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International Advisory and Monitoring Board
Rules of Procedures—After June 28, 2004
Contents
A. IAMB Meetings and the Chair
- Members, Alternates and Advisers
- Observers
- Frequency and Location
- Notice
- Agenda
- The Chair
- Quorum
- Voting
- Minutes and Language
These Revised Rules of Procedure (Rules) are adopted by the International Advisory and Monitoring Board (IAMB) pursuant to and in order to implement the IAMB's Revised Terms of Reference (TOR) which are attached hereto. These Rules shall always be read together with and construed in a manner consistent with the Revised TOR.
A. IAMB Meetings and the Chair
- Members, Alternates, and Advisers
- Following the initial designation of members and alternates, each person named in paragraph 2.A of the TOR shall, when changing such designations, promptly communicate the change to the other persons named in that paragraph.
- Before every IAMB meeting each member, or the member's alternate, shall provide the Chair and the Secretariat with the names of any advisors attending that meeting.
- Observers
- Observers are not members of the IAMB and shall not hold themselves out as members.
- The status of an observer may be terminated or suspended by a decision of the IAMB.
- The members shall determine the nature of participation of observers and other third parties at IAMB meetings.
- The IAMB may decide to hold meetings without the presence of observers.
- Frequency and Location Regular meetings shall be held at such time and in such place as the members determine from time to time, and they shall be held at least quarterly. Extraordinary meetings shall be convened in the manner provided in paragraph 6.B of the TOR.
- NoticeUnless otherwise agreed by the members, the Chair shall send each member written notice reconfirming the time and place of each meeting and setting out the provisional agenda for that meeting at least ten days before each regular meeting, and at least five days before each extraordinary meeting.
- Agenda
- The Chair shall prepare or direct the preparation of the provisional agenda for each meeting after consulting the other members.
- Notwithstanding the general requirement that members receive at least ten days notice of the provisional agenda for each regular meeting, additional items shall be included on the provisional agenda of a regular meeting if a member requests the Chair to do so at least five days before the date set for the meeting.
- An item may be deleted from or added to the provisional agenda of a meeting during that meeting with the unanimous approval of all members.
- At the beginning of each meeting, the Board shall adopt the agenda for that meeting.
- The Chair
- If the Chair cannot attend a meeting, the members shall choose from amongst themselves an Acting Chair for that meeting.
- The Chair shall serve a one year term. Before the term ends, the members shall choose the Chair for the next year.
- Quorum
- The quorum for each meeting, as specified in the TOR, shall be necessary for the duration of the meeting.
- Only members (or, in their absence, alternates) count towards the quorum. Advisors shall not count towards the quorum.
- Voting
- Pursuant to paragraph 6.D of the TOR, if a member requests a vote on grounds that a consensus decision by the IAMB is not feasible, the Chair shall conduct a vote. Each member shall have one vote. During a meeting or when voting without a meeting, such vote may only be cast by the member or, in the member's absence, by the member's alternate.
- A majority vote shall include the affirmative votes of at least three members. Unanimous approval shall require either a consensus among all members or all their affirmative votes. Abstentions shall not be regarded as affirmative votes.
- The Chair shall declare whether a consensus has been reached or whether the requisite majority or unanimity exists for a vote to carry.
- If the Chair or two members believe an action needs to be taken, which should not be postponed until the next regular meeting and which does not warrant calling an extraordinary meeting, the Chair shall conduct a vote without meeting by (i) informing all members in writing about the subject of and reasons for such a vote, (ii) inviting members to send in their written votes by a set date and time, (iii) recording the responses received within the set time, and (iv) notifying all members of the result. The Chair shall treat the lack of response by a member as an abstention.
- Minutes and Language
- The Secretariat shall prepare the minutes of each meeting. The members shall approve the minutes prior to their publication.
- The IAMB's working language shall be English. The Secretariat shall ensure communications to the IAMB in any other language are translated into English.
- Publication
- The IAMB shall determine the manner and form of its publications, subject to all requirements prescribed by the TOR.
- Contacts between members and the press shall take place after consultation with other IAMB members.
- The Secretariat, advisers, observers or any third person attending any IAMB meetings shall not make any document or information public without the IAMB's prior authorization.
- The Secretariat shall ensure that all publications by the IAMB comply with the TOR and these Rules.
- Reporting
- The Secretariat shall promptly provide members with any information or documents needed to allow members to make complete and accurate reports on the IAMB's work to the persons appointing the members.
- Any member reporting on the IAMB's work shall ensure that confidential materials are secured and shall keep other members adequately informed.
- Amendments and Regulations The IAMB may amend these Rules, consistent with the TOR. The IAMB may adopt other regulations, consistent with the TOR and these Rules, for the conduct of the affairs of the IAMB or the Secretariat.
- Interpretation and Application
- For purposes of these Rules:
- The term Chair shall be understood to mean the Acting Chair, elected in accordance with paragraph 6.a of these Rules, whenever the Chair is absent from a meeting; and
- Electronic mail transmissions shall be regarded as written communications.
- These Revised Rules shall not apply to work already undertaken by the IAMB pursuant to UN Security Council Resolution 1483 (2003), which work shall be governed by the Rules of Procedure adopted by the IAMB at its meeting on February 12 and 13, 2004, pursuant to its Terms of Reference adopted on October 24, 2003.
- For purposes of these Rules:
