Rules of procedure adopted by the Committee of the Regions at its third Plenary Session on 17 and 18 May 1994; approved by the Council of the European Union at its 1 759th meeting on 25 May 1994
Date: 1994-05-18
Institutions: European Committee of the Regions
Subjects: European Committee of the Regions, administrative structures, institutional structure, operation of the Institutions, rules of procedure













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31994Q0527

Rules of procedure adopted by the Committee of the Regions at its third Plenary Session on 17 and 18 May 1994; approved by the Council of the European Union at its 1 759th meeting on 25 May 1994  


Official Journal L 132 , 27/05/1994 P. 0049 - 0054 





RULES OF PROCEDURE adopted by the Committee of the Regions at its third  Plenary Session on 17 and 18 May 1994; approved by the Council of the European Union at its 1   759th meeting on 25 May 1994TITLE I ORGANIZATION OF THE COMMITTEE Chapter 1  Constituent bodies of the Committee Rule 1 The constituent bodies of the Committee shall be the Plenary Assembly, the Bureau, and the  Commissions. The Committee shall be assisted by a General Secretariat. Chapter 2 Installing the Committee Rule 2 The Committee shall be convened, after each four-yearly replacement, by the oldest member within a  maximum period of one month following notification to the members of the Committee of their  appointment by the Council. The first meeting shall be chaired by the oldest member present  assisted by the four youngest members present and the Secretary-General of the Committee, who shall  constitute the interim officers. Rule 3 At the said meeting, the interim Chairman shall inform the Committee of the notification he has  received from the Council concerning the appointment of members of the Committee and shall declare  the Committee duly installed for the next four-year period. Rule 4 During the first meeting held pursuant to Rule 2, the Committee, chaired by the interim officers,  shall elect its Bureau for the two years from the date of installing of the Committee referred to  in that Rule. The interim officers shall continue their functions until the result of the election of the Bureau  of the Committee is declared. No topic other than election of the Bureau of the Committee may be  discussed under the chairmanship of the interim officers. Chapter 3 Plenary Assembly Rule 5 1.  The Chairman of the Committee shall convene the Plenary Assembly at least once every three  months. The timetable of meetings shall be fixed by the Bureau at the beginning of each year. 2.  At the request of at least 32 members, the Chairman shall be obliged to convene an  extraordinary meeting of the Plenary Assembly within one month. Rule 6 1.  The draft agenda shall be prepared by the Bureau and forwarded by the Chairman to the full and  alternate members of the Committee as early as possible and usually one month before the start of a  plenary session, together with the draft opinions of the Commissions. Documents for discussion must  be available in good time in all the official languages. 2.  At the start of each session the Plenary Assembly shall adopt the agenda. Proposed amendments  must be submitted to the Bureau no later than one working day before the start of the plenary  session. This rule shall also apply to the inclusion of urgent debates on the agenda. 3.  Members may hold preparatory meetings. Rule 7 The Plenary Assembly may hold a valid debate if a majority of the members of the Committee is  present. However, the quorum shall be verified only if at least ten members so request. If there is  no quorum, voting shall be postponed until the next meeting, when the Plenary Assembly may hold a  valid debate whatever the number of members present. Rule 8 1.  The Plenary Assembly shall decide by a majority of votes cast, save where otherwise provided in  these Rules. 2.  At the request of at least 32 members, the Plenary Assembly may decide to vote by secret  ballot. 3.  Votes on appointments shall be by secret ballot. 4.  Amendments to draft opinions must be supported by at least six members and be submitted to the  Bureau no later than 24 hours before the start of the plenary session. Compromise amendments tabled  at a plenary session must be supported by at least six members. Rule 9 1.  The Chairman, after consulting the Bureau, shall designate the Commission which is to be  responsible for drawing up an opinion; in urgent cases the Bureau shall be informed at the next  meeting. By the same token, one or more Commissions may be invited by the Chairman to give a  supplementary opinion. 2.  Only the Commission responsible for the main opinion shall report to the Committee. It shall  however enclose with its opinion the supplementary opinions which any other Commissions have been  requested to give. 3.  In urgent cases where the position of the relevant Commission is unanimous, this draft opinion  may be transmitted to the Council and the Commission for information, on the understanding that it  will be submitted for adoption without debate at the next Plenary Assembly. Rule 10 1.  The Committee, acting at the request of a Commission, the Bureau or of at least 32 members,  shall give an opinion on its own initiative if it considers this appropriate. 2.  Proposals for such opinions put forward by members of the Committee must be submitted to the  Bureau no later than 72 hours before the start of a plenary session. Rule 11 Rule 10 shall apply mutatis mutandis in cases where the Economic and Social Committee has been  consulted and the Committee of the Regions, acting under the third paragraph of 198c of the Treaty  establishing the European Community, considers that specific regional or local interests are  involved. Rule 12 Representatives of the European Parliament, the Council and the Commission shall be entitled to  attend plenary sessions. They may take the floor. Rule 13 1.  