RULES OF PROCEDURES

Revised on December 2017

INTERNATIONAL TROPICAL TIMBER ORGANIZATION

Adopted by the International Tropical Timber Council through Decision 6(XLVIII)

CONTENTS
CHAPTER I

Representation and credentials ........................................................................ 1
Rule 1:
Rule 2:Rule 3:Rule 4:Rule 5:

CHAPTER II

Chairperson and Vice-Chairperson of the Council ............................................ 2
Rule 6:
Rule 7:Rule 8:CHAPTER III

Representation .................................................................................. 1
Credentials......................................................................................... 1
Credentials Committee ...................................................................... 1
Observers .......................................................................................... 1
Nomination of a National Focal Point andTransmission of Communicaionts ................................................. 1

Elections ............................................................................................ 2
Acting Chairperson ............................................................................ 2
Nominations ....................................................................................... 2

Sessions of the Council ..................................................................................... 2
Rule 9: Sessions ........................................................................................... 2
Rule 10: Convening of sessions ...................................................................... 2
Rule 11: Agenda ............................................................................................. 3

CHAPTER IV

Conduct of business.......................................................................................... 3
Rule 12:Rule 13:Rule 14:
Rule 15:
Rule 16:
Rule 17:
Rule 18:
Rule 19:
Rule 20:
Rule 21:
Rule 22:
Rule 23:
Rule 24:

CHAPTER V

Voting ................................................................................................................ 5
Rule 25:
Rule 26:
Rule 27:
Rule 28:
Rule 29:

CHAPTER VI

Quorum ............................................................................................ 3
Powers and duties of the Chairperson ............................................. 3
Permission to speak ........................................................................ 3
Points of order ................................................................................. 4
Time-limit on speeches .................................................................... 4
Adjournment of debate .................................................................... 4
Closure of debate ............................................................................ 4
Suspension or adjournment of the meeting ..................................... 4
Order of procedural motions ............................................................ 4
Proposals and amendments ............................................................ 4
Decision on competence ................................................................. 5
Withdrawal of motions ..................................................................... 5
Reconsideration of a decision.......................................................... 5

Redistribution of votes ..................................................................... 5
Method of voting .............................................................................. 5
Conduct during voting ...................................................................... 5
Voting on proposals ......................................................................... 6
Voting on amendments .................................................................... 6

Committees and subsidiary bodies ................................................................... 6
Rule 30:
Rule 31:

Establishment of other committees and subsidiary bodies .............. 6
Rules of procedure of committees and subsidiary bodies ............... 6

CHAPTER VII

Languages and records .................................................................................... 6
Rule 32:
Rule 33:
Rule 34:

CHAPTER VIII

Decision of questions without meeting .............................................................. 7
Rule 35:
Rule 36:
Rule 37:
Rule 38:
Rule 39:

CHAPTER IX

Procedure for decision of specific questions by the Council .......... 7
Communication to members ........................................................... 7
Majority required for decisions to be taken without meeting ........... 8
Ascertaining the decision ................................................................ 8
Report on a decision by the Council without meeting ..................... 8

Amendments ..................................................................................................... 8
Rule 40:

CHAPTER X

Languages of the Organization ....................................................... 6
Decisions and reports on the proceedings of the Council .............. 7
Documents ...................................................................................... 7

Amendments ................................................................................... 8

Overriding Authority of the Agreement .............................................................. 8
Rule 41:

Overriding authority of the Agreement ............................................. 8

