Proposal for a Council Decision on a Community position in the Association Council on the implementation of Article 84 of the Euro-Mediterranean Agreement establishing an association between the European Communities and their Member States, of the one part, and the Kingdom of Morocco, of the other part
Date: 2003-01-16
Institutions: European Commission
Subjects: Association Council (EU), Morocco, association agreement (EU), free-trade area

COMMISSION OF THE EUROPEAN COMMUNITIES

Brussels, 16.1.2003
COM(2003) 12 final

Proposal for a

COUNCIL DECISION

on a Community position in the Association Council on the implementation of Article 84
of the Euro-Mediterranean Agreement establishing an association between the
European Communities and their Member States, of the one part, and the Kingdom of
Morocco, of the other part

(presented by the Commission)

1.

2.

3.

4.

5.

6.

7.

EXPLANATORY MEMORANDUM

The Association Agreements form the legal basis for the European Union's relations
with the countries participating in the Barcelona Process. Following the signature of
the agreements with Algeria and Lebanon, the structure of the Euro-Mediterranean
agreements is virtually complete; it only remains to conclude negotiations with Syria.

The conclusions of the Marseilles Conference in November 2000 call for the
expansion of objectives and deepening of our relations with the countries of the
Mediterranean in the framework of the Association Agreements. This also has
practical implications for the institutions implementing the agreements.

The range of issues addressed in bilateral relations will be extended and trade will
develop in the direction of an overall partnership approach. The coherence of the
new approach, which must be ensured by continuous close coordination of the
constituent parts, also requires a change in the frequency and type of meetings.
Discussions within the implementing institutions will become more technical as the
partner countries embark on their reform programmes in preparation for the free
trade area and integration into the Euro-Med single market.

The increasing technical complexity of the Union's relations with the southern
Mediterranean countries, arising from the implementation of the Euro-Mediterranean
agreements and the continuation of the Euro-Mediterranean partnership, requires the
working of the institutions of the Agreements to be brought into line with the
working of the institutions of the other international agreements concluded by the
EU. Subcommittees of the association committees of the other associated countries
have been set up in order to monitor implementation of the partnership priorities and
the approximation of legislation.

The Euro-Med countries with whom agreements are in force have already expressed
the desire for greater cooperation in the various areas covered by the numerous
provisions of the association agreements. A number of activities are currently taking
place at regional level in the Barcelona Process context while, at bilateral level, the
Commission's departments try to respond to the requests of these countries on an
individual, case-by-case basis.

The EU-Morocco Association Agreement came into force on 1 March 2000 and
provides for the establishment of a free trade area between the EU and Morocco by
28 February 2012 at the latest. The Moroccan Government has repeatedly expressed
the desire for an advanced status in its relations with the EU ("more than association,
less than accession"). It has stated that "the establishment of a free trade area is not
an end in itself". The principal objective sought is "increased interpenetration of the
partners' economies and societies and institutional convergence by means of
additional mechanisms and appropriate legal instruments to be agreed".

In view of the above, the Commission proposes the formal creation of six new
subcommittees in addition to the committees or working parties for which provision
is already made in the Association Agreement (Working Party on Migration and
Social Affairs, Customs Cooperation Committee, Economic Dialogue). Each
subcommittee will become active only when the need is clearly established, e.g.
when relations with Morocco in one of the sectors specified appear to have advanced

2

to a point beyond what can be achieved in the framework of cooperation at regional
level.

The six subcommittees will be respectively entitled: i) Internal market, ii) Industry,
iv) Research and
iii) Transport, environment and energy,
trade and services,
innovation, v) Agriculture and fisheries, vi) Justice and security. In the interests of
maintaining a degree of homogeneity, the same subcommittee structure will be used
for all
the activation of each
subcommittee will depend on actual requirements expressed or existing in relation to
each individual country.

the other Euro-Med agreements. However,

As regards their organisation, the subcommittees will be chaired by the Commission
pursuant to the Council decision of 25 March 2002. Under that decision, the "Justice
and security" subcommittee will be chaired,
insofar as the EU is concerned,
according to the same rules as apply to the Association Committee. In the event of
discussion on subjects outside the Community's competence, a representative of the
Council presidency will chair the committee and also express the position of the
Member States. In the latter case,
the Commission will be fully involved in
discussions on the approach to be followed and the objectives to be achieved during
the meeting of the subcommittee.

