Standard rules of procedure — Council Decision 1999/468/EC — Rules of procedure for the … committee
Date: 2001-02-06
Institutions: European Commission
Subjects: committee (EU), rules of procedure

6.2.2001

EN

Official Journal of the European Communities

C 38/3

STANDARD RULES OF PROCEDURE (cid:151) COUNCIL DECISION 1999/468/EC

RULES OF PROCEDURE FOR THE . . . COMMITTEE

(2001/C 38/03)

THE (name) COMMITTEE,

Having regard to (reference to the Council act that created the
committee) (1).

HAS DRAWN UP ITS RULES OF PROCEDURE BASED ON THE
THE
STANDARD RULES OF
COMMISSION ON (date of adoption) (2):

PROCEDURE ADOPTED BY

Article 1

Convening a meeting

1.
A committee meeting is convened by the Chairman,
either on his or her own initiative, or at the request of a
simple majority of committee members.

committee’s opinion is
required and any other working
documents to the committee members in accordance with
Article 13(2), as a general rule, no later than 14 calendar
days before the date of the meeting (5).

2.
In urgent cases, and where the measures to be adopted
must be applied immediately, the Chairman may, at the request
of a committee member or on his or her own initiative,
shorten the period laid down in the above paragraph to five
calendar days before the date of the meeting (5).

In cases of extreme urgency (6), the Chairman may depart
3.
from the periods laid down in paragraphs 1 and 2 above. If the
placing of another point onto the agenda is requested during
the course of a meeting, the approval of a simple majority of
committee members is required.

Joint meetings of the committee with other committees
issues coming within their

2.
may be convened to discuss
respective areas of responsibility (3).

Article 4

Informing the European Parliament

Article 2

Agenda

The Chairman shall draw up the agenda and submit it to

1.
the committee.

2.

The agenda shall make a distinction between:

(a) proposed measures about which the committee is asked to
give
(advisory/
management/regulatory) procedure provided for in Article
. . . § . . . of . . . (1) (4);

in accordance with the

an opinion,

(b) other issues put to the committee for information or a
simple exchange of views, either on the Chairman’s
the written request of a committee
initiative, or at
member
in accordance with specific provisions of
Article . . . § . . . of . . .) (1).

(or

Article 3

Documentation to be sent to committee members

1.
the

The Chairman shall send the invitation to the meeting,
about which the
agenda

and proposed measures

1.
The Commission shall send the agenda and the proposals
submitted to the committees with regard to implementing
measures for acts adopted in accordance with the procedure
laid down in Article 251 of
the Treaty to the European
Parliament for information, within the same timeframe and
under the same conditions as they are sent to the Permanent
Representations.

The Commission shall send the overall result of voting,
2.
the attendance list referred to in Article 12 and the summary
to the
report of
European Parliament within 14 calendar days of
each
committee meeting.

the meetings referred to in Article 11(2)

Article 5

Opinion of the committee

1. When the advisory procedure leads
the
outcome of the vote shall be decided by a simple majority of
the committee members. When the committee’s opinion is
required under the management or regulatory procedure, this
is determined by means of a majority vote, as provided for in
Article 205(2) of the Treaty.

to a vote,

2.
The Chairman, on his own initiative or at the request of a
committee member, may postpone the vote on a particular
agenda point until the end of the meeting or a later meeting:

(1) OJ L . . . of . . .
(2) OJ L . . . of . . .
(3) In accordance with the relevant provisions in the basic instrument.
(4) If the committee is called upon to give its opinion according to
several committee procedures, or if the basic instrument provides for
the committee to be consulted according to other committee
procedures,
this paragraph must be repeated, with appropriate
references to the relevant basic instruments.

(cid:151) if a substantive change is made to the proposal during the

meeting,

(5) A shorter timeframe may be set when, in a particular area, rapid
action is properly requested and when measures have to be applied
immediately.

(6) In particular if there is a threat to human or animal health.

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Official Journal of the European Communities

6.2.2001

(cid:151) if

the text of

the proposal has been submitted to the

committee during the meeting,

(cid:151) if a new point has been added to the agenda, in accordance

with Article 3(3).

If there are specific difficulties, the Chairman may extend the
meeting until the following day.

3.
If a committee member so requests, voting on an issue
can be postponed if the documents relating to a specific agenda
point have not been sent to the members within the timeframe
laid down in Article 3(1) and (2).

However, at the proposal of the Chairman or the request of a
committee member, the committee may decide by a simple
majority of members
to keep this point on the agenda
because of the urgency of the matter.