Chapter I
REPRESENTATION AND CREDENTIALSRule 1
Representation
Each member of the International Tropical Timber Council (hereinafter referred to as “theCouncil”) shall be represented in the Council by a delegation consisting of one representative andsuch other designated alternates and advisers as it may be required.
Rule 2Credentials
1.
The credentials of representatives and the names of alternate representative and advisers
shall be submitted to the Executive Director if possible not less than one week before the opening of
the session. Any change in the composition of the delegation shall also be submitted to the Executive
Director as soon as possible.
2.
The credentials of representatives and the names of alternate representatives and advisers
shall be issued by the competent authorities of the members of the Council.
Rule 3Credentials Committee
At its first session in each calendar year, the Council shall appoint a Credentials Committee
consisting of eight members of the Council to serve during that calendar year. The Credentials
Committee shall examine the credentials of representative at each session and report to the Council
without delay. It shall also examine and report on any authorization given by a member to anothermember under article 11, paragraph 2, of the Agreement.
Rule 4
Observers
1.
The Council may invite any member or observer State of the United Nations which is not party
to the Agreement or any of the organizations referred to in article 15 and 27 of the Agreement toattend a particular session or sessions of the Council and/or meetings of its committees andsubsidiary bodies as observers. Moreover, any member or observer State of the United Nations
which is not party to the Agreement of the Organization may request the Council to be authorized toattend any particular session. Invitations to the United Nations and its organs, such as UNCTAD,
UNIDO, UNEP, UNDP and the FAO and the other specialized and related agencies of the United
Nations may be made on a permanent basis.
2.
Observers shall have no votes. They may, however, upon the invitation of the Council or of acommittee or subsidiary body thereof, make oral statements in or submit written statements to ameeting.
Rule 5Nomination of a National Focal Point and Transmission of Communications
Each member shall notify the Executive Director in writing of the name of its National Focal
Point to whom all notices and other communications regarding the work of the Council and its
committees and subsidiary bodies shall be sent. Such a National Focal Point shall, as a general rule,
reside or be located in the city where the Headquarters of the Organization is located, but otherarrangements may be made by informing the Executive Director. Any notice or communication
forwarded to the National Focal Point so designated shall be deemed to have been delivered to themember concerned. Whenever there is a change of the National Focal Point so designated, theExecutive Director shall immediately be notified in writing.

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Chapter II
CHAIRPERSON AND VICE-CHAIRPERSON OF THE COUNCIL
Rule 6
Elections
The election of the Chairperson and Vice-Chairperson for a calendar year under Article 8 of
the Agreement shall take place at a regular session held in the preceding calendar year; theChairperson and Vice-Chairperson shall hold office until the succeeding officers are elected.
Rule 7
Acting Chairperson
If the Chairperson of the Council is absent from a meeting or any part thereof, the ViceChairperson shall act in his or her place. In the temporary absence of both the Chairperson and theVice-Chairperson or the permanent absence of one or both of them, the Council may elect new
officers from among the representatives of the producer members and/or from among therepresentatives of the consumer members, as the case may be, on a temporary or permanent basis.
The Vice-Chairperson acting as Chairperson shall have the same powers and duties as the
Chairperson.
Rule 8Nominations
When the office of Chairperson is to be filled by a representative of a consumer member, anomination or nominations shall be made by the consumer members and when the office ofChairperson is to be filled by a representative of a producer member, a nomination or nominations
shall be made by the producer members; a similar procedure shall be applied for the election of theVice-Chairperson.
Chapter III
SESSIONS OF THE COUNCIL
Rule 9Sessions
1.
As a general rule, the Council shall hold at least one regular session a year. At each regularsession the Council shall determine the date, duration and venue of its next regular session. In
considering the frequency and location of its Sessions, the Council shall seek to ensure the availabilityof sufficient funds.
2.
Special sessions shall be subject to the provisions of Article 9, paragraph 2, and any otherrelevant articles of the Agreement.
3.
All meetings of the Council shall be private unless the Council decides otherwise. Statements
made in, and documents presented to meetings of the Council, unless “Restricted”, shall be available
to interested parties.
Rule 10
Convening of Sessions
The Executive Director shall send to each National Focal Point designated under rule 5 awritten notification of the date and place of each session of the Council together with the provisional
agenda within the time-limits provided for in Article 9, paragraph 5, of the Agreement. Notification of a
special session shall be accompanied by a statement of the reasons for calling the session, together
with the provisional agenda. Such notification shall also state under which subparagraphs of Article 9,paragraph 2, of the Agreement the special session is being convened.