The objective, the subjects covered by each subcommittee and the implementing
procedures are contained in the rules of procedure annexed. The number, tasks and
rules of procedure of each subcommittee were discussed informally with the
Moroccan authorities.

The aim of this proposal is to decide the Community position in the Association
Council with a view to the decision on the creation of the six subcommittees.

8.

9.

10.

11.

3

Proposal for a

COUNCIL DECISION

on a Community position in the Association Council on the implementation of Article 84
of the Euro-Mediterranean Agreement establishing an association between the
European Communities and their Member States, of the one part, and the Kingdom of
Morocco, of the other part

THE COUNCIL OF THE EUROPEAN UNION,

Having regard to the Treaty establishing the European Community, and in particular the
second subparagraph of Article 300(2) thereof,

Having regard to the proposal from the Commission,1

Whereas:

(1)

(2)

The Euro-Mediterranean Agreement establishing an Association between the
European Communities and their Member States, of the one part, and the Kingdom of
Morocco, of the other part, was concluded on 24 January 2000.

Article 84 of that Agreement states that the Association Council may decide to set up
any working group or body necessary for the implementation of the Agreement,

HAS DECIDED AS FOLLOWS:

Sole Article

The position to be adopted by the Community in the Association Council established by the
Euro-Mediterranean Agreement concluded between the European Communities and their
Member States, of the one part, and the Kingdom of Morocco, of the other part, on the
implementation of Article 84 of the Agreement, shall be based on the draft Decision of the
Association Council annexed to this Decision

Done at Brussels, […]

1

OJ C […], […], p. […].

For the Council
The President
[…]

4

ANNEX A

Draft

DECISION OF THE EU-MOROCCO ASSOCIATION COUNCIL

Setting up subcommittees of the Association Committee

The EU-Morocco Association Council,

Having regard to the Euro-Mediterranean Agreement establishing an Association between the
European Communities and their Member States, of the one part, and the Kingdom of
Morocco, of the other part,

Whereas:

(1)

(2)

(3)

(4)

A free trade area is to be established between the EU and Morocco by 28 February
2012 at the latest,

The EU's relations with the southern Mediterranean countries are becoming
increasingly complex as a result of the implementation of the Euro-Mediterranean
agreements and the continuation of the Euro-Mediterranean partnership,

Subcommittees of the Association Committees of the other associated countries have
been set up in order to monitor the implementation of the partnership priorities and the
approximation of legislation,

Article 84 of the Agreement provides for the setting up of the working groups or
bodies necessary for the implementation of the Agreement,

HAS DECIDED AS FOLLOWS:

Sole Article

The subcommittees of the EU-Morocco Association Committee listed in Annex 1 are hereby
set up and the rules of procedure of those subcommittees in Annex 2 hereby adopted.

The subcommittees shall work under the authority of the Association Committee, to which
they shall report after each of their meetings. The subcommittees shall have no decision-
making power.

The Association Committee shall take any other action needed to ensure that they operate
properly and inform the Association Council accordingly.

The Association Council may decide to set up further subcommittees or groups or to abolish
existing subcommittees or groups.

This decision shall enter into force on the day of its adoption.

Done at, [...]

For the Association Council

5

ANNEX 1

EU-MOROCCO ASSOCIATION AGREEMENT

SUBCOMMITTEES ATTACHED TO THE ASSOCIATION COMMITTEE

1.

2.

3.

4.

5.

6.

