participation without vote
Rule 36
1. Representatives of Member States of the Commission which are not members of the Executive Council or of a subsidiary body may participate, without the right to vote, in the sessions of such
Executive Council or a subsidiary body.
2. Representatives of intergovernmental organizations not within the United Nations system and of non-governmental organizaions, invited in accordance with Rule 53, may participate, without the right to vote, in the sessions of the Assembly and appropriate sessions of the Executive Council or of any subsidiary body and may make oral or written statements on matters within their respective competence.
3. The retiring Chairperson may participate as ex officio Past Chairperson, without the right to vote, in sessions of the Executive Council until a new Chairperson is elected. On these occasions the Past Chairperson shall not represent the Member State of which he/she is a national. Alternatively, he/she may participate in such sessions of the Executive Council as a representative of his/her Member State.
XIII. Conduct of business
Rule 37
1. A simple majority of the Member States of the Commission shall constitute a quorum in the Assembly.
2. A simple majority of the members of the Executive Council and of subsidiary bodies shall constitute a quorum.
Rule 38
1. The Chairperson shall declare the opening and closing of each session, direct the discussions, ensure observance of these Rules of Procedure, accord the right to speak, put questions to the vote and announce decisions. He shall rule on points of order and, subject to these Rules, shall control the proceedings and the maintenance of order.
2. The Chairperson shall strive to work by consensus.
Rule 39
The Chairperson shall call upon speakers in the order in which they have expressed the desire to speak.
Rule 40
During the discussion on any matter, a Member State of the Commission participating in the Assembly, or a member of the Executive Council, or subsidiary body, as the case may be, may at any time raise a point of order, and the point of order shall be forthwith decided by the Chairperson. Any such member may appeal against the ruling of the Chairperson which can only be overruled by a majority of the members present and voting. Such member may not, in raising
a point of order, speak on the substance of the matter under discussion.
Rule 41
Subject to Rule 40, the following motions shall have precedence in the
following order over all other proposals or motions before the meeting:
(a) to suspend the meeting;
(b) to adjourn the meeting;
(c) to adjourn the debate on the item under discussion;
(d) to close the debate on the item under discussion.
Rule 42: not relevant
XIV. Voting
Rule 43, 44, 45, 46, 47: not relevant
XV. Reports
Rule 48
1. A draft Summary Report of a session of the Assembly or the Executive Council shall be submitted by the Executive Secretary in the working languages of the Commission, before the closing dates of such sessions, and approved. If, however, a part of such draft Summary Report has not yet been approved during the session, it shall be done by correspondence as soon as possible.
2. The approved Summary Report of a session of the Assembly or the Executive Council shall be completed in final form and in the working languages of the Commission, by the Secretariat, taking into account all comments received concerning the draft.
3. Each primary subsidiary body or other body if so requested by the IOC Governing Bodies shall submit to the next ordinary session of the Assembly a short and concise report on its work since
the last such report, containing the following elements: election of officers; resolutions; financial implications; a list of draft recommendations; major achievements and problems occurred during the intersessional period; list of participants and annexes as needed.
Rule 49 : not relevant
XVI. Representation of the Commission
Rule 50,51: not relevant
XVII Relations with international organizations
Rule 52
1. Intergovernmental organizations not within the United Nations system and non-governmental organizations falling in the following categories, as well as advisory bodies to the Commission,
may be invited by the Executive Secretary, in accordance with the decisions of the Assembly or the Executive Council, to participate in the work of the Commission, or, as the case may be, in
the sessions of the Assembly, of the Executive Council or of primary or secondary subsidiary bodies:
(a) intergovernmental organizations active or interested in marine science affairs whose collaboration can help advance the work and objectives of the Commission and whose
members are Member States of an organization of the United Nations system;
(b) non-governmental organizations active or interested in marine science affairs whose collaboration can help advance the work and objectives of the Commission.
2. In accordance with the decisions of the Assembly, the Executive Council may authorize the Chairperson, or the Executive Secretary on behalf of the Commission, to establish effective working relationships with the organizations meeting the conditions in paragraph 1 of this Rule.
XVIII. Finance
Rule 53: not relevant
XIX. Recommendations for Amendments of the Status
Rule 54: not relevant
XX. Rules of Procedure: Amendments and suspension
Rule 55, 56: not relevant
Appendix I and its Annexes: not relevant
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Created on: Monday, 05 February 2007 17:05
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Last Updated on: Monday, 01 July 2013 12:20