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Rule 11
Agenda1.
The provisional agenda of each session of the Council shall be prepared by the Executive
Director in consultation with the Chairperson of the Council for adoption by the Council.
2.
The provisional agenda for regular sessions may include any items connected with theAgreement which may have been proposed by any member, any committee or subsidiary body of theCouncil or by the Executive Director.
3.
The provisional agenda for a special session shall consist of the item or items specified in therelevant decision to convene it or in the request for the special session under Article 9, paragraph 2,of the Agreement and may contain items which, in the judgment of the Executive Director or the
Chairperson of the Council, could profitably be discussed during the special session.
4.
The provisional agenda shall include a statement of the votes held by each member at thetime it is issued. No changes shall be made in the agenda subsequent to its adoption by the Council,
except by decision of the Council.
5.
The provisional agenda, together with supporting documents, for each regular session shallbe distributed in the working languages by the Secretariat to the members at least 30 days before theopening of the session. 1
6.
The Secretariat shall, as appropriate, report to the Council on the administrative and financial
implications of all substantive agenda items submitted to the Council, before they are considered by it.
Chapter IV
CONDUCT OF BUSINESS
Rule 12
QuorumThe Executive Director, at each meeting of the Council, shall advise the Chairperson whether
the quorum prescribed by Article 13 of the Agreement is present and which member is authorized torepresent the interests of another and cast its votes in accordance with Article 11, paragraph 2, of theAgreement.
Rule 13Powers and Duties of the Chairperson
In addition to exercising the powers conferred upon him or her elsewhere in these rules, theChairperson shall announce whether or not a quorum is present, declare the opening and closing ofeach meeting, direct the discussions, ensure observance of these rules, grant the right to speak, put
questions to the vote and announce decisions. He or she shall have control over the proceedings of
the Council and over the maintenance of order at its meetings.
Rule 14
Permission to Speak1.
No person may address the Council without having previously obtained the permission of the
Chairperson. Subject to rule 15, the Chairperson shall call upon speakers in the order in which theysignify their desire to speak. The Chairperson may call a speaker to order if his or her remarks are
not relevant to the subject under discussion and may direct that such remarks shall not appear in therecords of the meeting.
2.
1

The Chairpersons of committees and subsidiary bodies of the Council may be accorded

Amended in accordance with Decision 5 (LIII).
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precedence for the purpose of explaining the conclusion arrived at by their respective committees or
subsidiary bodies. The principal officers of the Organization may similarly be accorded precedence to
speak for the purpose of clarifying any matter.
Rule 15
Points of Order
During the discussion of any matter, a representative may at any time raise a point of orderwhich shall immediately be decided by the Chairperson in accordance with these rules. A
representative may appeal against any ruling by the Chairperson. The appeal shall immediately be
put to the vote and the Chairperson’s ruling shall stand unless overruled by the Council. A
representative raising a point of order may not speak on the substance of the matter under discussion.
Rule 16Time-limit on Speeches
The Chairperson may, in the course of the discussion, propose to the Council a limit on thetime to be allowed to speakers and on the number of times each representative may speak on any
question. When debate is limited and a representative has spoken his or her allotted time, theChairperson shall call him or her to order without delay.
Rule 17
Adjournment of Debate
During the discussion of any matter, a representative may move for adjournment of thedebate on the question under discussion. In addition to the proposer of the motion, one
representative may speak in favour of and one against the motion, after which the motion shall be
immediately put to the vote.
Rule 18
Closure of Debate
A representative may at any time move for the closure of the debate on the question underdiscussion, whether or not any other representative has signified his or her wish to speak. Permission
to speak on the closure of the debate shall be accorded only to two speakers opposing the closure,
after which the motion shall be immediately put to the vote.
Rule 19
Suspension or Adjournment of the Meeting
During the discussion of any matter, a representative may move for the suspension or
adjournment of the meeting. Such motion shall be debated but shall be immediately put to the vote.
Rule 20
Order of Procedural Motions
Subject to rule 15, and regardless of the order in which they are submitted, the following
motions shall have precedence in the following order over all other proposals or motions before themeeting:
(a)
(b)
(c)
(d)

to suspend the meeting;to adjourn the meeting;to adjourn the debate on the question under discussion;
to close the debate on the question under discussion.
Rule 21
Proposals and Amendments