Internal market

Industry, trade and services

Transport, environment and energy

Research and innovation

Agriculture and fisheries

Justice and security

6

ANNEX 2

Rules of procedure

EU-Morocco Subcommittee No 1

Internal market

1.

Composition and chair

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings.

representatives of

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
below. In particular, it shall assess progress as regards law approximation,
implementation and
enforcement. Where relevant, cooperation in public administration matters shall be discussed. The
subcommittee shall examine any problems that may arise in the sectors listed below and shall suggest
possible steps to be undertaken.

3.a-

3.b-

3.c-

3.d-

3.e-

Standardisation, certification, conformity assessment and market surveillance

Competition and state aid

Intellectual, industrial and commercial property rights

Public procurement

Consumer protection.

The above list is not exhaustive and other subjects, including horizontal matters, e.g. statistics, may be
added by the Association Committee.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto
the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

7

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

8

Rules of procedure

EU-Morocco Subcommittee No 2

Industry, trade and services

1.

Composition and chair

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and shall be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings.

representatives of

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
implementation and
below. In particular, it shall assess progress as regards law approximation,
enforcement. Where relevant, cooperation in public administration matters shall be discussed. The
subcommittee shall examine any problems that may arise in the sectors listed below and shall suggest
possible steps to be undertaken.

3.a-

3.b-

3.c-

3.d-

3.e-

3.f-

Industrial cooperation

Trade issues

Services, including financial (banking, insurance, investment) and postal services

Tourism

Right of establishment

Data protection.

The above list is not exhaustive and other subjects, including horizontal matters, e.g. statistics, may be
added by the Association Committee.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto
the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

9

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

10

Rules of procedure

EU-Morocco Subcommittee No 3

Transport, environment and energy

1.

Composition and chair

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and shall be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings.

representatives of

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
implementation and
below. In particular, it shall assess progress as regards law approximation,
enforcement and the integration of environment policy in all areas of the Association Agreement.
Where relevant, cooperation in public administration matters shall be discussed. The subcommittee
shall examine any problems that may arise in the sectors listed below and shall suggest possible steps
to be undertaken.

3.a-

3.b-

3.c-

Transport: including infrastructure modernisation and development, security and
safety in maritime and air transport, control and management of ports and airports,
improvements to the multimodal system.

Environment: including building environmental protection capacity in the priority
areas specified in the Short and Medium-Term Priority Environmental Action
Programme (SMAP) and integration of the environment dimension in the priority
sectors of
the Euro-Mediterranean Partnership with a view to sustainable
development.

Energy: including infrastructure modernisation and development, security and safety
of energy infrastructure and transport, demand management, promotion of renewable
energies, research and cooperation on data exchange.

The above list is not exhaustive and other subjects, including horizontal matters, e.g. statistics, may be
added by the Association Committee.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

11

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto
the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

12

Rules of procedure

EU-Morocco Subcommittee No 4

Research and innovation

1.

Composition and chair

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and shall be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings.

representatives of

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
implementation and
below. In particular, it shall assess progress as regards law approximation,
enforcement. Where relevant, cooperation in public administration matters shall be discussed. The
subcommittee shall examine any problems that may arise in the sectors listed below and shall suggest
possible steps to be undertaken.

3.a-

3.b-

3.c-

3.d-

3.e-

Science, research and technological development and Morocco’s participation in
programmes of research, technological development and demonstration

Innovation, the dissemination of knowledge and technology transfer

Electronic communication networks and services

Information technologies

Cultural cooperation and audio-visual policy.

The above list is not exhaustive and other subjects, including horizontal matters, e.g. statistics, may be
added by the Association Committee.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto
the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

13

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

14

Rules of procedure

EU-Morocco Subcommittee No 5

Agriculture and fisheries

1.

Composition and chair

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and shall be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings.

representatives of

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
implementation and
below. In particular, it shall assess progress as regards law approximation,
enforcement. Where relevant, cooperation in public administration matters shall be discussed. The
subcommittee shall examine any problems that may arise in the sectors listed below and shall suggest
possible steps to be undertaken.

