Regulations on the Coordination Council
APPROVED
By the decision of the Coordination Council
Of the CIS Member-States
on informatization at the RCC
dated 12.18.2002 № 1/1
REGULATIONS
On the Coordination Council of the CIS Member-States
on informatization at the Regional Commonwealth
in the field of Communication
1. Framework
The Regulations of the Coordination Council of the CIS Member States for Informatization with the Regional Commonwealth in the Field of Communications (RCC) determine the order of work of the Coordination Council of the CIS Member States for Informatization with the RCC (hereinafter referred to as the Coordination Council), ensuring the implementation of tasks and functions established by the Regulation approved of the Heads of Government of the CIS of 7th of October, 2002 “On the Provision on the Coordination Council of the CIS Member States for Informatization with the Regional Commonwealth in the Field of Communications”.
2. Terms and Definitions
For the purposes of these Regulations, the following terms and definitions are used:
2.1. A member of the Coordination Council - is the head (or his deputy) of the national executive body exercising public administration, implementation of state policy and coordination of work in the field of informatization, which participates in the work of the Coordination Council with a decisive vote.
2.2. The Observer of the Coordination Council - is a representative of the national informatization authority of the state, as well as a representative of a recognized international, regional and other body, organization and enterprise, participating in the Coordination Council, recognizing and sharing its goals and objectives, with a consultative vote.
2.3. Members of the Coordination Council - are its members and observers.
3. Interactions with the Board of the RCC CAs Heads
3.1. To elaborate a coordinated policy on communication and information issues, by mutual agreement, joint meetings of the Board of the RCC CAs Heads (hereinafter - the RCC Board) and the Coordination Council are held.
3.2. The Coordination Council and the RCC Board mutually inform each other about their work.
3.3. The Coordination Council is guided in its activities by the RCC regulatory documents adopted by the RCC Board, in part, not inconsistent with the Regulations on the Coordination Council.
4. Coordination Council Leadership
4.1The management of the Coordination Council is carried out by the Chairman and Vice-Chairman.
The Chairman of the Coordination Council is the Chairman of the RCC Board.
Deputy Chairman is appointed on the basis of the rotational principle for a period of one year from among the members of the Coordination Council in the alphabetical order of the Russian language.
4.2. If the head of the executive body for informatization is replaced by the decision of the government of the CIS member state, the newly appointed head continues to serve as Chairman (or his deputy) of the Coordination Council until the deadline for the next election.
5. Convening meetings of the Coordination Council
5.1. Meetings of the Coordination Council are held in the member countries or observers of the Coordination Council as necessary, but not less than once a year. The meetings of the Coordination Council, as a rule, are held on the eve of (or immediately after) the meetings of the RCC Board in the same country where the RCC Board meeting is held.
For the consideration of urgent issues, extraordinary meetings of the Coordination Council may be held, which are convened on the proposal of one of the members of the Coordination Council and supported by at least two of its members.
5.2. A meeting of the Coordination Council is valid if it is attended by at least half of the total number of members of the Coordinating Council.
5.3. Meetings can also be held using information and communication technologies. The decision on the time of the meeting and the procedure for its financing is taken by the Coordination Council in each particular case.
5.4. Notifications to the participants of the Coordination Council on the meeting date with indication of the terms of stay, agreed with the host party, are sent out by the RCC Executive Committee no later than 30 days before the start of the Coordination Council meeting.
5.5. Invitations to meetings of the Coordination Council are sent to all its members and observers on behalf of the member of the Coordination Council in whose country the meeting.
6. The procedure for the preparation of materials and their consideration by the Coordinating Council
6.1. The draft agenda of the meeting is based on the decisions of the Coordination Council, proposals of its participants, the RCC Board, as well as the CIS Executive Committee, the RCC working bodies and the RCC Executive Committee.
6.2. Materials for consideration at the meetings of the Coordination Council are prepared by the participants of the Coordination Council, working bodies of the RCC and the RCC Executive Committee in accordance with the draft agenda.
They should contain:
• Theses of reports, information on the issues discussed;
• draft programs, concepts, and etc;
• draft decisions of the Coordination Council.