Proposals and amendments to proposals shall normally be introduced in writing by themembers and handed to the Secretariat, which shall circulate copies to the members. As a general-4-rule, no proposal shall be discussed or put to the vote at any meeting of the Council unless copies of it
have been circulated to all members not later than the date preceding the meeting. In the absence of
any objections, the Chairperson may, however, permit the discussion and consideration of proposals
or amendments, even though these proposals or amendments have not been circulated or have been
circulated the same day.
Rule 22
Decision on Competence
Any motion calling for a decision on the competence of the Council to discuss any matter or to
adopt any proposal or any amendment submitted to it shall be put to the vote before the matter isdiscussed or a vote is taken on the proposal or amendment in question.
Rule 23
Withdrawal of Motions
A proposal or a motion may be withdrawn by its proposer at any time before voting on it hascommenced, provided that the proposal or motion has not been amended. A proposal or motion
which has thus been withdrawn may be reintroduced by another representative.
Rule 24
Reconsideration of a Decision
When a decision has been taken by the Council, it may not be reconsidered unless theCouncil so decides by the same majority as was necessary for the adoption of the original decision.
As a general rule, a decision taken by the Council on a particular day may not be reconsidered on thesame day. Permission to speak on the motion of reconsideration shall be granted only to the
proposer of the motion to reconsider and to not more than two speakers in favour and two against the
motion, after which it shall immediately be put to the vote.
Chapter V
VOTING
Rule 25
Redistribution of Votes
In order to enable the Council to revise and, where appropriate, redistribute the votes inaccordance with Article 10, paragraphs 7 to 9, of the Agreement, the Executive Director shall prepare
the necessary documents which, on the basis of the rules laid down in that Article, shall specify the
number of votes held by each member.
Rule 26
Method of Voting
The Council shall normally vote by show of hands but any representative may request a rollcall, which shall be taken in the English alphabetical order of the names of the members, beginningwith the member whose name is drawn by lot by the Chairperson. However, if at any time a member
requests a secret ballot, that shall be the method of voting on the issue in question.
Rule 27
Conduct during Voting
After the Chairperson has announced the beginning of the vote no representative shallinterrupt the vote except on a point of order in connection with the actual conduct of voting. The
Chairperson may permit representatives to explain their votes, either before or after the voting, except
when the vote is taken by secret ballot. The Chairperson may limit the time to be allowed for such
explanations.

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Voting on Proposals
If two or more proposals relate to the same question, the Council shall, unless it decides
otherwise, vote on the motions in the order in which they were submitted. The Council may, after
voting on a motion, decide whether to vote on the next motion.
Rule 29
Voting on Amendment
A motion is considered an amendment to a proposal if it adds to, deletes from or revises partof that proposal. When an amendment is moved to a proposal, the amendment shall be voted on first.
When two or more amendments are moved to a proposal, the Council shall first vote on theamendment furthest removed in substance from the original proposal and then on the amendment
next furthest removed therefrom and so on until all the amendments have been put to the vote.
Where, however, the adoption of one amendment necessarily implies the rejection of anotheramendment, the latter amendment shall not be put to the vote. If one or more amendments are
adopted, the amended proposal shall then be voted upon. If one or more amendments are adopted,
the amended proposal shall then be voted upon. If no amendments are adopted, the proposal shallbe put to the vote in its original form.
Chapter VI
COMMITTEES AND SUBSIDIARY BODIES
Rule 30
Establishment or Dissolution of Other Committees and Subsidiary Bodies
In addition to the committees established under Article 26, paragraph 1, of the Agreement, theCouncil may, in accordance with Article 26, paragraph 2, thereof, establish or dissolve such othercommittees and subsidiary bodies as it deems appropriate and necessary in carrying out its work.
The terms of reference of such other committees and subsidiary bodies shall cease to exist upon thedecision of the Council.
Rule 31
Rules of Procedure of Committees and Subsidiary Bodies
Except as otherwise provided in these rules, committees and subsidiary bodies established inaccordance with Article 26, paragraphs 1 and 2, of the Agreement, shall be open to all members.
Committees and subsidiary bodies shall elect their own officers. They shall submit reports on theirwork to the Council. Subject to rule 30, the rules of procedure of committees and subsidiary bodies
shall be those of the Council mutatis mutandis.
Chapter VII
LANGUAGES AND RECORDS
Rule 32
1.
The official languages of the Organization shall be Arabic, Chinese, English, French, Russian,and Spanish. The current working languages of the Organization are English, French and Spanish. All
the language services will, be limited to English, French, and Spanish. Specific approval of theCouncil shall be required for arranging technical facilities for simultaneous interpretation in the Arabic,
Chinese and Russian languages.
2.
A representative of a member may speak in a language other than an official language, if themember provides for interpretation into at least one of such official languages.