3.a-

3.b-

3.c-

3.d-

3.e-

Agricultural and fisheries products

Agricultural cooperation and rural development

Processed agricultural products

Veterinary and phytosanitary matters

Legislation applicable to trade.

The above list is not exhaustive and other subjects, including horizontal matters, e.g. statistics, may be
added by the Association Committee.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto
the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

15

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

16

Rules of procedure

EU-Morocco Subcommittee No 6

Justice and security

1.

Composition and chair

representatives of

The subcommittee shall be composed of
the European Commission and
representatives of the Government of Morocco and shall be chaired alternately by the two parties. The
Member States will be informed and invited to the subcommittee meetings. In case of discussion of
subject matters outside the Community's competence,
the subcommittee shall be chaired by a
representative of the Presidency of the Council, who shall also express the position of the Member
States. In the latter case, the Commission will be fully involved in discussions on the approach to be
followed and the objectives to be achieved during the meeting of the subcommittee.

2.

Role

The subcommittee shall work under the authority of the Association Committee, to which it shall
report after each meeting. The subcommittee does not have any decision-making power but may
submit proposals to the Association Committee.

3.

Subject matter

The subcommittee shall discuss the implementation of the Association Agreement in the areas listed
implementation and
below. In particular, it shall assess progress as regards law approximation,
enforcement. Where relevant, cooperation in public administration matters shall be discussed. The
subcommittee shall examine any problems that may arise in the sectors listed below and shall suggest
possible steps to be undertaken.

3.a-

3.b-

3.c-

3.d-

Cooperation on justice

Drugs

Judicial cooperation in civil and criminal matters

Cooperation on combating organised crime, including trafficking in human beings,
terrorism, corruption and money-laundering.

The above list is not exhaustive and other subjects in this context, including horizontal matters, e.g.
statistics, may be added by the Association Committee, in particular as regards implementation of the
regional programme.

The subcommittee may discuss matters relating to one, several or all of the above sectors.

4.

Secretariat

An official of the European Commission and an official of the Government of Morocco shall act
jointly as permanent secretaries of the subcommittee.

All communications concerning the subcommittee shall be forwarded to the secretaries.

5.

Meetings

The subcommittee shall meet whenever circumstances require. A meeting may be convened on the
basis of a request from either party, channelled through their secretary, who will pass the request onto

17

the other party. Upon receipt of a request for a subcommittee meeting, the secretary of the other party
shall reply within 15 working days.

In cases of particular urgency, subcommittees may be convened at shorter notice subject to the
agreement of both parties. All requests to convene meetings should be in writing.

Each meeting of the subcommittee shall be held at a time and place agreed by both parties.

The meetings shall be convened by the secretary in charge in agreement with the chair. Before each
meeting, the chair will be informed of the intended composition of the delegation of each party.

If both parties agree, the subcommittee may invite experts to its meetings to provide the specific
information so requested.

6.

Agenda of the meetings

All requests for items to be included in the subcommittee agenda shall be forwarded to the secretaries.

A provisional agenda will be drawn up by the chair for each meeting. It shall be forwarded by the
secretary in charge to his or her counterpart not later than ten days before the beginning of the
meeting.

The provisional agenda shall include the items in respect of which the secretaries have received a
request for inclusion in the agenda no later than fifteen days before the beginning of the meeting.
Supporting documentation must be received by both parties at least seven days ahead of the meeting.
To take account of urgent matters, these time limits may be shortened provided both parties agree.

The agenda shall be adopted by the subcommittee at the beginning of each meeting.

7.

Minutes

Minutes shall be taken and agreed by both secretaries after each meeting. A copy of the minutes,
including the subcommittee's proposals, shall be forwarded by the secretaries of the subcommittee to
the secretaries and chair of the Association Committee.

8.

Publicity

Unless otherwise decided, the meetings of the subcommittee shall not be public.

18