Rules of Procedure and Working Methods for Conferences of the States Parties Convened Under Article XXI of the Treaty on Conventional Armed Forces in Europe

20 December 1991

  1. Introduction

These rules of procedures and working methods apply to the conferences specified in Article XXI of the Treaty on Conventional Armed Forces in Europe of 19 November 1990, hereinafter referred to as the Treaty.

  • Duties of the Depositary

    Consistent with the provisions in paragraph 3 of Article XXII of the Treaty, the Depositary shall promptly inform all States Parties of the date, Chairmanship, time and location of the first meeting of a conference, providing the purpose, stated reasons and proposed texts as appropriate.

  • Chairmanship

    1. The Chairman of the opening meeting of the first conference convened after the adoption of these rules of procedures and working methods shall be the representative of the Kingdom of Spain.

    2. States Parties shall assume in rotation determined by alphabetical order in the French language the Chairmanship of all conferences.

    3. A State Party shall remain in the chair until it has completed one week of Chairmanship or the conference ends whichever occurs first. During the period between conferences, the Depositary will assume all responsibilities of the chair.

    4. The responsibilities of the Chairman shall include the following:

      1. to inform all States Parties of subsequent meetings of that conference, as well as of proposals made by States Parties concerning the agenda of the conference;

      2. to chair the meetings of the conference;

      3. to keep a list of speakers and maintain a Journal which shall be available only to the States Parties;

      4. to distribute to all States Parties copies of the Journal and attached texts;

      5. to propose to the States Parties the suspension of, adjournment or termination of the conference;

      6. to propose the adjourning or closure of the debate on the item under discussion;

      7. to seek resolution of administrative questions relating to the organization of the work of the conference in contact with the services of the administrator; and

      8. to perform other dudes, as agreed by the States Parties.

  • Conference Meetings

    1. Conferences shall be composed of the representatives of the States Parties. Alternates, advisers and experts of a State Party may take part in the proceedings of conferences as deemed necessary by that State Party.

    2. Decisions shall be taken by consensus. Consensus shall be understood to mean the absence of any objection by any representative of a State Party to the taking of the decision in question. In the case of proposed amendments to the Treaty, such amendments shall be approved by all the States Parties in accordance with Article XX of the Treaty and shall enter into force in accordance with Article XXII of the Treaty.

    3. Representatives at conferences shall be seated in alphabetical order of the States Parties in the French language.

    4. The official languages of conferences shall be: English, French, German, Italian, Russian, and Spanish. Statements in any of the official languages shall be interpreted into the other official languages.

    5. Conference proceedings shall be confidential, unless the States Parties decide otherwise.

    6. The States Parties shall determine their meeting schedule for conferences.

    7. The Chairman may declare the list of speakers closed with the consent of the States Parties. The Chairman shall, however, accord the right of reply to any representative if, following closure of the list, he is so requested.

    8. If any representative raises a point of order in the course of a meeting, the Chairman shall give that representative the floor immediately. A representative raising a point of order shall not speak on the substance of the matter under discussion.

  • Agenda for the Conference

    The States Parties, as the first item of business, shall consider the agenda of that conference without prejudice to the right of each States Party to raise before the conference, and have placed on its agenda, any issue relating to the purpose of the conference.

  • Journal

    1. The Journal shall record the date, the time of opening and the time of closing and the location of each meeting of each conference; the State Party in the Chair; the agenda of the meeting; the States Parties whose representatives took the floor; and the date, time, and location of any additional meetings of each conference.

    2. Decisions and recommendations shall also be recorded in the Journal by the Chairman. Any text of such decisions and recommendations shall be attached to the Journal.

    3. Interpretive statements, formal proposals and related documents on matters of substance shall be recorded in the Journal and their texts attached to it at the request of the originator when submitted in writing to the Chairman.


  • Financial Issues

    Payment for conferences shall be made to the Host State in accordance with the scale of distribution used by the Joint Consultative Group, unless decided otherwise by the States Parties. An account shall be rendered by the Host State within 3 months after the completion of each conference. Accounts shall be payable within 60 days of presentation in the currency of the Host State, Unless contested by any State Party.

  • Administrative Issues: Services Rendered by Host State

    The government of the Host State shall appoint an administrator, subject to agreement by all States Parties, who shall be a national of the Host State. The task of the administrator shall include, in liaison with the authorities of the Host State, the provision of the following services:

    1. arrangement of accreditation;

    2. management of facilities and equipment;

    3. security of, and control of access to, facilities and meetings;

    4. employment and management of appropriate technical staff;

    5. availability of appropriate technical equipment;

    6. availability of interpretation and translation services in all official languages; and

    7. administration of financial matters.

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