JCM_CR_RoP_JC_ver01.0

Joint Crediting Mechanism
Rules of Procedures for the Joint Committee
CONTENTS
1.

Objectives .............................................................................................................................. 2

2.

Scope ..................................................................................................................................... 2

3.

Definitions ............................................................................................................................. 2

4.

Members ................................................................................................................................ 2

5.

Meetings ................................................................................................................................ 2
5.1.

Schedule ......................................................................................................................... 2

5.2.

Decision in the meeting.................................................................................................. 3

5.3.

Attendance ..................................................................................................................... 3

6.

Decision by electronic means and conference call ................................................................ 3

7.

Languages ............................................................................................................................. 3

8.

Secretariat .............................................................................................................................. 4

9.

External assistance ................................................................................................................ 4

10. Confidentiality....................................................................................................................... 4
11. Record of the meeting ........................................................................................................... 41JCM_CR_RoP_JC_ver01.0

1.

Objectives

1.

The Rules of Procedures for the Joint Committee (hereinafter referred to as “Rules ofProcedures”) delineates the membership, decision-making procedures, and activities of theJoint Committee of the Joint Crediting Mechanism (hereinafter referred to as “JCM”).

2.

Scope

2.

The Rules of Procedures apply to all activities of the Joint Committee, including, but notlimited to those referred to in section C of the Rules of Implementation of the Joint
Crediting Mechanism.

3.

Definitions

3.

Terms in the Rules of Procedures are defined in the JCM Glossary of Terms.

4.

Members

4.

The Joint Committee consists of representatives from the Japanese side and the Costa
Rican side.

5.

Each side designates members of the Joint Committee from the respective sides andnotifies the other side of this designation in writing. Members of the Joint Committee
designated by each side may not exceed 10. Members may be increased, decreased, orchanged as long as they stay within the allowed number at any time with prior written
notification of both sides.

6.

Each member of the Joint Committee should have no personal or direct financial interest in
any matter under consideration by the Joint Committee.

7.

The Joint Committee has two Co-Chairs to be appointed by each side upon notification ofeach other with one of the Co-Chairs appointed by the Costa Rican side and the otherappointed by the Japanese side, respectively. In case a Co-Chair resigns, the side which
appointed the leaving Co-Chair, appoints his or her replacement.

8.

Each Co-Chair may designate an alternate from members of the Joint Committee from eachside to perform the function of the Co-Chair. Such designation is distributed electronicallyor otherwise, in written form.

5.

Meetings

5.1. Schedule
9.

The Joint Committee meets as necessary but no less than once a year.

10. The Co-Chairs give notice of the date of each meeting no less than two weeks prior to thedate of the meeting.
11. The Co-Chairs provide the agenda of each meeting no less than two weeks prior to the date2

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of the meeting, and final draft of documents for the meeting no less than five working days
prior to the date of the meeting.
5.2. Decision in the meeting
12. Decision by the Joint Committee is adopted by consensus.
13. The Co-Chairs ascertain whether consensus has been reached. The Co-Chairs declare that aconsensus does not exist if there is a stated objection to the proposed decision by a memberof the Joint Committee.
5.3. Attendance
14. An alternate of each member of the Joint Committee from the respective side may attend
the meetings of the Joint Committee to perform the function of the member of the JointCommittee. Such substitution is informed by electronic means or otherwise in written form
prior to the concerned meeting.
15. Meetings of the Joint Committee may be open to observers approved by both sides, except
where otherwise decided by the Joint Committee.
6.

Decision by electronic means and conference call

16. The Joint Committee may adopt decisions by electronic means provided that all thefollowing procedures are made:(a) The proposed decisions are distributed by the Co-Chairs to all members of the Joint
Committee by electronic means.
(b) The proposed decisions are deemed as adopted when,(i) no member of the Joint Committee has provided negative assertion byelectronic means within 10 calendar days after distribution of the proposeddecisions and both Co-Chairs have made affirmative assertion by electronicmeans, or(ii) all members of the Joint Committee have made affirmative assertion byelectronic means.
17. If a negative assertion is made by one of the members of Joint Committee, the Co-Chairstake into account the opinion of the member and take appropriate actions.
18. The Joint Committee may hold conference calls to assist making decisions by electronicmeans.
7.

Languages

19. The decisions of the Joint Committee are published in English.
20. Working language of the Joint Committee is English. Members of the Joint Committee3

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wishing to speak or distribute materials in other languages provide for interpretation ortranslation in English.
8.

Secretariat

21. The secretariat services the Joint Committee by performing the work for theimplementation of the JCM.
9.

External assistance

22. The Joint Committee may establish panels necessary to assist it in the performance of its
functions. The rules and procedures of such panels are decided by the Joint Committee.
23. The Joint Committee may decide to appoint external experts to assist part of its work on acase-by-case basis.
10. Confidentiality
24. Members of the Joint Committee, the secretariat or any other bodies or persons that havebeen delegated the work to assist the Joint Committee respect the confidentiality of all
confidential information acquired in his/her position and not make improper use of or
disclose such confidential information to third parties.
11. Record of the meeting
25. The full text of all decisions of the Joint Committee is made publicly available immediately
after the decisions are adopted.

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