As a general rule, speaking time in plenary sessions shall be limited. The time limits shall be  decided by the Bureau prior to each debate; the Chairman shall be responsible for laying down the  implementing arrangements. 2.  Before the closure of a Plenary Assembly session the Chairman shall announce the time, place  and any items already on the agenda for the next session. Chapter 4 Members of the Committee Rule 14 Any full member prevented from attending a plenary session may be replaced by an alternate member  within his national delegation. An alternate member can stand in for one full member only. The  alternate member shall exercise the same powers as a full member at the relevant meeting. The  General Secretariat must be notified of the delegation of vote. The Bureau shall establish the arrangements for the part attendance of duly authorized alternate  members at plenary sessions. Rule 15 1.  The term of office of a Committee member shall be terminated by resignation, death or force  majeure. The successor shall be appointed for the remainder of the term. 2.  Any resignation must be notified to the Chairman of the Committee, who shall refer the matter  to the Council, which shall confirm the vacancy and implement the replacement procedure. Rule 16 Notwithstanding the provisions of Rule 14, the right to vote may not be delegated. Rule 17 The priveleges and immunities of full members and alternate members shall be in accordance with  Article 11 of the Protocol on the Priveleges and Immunities of the European Communities. Rule 18 The Bureau shall lay down the implementing arrangements regarding Committee members' travel and  subsistence expenses, in compliance with the provisions laid down under the budget procedure. Chapter 5 Bureau and Chairman Rule 19 1.  The Bureau shall be elected for two years. It shall consist of thirty members including the  Chairman, the first Vice-Chairman and one member per country having the rank of Vice-Chairman. The  composition of the Bureau shall take account, as far as possible, of the geographical balance of  the European Communities. 2.  The Chairman and the first Vice-Chairman shall be elected by the Plenary Assembly, without  discussion, by an absolute majority of the votes cast in a secret ballot. The election shall take  place only if two-thirds of the members are present. The election of the Chairman and the first  Vice-Chairman shall take place in separate ballots. The other members of the Bureau, elected by the  same ballot procedures, may be grouped into one list. 3.  In the absence of a single list each member shall be elected by separate ballot by an absolute  majority of the votes cast in the first ballot and by a relative majority in the subsequent  ballots. The Bureau shall draw up the list of the twelve members having the rank of Vice-Chairman; it shall  submit the list to the Plenary Assembly for endorsement. Rule 20 In the event of termination of Committee membership or of resignation from the Bureau, a member of  the Bureau shall be replaced for the remainder of his term of office in accordance with the  procedures laid down in Rule 19. Rule 21 At the time of the Committee's four-yearly replacement, the Bureau shall take responsibility for  current business until the first meeting of the new Committee. Rule 22 1.  The Bureau shall be responsible for preparing the decisions for submission to the Plenary  Assembly and for the continuity of action of the Committee. 2.  The Bureau shall prepare, organize and coordinate the work of the Plenary Assembly and the  Commissions. In this connection it may invite other members of the Committee, by virtue of their  expertise or mandate, and persons not belonging to the Committee, to attend its meeting. Representatives of the Council or the Commission may attend Bureau meetings. 3.  The Bureau shall give instructions determining the procedure for implementing the provisions of  these Rules of Procedure, in full compliance with the latter and with the language arrangements  laid down by Council Regulation No 1/58 of 15 April 1958. 4.  The Bureau shall ascertain what action has been taken on the Committee's opinions; a report  shall be presented to the Plenary Assembly by the Chairman or one of the Bureau members at the  beginning of each session. For the purposes of that report, the Council and the Commission shall be  invited to inform the Committee of the action they have taken on Committee opinions. 5.  The Bureau shall adopt the draft estimates of revenue and expenditure which it shall submit to  the Plenary Assembly in accordance with Rule 32. Rule 23 The Bureau shall be convened by the Chairman at least once every three months and whenever the  Chairman deems necessary, or at the request of at least six of its members. A quorum shall exist if  at least one half of its members are present. It shall decide by a majority of the votes cast. Rule 24 1.  The Chairman shall direct the work of the Committee. 2.  The Committee shall be represented by its Chairman. 3.  If the Chairman is absent, he shall be represented by the first Vice-Chairman; if the first  Vice-Chairman is absent, the Chairman shall be represented by one of the Vice-Chairmen. Chapter 6 Commissions Rule 25 1.  The Plenary Assembly shall set up standing and temporary Commissions and Subcommissions, to  prepare its work. It shall decide on their composition and powers. 2.  The standing Commissions may set up, on a proposal from one half of their members or the  Bureau, any standing or temporary Working Party that they deem useful. Rule 26 Each Commission shall appoint a Chairman and at least two Vice-Chairmen. Rule 27 1.  The composition of the standing Commissions shall reflect the national composition of the  Committee. 2.  The members of the Commissions may be represented by their alternates. 3.  The members of the Commissions may be accompanied by an expert. 4.  Members of the Committee must belong to a minimum of one and a maximum of two Commissions.  