1、DOC 7986-C/915 DIRECTIVES OF THE COUNCIL CONCERNING THE CONDUCT OF ICA0 MEETINGS Appmved by Council Resolution of 15 May 1959 and published by authority of the Council . 15 May 1959 INTERNATIONAL CIVIL AVIATION ORGANIZATION COPYRIGHT International Civil Aviation OrganizationLicensed by Information H
2、andling ServicesI STD*ICAO 798b-C/qL5-ENGL 1959 484L4Lb 0088947 293 D Published in separate English, French, Russian and Spanish editions by the Intemational Civil Aviation Organization. All correspondence, except orders and subscriptions, should be addressed to the Secretary General. Orders for thi
3、s publication should be sent to one of the following addresses, together with the appropriate remittance (by bank draft cheque or money order) in U.S. dollars or the currency of the country in which the order is placed. Document Sales Unit International Civil Aviation Organization 1 oo0 Sherbrooke S
4、weet West, Suite 400 Montreal. Qu and 2) To seek the coperation of Contracting States in this connection. 1 -1- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling ServicesSTD-ICA0 798b-C/qL5-ENGL 1959 m 4843416 0068999 Obb m The following directives have been develop
5、ed by the Council on the basis of the Organizations experience in the preparatia and conduct of meetings over a period of several years. actual practice followed at ICAO meetings, with which many Delegates are already familiar. in many respects they reflect the Further to Resolution All-16, the Coun
6、cil has reviewed in a comprehensive manner the planning, organization, procedures and working methods of ICAO meetings, bearing in mind the relationship between the time, effort and funds expended on them by Secretariat and Contracting States, the results expected and the re- sults achieved. The Cou
7、ncils conclusions, in so far as they affect the conduct of meetings and participation by administrations and delegations of Contracting States, are set forth in the present publication. The substance of these conclusions was approved by the Council, by a Resolution adopted on 15 May 1959 at the Sixt
8、h Meeting of its Thirty-seventh Session, as an expression of its policy in the matter. in this Resolution, the Council further requested Contracting States to bring these directives to the attention of their delegates at ICAO meetings. -2- COPYRIGHT International Civil Aviation OrganizationLicensed
9、by Information Handling ServicesSTD-ICA0 778b-C/715-ENGL 1757 = LiBli141b 0088750 888 I AGENDA AND PLANS FOR MEETINGS - The decision to hold a specific meeting is taken I by the Council or the Air Navigation Commission. - Wherever appropriate, the views of Contracting States on contemplated agenda a
10、re obtained before such agenda are finalized. - The duration of any meeting is to be kept to a minimum and should not exceed four weeks, save in exc e ptional ci r cum s tanc e s. - As far as practicable, invitations to meetings include, in addition to the proposed agenda, an organiza- tion plan, en
11、dorsed by or on behalf of the Council, with suggestions for the allocation of items to subordinate bodies, if any, and a time-table for action on each item, the meeting itself being invited to approve, at the outset of its proceedings, the proposed plan arid time-table and to conduct its proceedings
12、 accordingly. n PREPARATORY DOCUMENTATION SUBMITTED BY STATES - Administrations, delegates and observers wish- ing to submit preparatory documentation to a meeting are urged to keep their contributions concise. - If proposals for action are presented, they should appear as the first element of the p
13、aper and be followed -3- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling Services STD=ICAO 798b-C/915-ENGL 1959 D q8Lil141b 0088753 734 by a statement of the purpose of the proposal, any back- ground information being limited to basic essentials, - If circulation
14、of papers before the meeting is desired, administrations should arrange for such papers to reach the ICA0 Secretariat at least three months before the convening otherwise, advance distribu- tion in the languages of the meeting cannot be assured. III STEERING COMMITTEE - As a general rule, at each me
15、eting, there should be a steering committee, consisting of the chairman, vice-chairmen and secretary of the meeting, and of the chairmen of the committees and working groups estab- lished by the plenary meeting. steering committee are: The functions of the i) to coordinate the work of committees and
16、 working groups established by the plenary meeting; ii) to ensure, in so far as possible, adherence to the organization plan and schedule approved for the meeting, by monitoring progress achieved in completing action on each agenda item and in ap- proving successive components of the meetings report
17、; and to consider means of dealing with spe- cific problems likely to slow down progress; iii) to consider action to be taken with respect to unforeseen requirements, on the part of the meeting or of delegations, that have important budgetary implications and are likely to lead to overexpenditure of
18、 the authorized provision-e. g. meeting during weekends; evening meetings; late -4- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling ServicesSTD.ICA0 79b-C/915-ENGL 1757 484LLILb 0088952 b50 D requests for the circulation of lengthy documentation; establishment of
19、bodies additional to those contem- plated in the approved organization plan and schedule; extension of the duration of the meeting; and publica- tion of the proceedings in various forms; iv) to recommend to the meeting any special administrative or organizational measures necessary to keep the meeti
20、ng within the planned limitations of time and money. - The Secretary of the meeting has authority to remind the chairman and other members of the steering committee of the budgetary implications of important decisions affecting costs, and will provide the steering committee with the information and
21、guidance necessary to enable it to fulfill the above functions. OPENING FORMALITIES The meeting is expected to begin consideration of its substantive business not later than the second sitting. V MINUTES Minutes, if kept, shouldbe as brief as is com- patible with their purpose of providing a conveni
22、ent record of discussions and decisions, and will be in sum- mary form, unless for valid reasons they are requested in a different form by the body concerned. Procedural -5- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling Servicespoints may be omitted altogether,
23、and drafting points may generally be limited to a record of the wording as finally agreed by the meeting. Attendance lists should be produced in consolidated form at the end of the session, and not in each set of minutes. National administrations and delegates should avoid requests for extensive tre
24、at- ment of individual interventions when this is not essential to a proper understanding of the final outcome. VI REPORTS - The report of a meeting should, as a rule, be built up and approved progressively in its successive components as the meeting advances through its agenda. The component parts
25、of the report should be prepared in such form as will require a minimum of rearrangement and rewriting before their incorporation in the final re- port, and need not be reissued in consolidated form before the meeting ends. to each component part remains subject to such subse- quent adjustments of s
26、ubstance as may be necessary to correlate the various parts and reconcile any discrep- ancies between them. Approval given by the meeting - Reports of meetings should be as concise as possible and should not incorporate lengthy material submitted by delegations chiefly for guidance or informa- tion.
27、 If it is desired to make such material more widely available, the meeting may recommend its separate publication as an ICA0 Circular or in some other suitable form. -6- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling Servicesvn Al?P LICATION - The Secretary Gener
28、al ensures that all members of the Secretariat concerned with the planning and preparation of meetings are familiar with the principles, directives and procedures set forth in the present statement, which shall be brought to the attention of delegations at the opening of meetings and whenever it is
29、appropriate to do so. - END - -7- COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling Services STD.ICA0 778b-C/915-ENGL 1957 9 48414Lb 0088955 3bT ICAO 1959 6/59, OP1/1700; 7/72, WPZ275; 9/85, VP51300; 6/94, EIP61300; 3/95. V P7l300 ins, VPWOO; 6/83, 141200; Order No. 7986 Printed in ICAO COPYRIGHT International Civil Aviation OrganizationLicensed by Information Handling Services
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