The specified documents are sent to the RCC Executive Committee for generalization no later than 20 days before the date of the Coordination Council meeting.
6.3. On issues that require urgent consideration, the Coordination Council or its Chairman may adopt a different procedure and deadlines for the preparation of materials.
6.4. The draft agenda with the attachment of the necessary documents is sent by the RCC Executive Committee no later than 20 days before the start of the meeting of the Coordination Council.
6.5. Comments and proposals on the documents received by the participants of the Coordination Council inform the RCC Executive Committee for generalization no later than 10 days before the start of the work of the Coordination Council. The RCC Executive Committee sends them to all participants of the Coordination Council. Failure to submit comments within the specified period is considered as their absence.
6.6. The agenda, drafted as amended by the members of the Coordination Council, is approved by the Coordination Council at the beginning of the meeting.
6.7. During the meeting, according to the decision of the Coordination Council, issues that the members of the Coordination Council consider important and urgent can be added to the agenda, provided that they are supported by at least two members of the Coordination Council.
6.8. The time for reports and co-reports is determined at the meeting of the Coordination Council when approving the agenda.
Questions are sent to rapporteurs and co-rapporteurs in writing or asked from the floor.
7. Conducting of the meetings of the Coordination Council
7.1. The meetings of the Coordination Council are held by the Chairman of the Coordination Council or his deputy.
7.2. In the absence of the persons specified in paragraph 7.1. At the meeting of the Coordination Council, the members of the Coordination Council elect the chairperson from among the present members, giving preference to the representative of the country in which the Coordination Council is held. The chairman of the meeting of the Coordination Council is entrusted with the functions referred to in paragraph 11.1.
8. Participants of the Coordination Council meetings
8.1. In addition to members and observers of the Coordination Council, their official delegations, experts, heads of the RCC working bodies, representatives of the CIS Executive Committee, General Director of the RCC Executive Committee (or his deputy), other invited persons can attend the meetings of the Coordination Council (the latter only with the consent of the Chairman of the Coordination Council ).
Delegations of the RCC Communications Administrations that are not members of the Coordination Council may attend the meeting as observers.
Representatives of the CIS Executive Committee, General Director of the RCC Executive Committee (or his deputy), participate in the meetings of the Coordination Council with an advisory vote.
8.2. In exceptional cases, authorized representatives of the members of the Coordination Council may participate in the meetings of the Coordination Council with the presentation of the relevant powers to the Chairman of the Coordination Council prior to the meeting.
8.3. The decision on the presence of media representatives at meetings of the Coordination Council is made by a member of the Coordination Council, in whose country the Coordination Council meeting is held.
8.4. The personal composition of the delegations to the Coordination Council meeting shall be communicated to the host party and the RCC Executive Committee no later than 10 days before the start of the Coordination Council meeting.
9. Coordination Council Rights
Coordination Council has the right to:
9.1. To make in the established order proposals on the issues of informatization to the Board of the Government’s Heads of the CIS. Where necessary, these proposals are discussed at joint meetings of the RCC Board and the Coordination Council and are submitted to the Board of the Government’s Heads of the CIS from the RCC as a whole.
9.2. Establish permanent or temporary commissions, expert and working groups, approve regulations on them, determine the order of work and monitor their activities.
9.3. To make proposals on the amount of financing projects and programs in the field of information, to develop proposals on the sources and amounts of extra-budgetary funding for such programs carried out in the interests of the CIS member states.
9.4. Organize, with the participation of representatives of interested members of the Coordination Council, examinations of programs and forecasts for the development of information systems and other projects whose implementation affects or may affect the interests of two or more participants.
9.5. Request from the members of the Coordination Council information necessary for the activities of the Coordination Council, if it is not confidential.
9.6. Determine the number of employees of the RCC Executive Committee directly related to the activities of the Coordination Council, which is the basis for the formation of a financial plan.
10. Rights and obligations of members of the Coordination Council
10.1. Members of the Coordination Council have the right to:
10.1.1. Introduce for consideration of the Coordination Council questions relating to their competence and participate in the discussion of these issues.
10.1.2. To participate in the work of the commissions, expert and working groups of the Coordination Council, as well as in the work of the RCC Commission on Informatization and, if necessary, in other RCC working bodies.
10.1.3. Lead the working bodies of the Coordination Council indicated in paragraph 9.2.
10.1.4. Participate with the permission of the chairman in the debate, to make suggestions, comments, amendments and reservations on the substance of the issues under discussion, to give references.
10.1.5. Request and receive necessary materials on all aspects of the activities of the Coordination Council.
10.1.6. If necessary, he may transfer his right to vote to another member of the Coordination Council, having notified the Chairman of the Coordination Council in writing about this. In this case, one member of the Coordination Council may represent in addition to himself another member of the Coordination Council.
10.1.7. Invite to the meetings of the Coordinating Council of experts.
10.2. Members of the Coordination Council are required to:
10.2.1. To facilitate the implementation of decisions.
10.2.2. Maintain confidentiality of information obtained at meetings of the Coordination Council.
10.3. Observers of the Coordination Council have the same rights and obligations as members of the Coordination Council, with the exception of paragraphs 10.1.3. 10.1.5. and 10.1.6.
10.4. Persons invited to the meeting of the Coordination Council may submit their comments on the materials under consideration, as well as receive extracts from the decisions of the Coordination Council on matters relating to them, unless otherwise decided by the Coordination Council.
11. Rights and duties of the Chairman of the Coordination Council
11.1. Chairman of the Coordination Council at the meeting:
11.1.1. Opens and closes the meetings of the Coordination Council, issues the agenda of the meeting for approval, gives the floor to the speakers, puts draft documents and proposals on the issues under consideration for voting, announces certificates and statements, ensures compliance with this Provision.
11.1.2. Terminates meetings, closes the list of speakers or stops the debate, opens the discussion if proposals are made on issues related to the application of the Coordination Council Provision or this Provision, and invites the Coordination Council participants to comment on this issue and make the necessary decision.
11.1.3. It may, as a rule, with the consent of the participants, declare the meeting of the Coordination Council closed, tentatively giving any participant the right of reply if this proves necessary in connection with any statement made after the closure of the list of speakers.
11.1.4. Ensures that participants' speeches at a meeting of the Coordination Council are limited to the issues under consideration and have the right to interrupt any speaker who deviates from the topic, asking them to limit their statements to an agenda topic. May propose to postpone or close the debate on any issue or limit the time of speech.
11.1.5. Gives the opportunity to each member of the Coordination Council to speak on a point of order.
11.1.6. Communicates to the meeting participants the opinion of the absent participant of the Coordination Council on the issues on the agenda addressed to him in writing.
11.1.7. Signs decisions and minutes of meetings of the Coordination Council and enjoys the rights determined by the decisions of the Coordinating Council.
11.1.8. Protects the rights of each participant to freely and fully express their opinions on the issues discussed, promote the spirit of cooperation, bring the parties together on the issues under consideration, achieve mutually agreed decisions of the Coordination Council.
11.1.9. Ensures the correctness of the discussions.
11.2. Chairman of the Coordination Council between meetings:
11.2.1. Provides solutions to issues related to the activities of the Coordination Council within the framework of the Provision on the Coordination Council and decisions made by the Coordination Council and contributes to the implementation of decisions of the Coordination Council.
11.2.2. Carries out contacts on the activities of the Coordination Council and conducts correspondence on behalf of the Coordination Council and on its instructions on the form of the established form.
11.2.3. It interacts with the CIS authorities, ITU, UPU, UN and other international organizations on the issues of informatization within the framework of the powers assigned to it by the Coordination Council.
11.2.4. Submits to the RCC Board proposals of the Coordination Council on matters requiring a coherent policy in the field of communication and informatization.
11.2.5. Performs other actions related to the support of the Coordination Council.
12. Procedure of making decisions by the Coordination Council
12.1. The Coordination Council accepts two types of documents: a recommendatory character on informatization issues and a mandatory Coordination Council on the functioning of issues.
12.2. Decisions on procedural matters are made by a simple majority of the members participating in the meeting of the Coordination Council, and on other matters by consensus.
In the event of a dispute about whether the issue under discussion is procedural or not, members of the Coordination Council hold a discussion and decide by a simple majority.
