The present Rules of procedure regulate activities of bodies of the Organization for Democracy and Economic Development – GUAM (hereinafter referred to as GUAM).
Regular meetings of the Council
- The frequency of meetings of the Council and its authority at all levels are determined by the Statute of GUAM.
- Place and date of the next regular meeting of the Council shall be determined at the end of each meeting, as a rule. If this has not been done, the next meeting shall be agreed upon by the Party holding the Chairmanship.
- Place and date of meetings of the Council of Heads of States (CHS) shall be agreed upon, as a rule, 60 days prior to the meeting, of the Council of Ministers of Foreign Affairs (CMFA) 30 days and of the Council of National Coordinators (CNC) 15 days prior to the meeting. Meetings of the Council of Permanent Representatives (CPR) shall be held as needed.
Extraordinary meetings of the Council
- If necessary, the Party holding the Chairmanship shall summon extraordinary meetings of the Council through the Secretariat at the request of one or more Member States of GUAM and based on the consensus thereupon.
- Place and date of extraordinary meetings of CHS shall be agreed upon 30 days prior to the meeting, of the CMFA 15 days and of the CNC 10 days prior to the meeting.
- The information about place and date of an extraordinary meeting shall be distributed among the Member States through the Secretariat.
Agenda of Meeting
- The Party holding the Chairmanship shall prepare draft agenda of regular and extraordinary meetings of the Council in accordance with its decisions, The Secretariat shall issue and distribute them among the Member States.
- Proposals to make amendments to a draft agenda of a regular meeting shall be sent to the Party holding the Chairmanship not later than five days prior to the meeting.
- When reviewing a draft agenda during a meeting of the Council each Party may propose to include a new item therein.
- Within three working days after a meeting of the Council, the Secretariat shall send out the documents adopted at the meeting to the Member States.
- Chairmanship in the GUAM shall be exercised by one of the Parties in accordance with Article 10 of the Charter of GUAM.
- Transfer of chairmanship shall take place at a regular meeting of the CHS.
Functions of Chairperson
- The functions of a Chairperson at a meeting shall include the following:
- to open, conduct and close meetings;
- to present draft agenda and program of work for consideration and approval at the beginning of a meeting;
- to determine the order of interventions and give the floor;
- to request the necessary information from Secretariat;
- to agree upon the draft documents and proposals envisaged in the agenda and submit them to the Council for approval.
- At the proposal of the Party holding the Chairmanship, the relevant body may take a decision to have a meeting conducted by a representative of another Party, as a rule, by the Parry that shall assume chairmanship in the following period.
- Representatives of the Member States shall participate in meetings of the Council and other bodies of GUAM.
- By consent of all Parties, representatives of other states and international organizations may be invited to participate in meetings.
Partnership relations and observer status
- A decision to establish partnership relations or grant an observer status in the GUAM to interested states and international organizations shall be taken by the CHS on the basis of Article 14 of the Charter of GUAM.
- Request of interested states and international organizations for establishment of partnership relations or obtaining the status of observer in the GUAM shall be sent to the Party holding the Chairmanship.
- The Party holding the Chairmanship shall conduct relevant consultations with the GUAM Member States and submit this issue for consideration of the Council upon their common consent.
Expenditures for participation in the events
The expenditures related to participation of delegations of the Member States in GUAM events shall be covered, as a rule, by sending Parties.
Entry into force
The present Rules of procedure and the order of their entry into force shall be approved by decision of the CMFA.
Changes and amendments
Changes and amendments to the present Rules of procedure shall be made by decision of the CMFA.