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Decisions and Reports on the Proceedings of the Council
1.
The decisions taken during a session of the Council shall be sent to all members within sevenworking days thereafter.
2.
After the end of the session a report on the proceedings shall be prepared by the Executive
Director and shall be circulated to all members as soon as possible. Provided that a member sorequests before the end of the session, the position expressed by the member concerned on any item
shall be incorporated in the report and a statement made by any member during the session which is
submitted in writing shall be annexed to the report. Any member may, within 21 calendar days of thereport being sent, request that confirmation of any portion of the report which refers to any statementsof such member or of any comments or narration not in accordance with what had actually happenedin the opinion of that member, but which would not affect the substance of the decisions taken or
conclusions reached, be deferred pending consideration by the Council at its next session. In theabsence of any such request, the report shall be deemed to be confirmed and shall be circulated to allmembers immediately in the languages of the Organization. A tape recording of the Council meetings
shall be available in the Secretariat for consultation by members.
Rule 34
Documents
Unless “Restricted”, all ITTO documents shall be available publicly on the ITTO website.
Restricted documents shall be made available to all members on a members only portal website. The
Council may, however, at any time decide that certain information contained in any of its documents
may be restricted or otherwise treated as sensitive information. 2
Chapter VIIIDECISION OF QUESTIONS WITHOUT MEETING
Rule 35
Procedure for Decision of Specific Questions by the Council Without Meeting
The Chairperson of the Council shall arrange for a decision by the Council on a specificquestion to be sought without meeting where the Chairperson deems it appropriate, or at the requestof any member or the Executive Director in consultation with the Chairperson and Vice-Chairperson of
the Council, and:(a)(b)

A majority of producer members or a majority of consumer members; orA majority of members.
Rule 36
Communication to Members

When rule 35 is applied, the Executive Director shall communicate with each member inwriting in a form approved by the Chairperson. Such communication shall be sent to the National
Focal Point designated under rule 5. The communication shall:
(a)
(b)
(c)

2

clearly state the matter at issue;
describe specifically the proposal on which the member is to vote;set the time within which votes must be
received; this shall not be less than 30
calendar days from the date of the communication, except that in circumstances which inthe view of the Chairperson of the Council are of exceptional urgency, and which shall be
explained in the communication, the period for reply shall not be less than 15 calendar
days;

Amended in accordance with Decision 5 (LIII).
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(d)

request the member to state:(i)whether it agrees that a decision should be taken without a meeting; and(ii)irrespective of whether it agrees or not, whether it votes for, against or abstains
with respect to the specific proposal described in the communication.
Rule 37
Majority Required for Decisions to be Taken Without Meeting

Without prejudice to Article 12, paragraph 2 of the ITTA, 2006, the majority required for any
decision to be taken by the Council without holding a meeting shall require at least two thirds of thevotes of producer members and at least 60 per cent of the votes of consumer members, mounted
separately, on condition that these votes represent at least half of the producer members and half ofthe consumer members.
Rule 38
Ascertaining the DecisionIf, at the end of the period for reply referred to in rule 36, the required majority referred toin rule 37 is obtained, all votes for and against the specific question to be decided upon shall becounted by the Executive Director and the Council’s decision ascertained on the basis of these votes.
Abstentions shall be recorded.
Rule 39
Report on a Decision by the Council Without Meeting
A report on any specific question decided without meeting, together with a statement of
the number of votes for and against and the number of abstentions, shall be sent to all members by
the Executive Director as soon as practicable and no later than 10 calendar days after the end of theperiod for reply.
Chapter IX
AMENDMENTS
Rule 40
Amendments
These rules of procedure may be amended or suspended by a special vote of the Council.
Chapter X
OVERRIDING AUTHORITY OF THE AGREEMENT
Rule 41
In the event of any conflict between any provision of these rules and any provision of theAgreement, the Agreement shall prevail.

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