4.
If the committee has not issued an opinion within the
timeframe laid down by the Chairman, the latter may extend
this period, except in cases of urgency, no longer than the end
of
the written procedure
If necessary,
provided for in Article 9 of these rules of procedure may be
applied.

the next meeting.

Article 6

Representation and quorum

Each Member State delegation is considered to be one
1.
committee member. Each member cannot be represented by
more
than one person. However, with the Chairman’s
permission, the delegations may be accompanied by experts,
at the expense of the Member State concerned.

2.
A Member State delegation may, if necessary, represent a
maximum of one other Member State. The Permanent Repre-
sentation of the Member State that is being represented must
inform the Chairman of this in writing.

3.
The quorum required for the committee’s deliberations
about proposed measures, within the meaning of Article
2(2a), to be valid is that permitting a majority opinion to be
issued.

Article 7

Working groups

1.
The committee may create working groups, chaired by a
representative of the Commission, to examine particular issues.

The groups must report back to the committee. To this

2.
end, they may appoint a rapporteur.

The representatives of (specify the third country or the
2.
organisation in question) are welcome to attend the committee
meetings,
the
agreement made by the Community, Association Council
the
decision or other basic instrument
presence of these observers).

in accordance with (specify the Council act,

that provides for

3.
Experts and representatives of third countries or organi-
sations must withdraw when the committee moves to a vote.

Article 9

Written procedure

1.
If necessary and justified, the committee’s opinion can be
obtained by a written procedure. To this end, the Chairman
shall send the committee members the proposed measures on
which their opinion is sought, in accordance with Article 13(2).
Any committee member who does not express his or her
opposition or intention to abstain before the deadline laid
down in the letter is considered to have given his or her
the response period must
to the proposal;
tacit agreement
not be less than 14 calendar days.

In cases of urgency or extreme urgency, the deadlines stated in
Article 3(2) and (3) shall apply.

However,

if a committee member

2.
the
proposed measures be examined at a committee meeting, the
the
written procedure shall be terminated without
Chairman shall
then call a committee meeting as soon as
possible.

requests

result;

that

Article 10

Secretarial support

The Commission shall provide secretarial support
committee and,
accordance with Article 7 above.

the
if necessary, the working groups created in

for

Article 11

Minutes and summary report of the meeting

the Chairman. These minutes shall contain,

1.
The minutes of each meeting shall be drawn up under the
in
auspices of
particular, the opinions expressed on the proposed measures
mentioned in Article 2(2a) above and,
the
opinions expressed on issues mentioned in Article 2(2b). The
text of the opinions shall be given in a separate annex. The
minutes shall be sent to the members of the committee within
15 working days.

if necessary,

Article 8

Admission of third parties

1.
The Chairman may decide to invite experts to talk on
particular matters, at the request of a member or on his or
her own initiative.

The committee members shall send any written comments they
may have on the minutes to the Chairman. The committee
shall be informed of this (cid:151) if there are any disagreements,
the proposed amendment shall be discussed by the committee.
If the disagreement persists, the proposed amendment shall be
annexed to the minutes.

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Official Journal of the European Communities

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A summary report for the European Parliament shall be
2.
drawn up under the auspices of the Chairman. This report shall
briefly describe each agenda point and the result of the vote on
the proposed measures submitted to the committee. It shall not
mention the individual position of Member States in the
committee’s discussions.

Article 12

Attendance list

At each meeting,

1.
the Chairman shall draw up an
attendance list specifying the authorities or bodies to which
the persons appointed by the Member States to represent
them belong.

At

2.
the beginning of every meeting, any committee
member whose participation in the work of the committee
interest with regard to a
would constitute a conflict of
particular agenda point must
this
situation.

inform the Chairman of

relevant agenda points are being dealt with, at the request of
the Chairman.

Article 13

Correspondence

Correspondence relating to the committee shall be
the

1.
addressed to the Commission,
committee Chairman.

the attention of

for

for

Correspondence

committee members

be
shall
2.
if possible by
addressed to the Permanent Representations,
e-mail; at the request of a Member State, a copy shall be
sent directly to the person designated for this purpose by
that Member State.

Article 14

Transparency

Members of delegations who do not belong to a particular
authority or organisation of a Member State must sign a
declaration stating that their participation does not raise any
conflict of interest.

The principles and conditions concerning public access to
1.
the committee’s documents shall be the same as those applying
to Commission documents. It is for the Commission to take a
decision on requests for access to these documents.

the member
In the event of such a conflict of
concerned must withdraw his or her participation whilst the

interest,

2.

The committee’s discussions shall be kept confidential.