Exceptions may be made by the Bureau for members belonging to the smaller national delegations. Rule 28 The Plenary Assembly shall set up the Commissions at its first session after each four-yearly  replacement. Chapter 7 Administration of the Committee Rule 29 1.  The Committee shall be assisted by a General Secretariat headed by a Secretary-General, who  shall discharge his duties under the direction of the Chairman, representing the Bureau. 2.  The Secretary-General shall attend the meetings of the Bureau in an advisory capacity and shall  keep the minutes of those meetings. The Secretary-General shall be responsable for giving effect to  decisions taken by the Bureau or the Chairman pursuant to these Rules of Procedure. 3.  The Secretary-General may delegate his powers within the limits decided by the Chairman. 4.  He shall give a solemn undertaking, before the Bureau, to discharge his duties conscientiously  and with complete impartiality. 5.  The Bureau, acting on a proposal from the Secretary-General, shall organize the General  Secretariat in such a way that it can ensure the efficient functioning of the Committee and its  constituent bodies and help the members of the Committee in the performance of their duties. Rule 30 1.  In accordance with Protocol No 16 to the Treaty, the General Secretariat of the Committee of  the Regions and the General Secretariat of the Economic and Social Committee shall use joint  technical services. Detailed arrangements shall be defined by agreement between the two  Committees. 2.  Matters relating to the joint services shall be regulated by the Secretaries-General acting in  agreement. Rule 31 1.  The powers which the Staff Regulations of Officials of the Communities confer on the appointing  authority shall be exercised as follows: -  for the Secretary-General, by the Council, acting on a proposal from the Bureau, as regards  application of Articles 1, 13, 15 (second paragraph), 16, 22, 29, 30, 31, 32, 38, 40, 41, 49, 50,  51, 78, 87, 88, 89 and 90 of the Staff Regulations and by the Bureau as regards application of the  other provisions; -  for officials in Grades 6 to 8 of Category A and of the Language Service and for officials in  Categories B, C and D, by the Secretary-General; -  for other officials, by the Bureau acting on a proposal from the Secretary-General. 2.  The powers which the Conditions of Employment of Other Servants of the Communities confer on  the authority competent to conclude contract of employment shall be exercised as follows: -  for staff in Grades 6 to 8 of Category A and of the Language Service and for temporary staff in  Categories B, C and D, by the Secretary-General; -  for other staff, by the Bureau acting on a proposal from the Secretary-General; -  for special advisers (Private Office), by the Chairman in accordance with the conditions set out  in Article 82 if the Conditions of Employment of Other Servants. Rule 32 1.  The Secretary-General shall submit the preliminary draft estimates of the Committee's revenue  and expenditure for the following financial year to the Bureau. The Bureau shall submit this draft  to the Plenary Assembly. The Plenary Assembly shall adopt the draft estimates of the Committee's revenue and expenditure and  forward them to the Commission and, for information, to the Council and the Parliament in good time  to ensure that the deadlines laid down in the financial provisions are met. 2.  The Committee's budget shall be implemented in accordance with the Financial Regulation. TITLE II PROCEDURES WITHIN THE CONSTITUENT BODIES OF THE COMMITTEE Chapter 8 The work of the  Commissions Rule 33 The Commissions shall be set a time limit for producing a draft opinion. Rule 34 1.  The dates of meetings and their agendas shall be set by the Chairman of each Commission acting  in agreement which the Vice-Chairmen. 2.  A Commission shall be convened by its Chairman or at the request of one quarter of its  members. Rule 35 1.  A quorum shall exist in Commissions if more than one half of their members are present. 2.  Each member of a Commission shall have a vote. Decisions shall be taken by a majority of the  votes cast. Rule 36 1.  The proceedings of the Plenary Assembly shall be open to the public, unless the Assembly  decides otherwise. 2.  Each Commission Chairman shall propose, depending on the agenda for the meeting, that it be  open to the public or otherwise. Rule 37 In specific cases and with the agreement of the Bureau, a Commission may hold a public hearing or  invite outside speakers by virtue of their expertise with regard to one or more items on the  agenda. Rule 38 Representatives of the European Parliament, the Council and the Commission may attend the  deliberations of the Commissions and reply to questions from their members. Rule 39 Each Commission, acting on a proposal from its Chairman, shall appoint a Rapporteur for each draft  opinion. Where the urgency procedure is invoked, the Committee may appoint a Rapporteur-General;  furthermore, an opinion which has been adopted unanimously by a Commission may be adopted without  debate at the plenary session. Rule 40 The General Secretariat shall draw up the minutes of the deliberations of the Committee's  constituent bodies. Rule 41 The Committee's opinions shall be published in Official Journal of the European Communities. Chapter 9 Cooperation with other Institutions Rule 42 The Committee's opinions shall be sent to the Council and the Commission. Chapter 10 Other provisions Rule 43 1.  The Plenary Assembly shall decide by a majority of its members if there is a need to amend  these Rules of Procedure, either in part or in full. 2.  It shall appoint an ad hoc commission to draw up a report and a draft text as a basis for the  adoption of new rules by a majority of its members. 3.  After approval by the Council acting unanimously, the new rules come into force on the day  after their publication in the Official Journal. Rule 44 These Rules of Procedure shall enter into force the day after their publication in the Official  Journal of the European Communities.