12.3. Decisions between meetings of the Coordination Council, if necessary, can be taken by correspondence with the mandatory receipt of the original signature of each member of the Coordination Council.
12.4. A member of the Coordination Council during a meeting of the Coordination Council or when making a decision by correspondence may declare his disinterest in considering a particular issue, which is not an obstacle to the adoption of a decision by the Coordinating Council.
12.5. A member of the Coordination Council present at the meeting may amend and make reservations to decisions taken.
An amendment is considered to be a proposal to change part of the original proposal or to supplement part of the proposal, which does not change the essence of the proposal.
A reservation is considered to be the opinion of a member of the Coordination Council, which does not affect the interests of other participants, and which it wishes to reflect in the decision or in the protocol on any issue adopted by the Coordination Council.
12.6. Decisions of the Coordination Council directly affecting the interests of a member of the Coordination Council cannot be taken in his absence..
13. The procedure for registration of protocols of meetings of the Coordinating Council
13.1. The results of the meetings of the Coordination Council are recorded in the protocol in Russian, and, if necessary, in English. The protocols reflect discussions, including decisions taken and protocol notes.
The protocols and decisions taken at the meeting of the Coordination Council are signed by its Chairman or by the presiding person at his request.
13.2. Any member of the Coordination Council, if necessary, may ask the presiding officer to reflect his dissenting opinion on the decision, as well as request that his report be fully or partially included, provided that the text is submitted no later than the closing of the Coordination Council meeting.
13.3. The maintenance and execution of protocols is entrusted to the RCC Executive Committee, which is responsible for the accuracy of the submitted materials.
Decisions and protocols of the meetings of the Coordination Council are sent to its participants by the RCC Executive Committee within 30 days after the meeting.
13.4. If a member of the Coordination Council was absent at a meeting of the Coordination Council and, having received the protocols of the meeting, will express disagreement with the decision on any agenda item, he must notify the Chairman of the Coordination Council in writing. At the same time, he has the right to raise the issue of revising the decision either at the next meeting of the Coordination Council, or by correspondence, sending his proposals to the Chairman and all members of the Coordinating Council.
14. Financing of the Coordination Council
14.1. Financing the activities of the Coordination Council is carried out at the expense of the general estimate of RCC expenditures, in which it is reflected in a separate line.
The total amount of contributions to the maintenance of the Coordination Council shall be established by the RCC Council in coordination with the Coordination Council when approving the annual (semi-annual) RCC financial plan.
The size of the annual (semi-annual) fee for the members of the Coordination Council is determined in equal shares:
for a member of the Coordination Council - 1 contribution unit;
for the observer - 0.5 units of contribution.
The members of the Coordination Council may voluntarily increase the share of their contributions, which they must notify the RCC Executive Committee no later than 3 months before the beginning of the calendar year.
14.2. The costs of holding meetings of the Coordination Council are borne by the participant of the Coordination Council - the host country, which can use various sources of funding, if necessary, including registration fees and sponsorship funds.
The costs of secondment of members of the Coordination Council are borne by the sending parties.
The procedure for covering the costs of holding extraordinary meetings is adopted by the Coordination Council in each particular case.
During the meetings, the host country provides the members of the Coordination Council with the opportunity of preferential use of communication services.
14.3. The financial activities of the Coordination Council are reflected in the general accounting report of the RCC.
Coordinating council members are sent annually reports on the results of the work of the RCC Revision Commission..
15. The procedure for admission to the Coordination Council and resignation from it
15.1The initial members of the Coordination Council are formed from representatives of the CIS countries whose governments have signed the Decision on the Coordination Council of the CIS member states on informatization with the Regional Commonwealth in the field of communications in Chisinau on October 7, 2002.
15.2. New members are admitted to the Coordination Council on applications (appeals) received in the name of the Chairman of the Coordination Council on behalf of the Governments of the CIS Member States, and do not require a decision of the Coordination Council.
15.3. The reception of observers from CIS countries at the level of national executive authorities in the field of informatization is carried out on the recommendation of the Government and does not require a decision of the Coordination Council.
15.4. Observers from the CIS countries at the level of other executive bodies, organizations and enterprises are received on the recommendation of a member of the Coordination Council from this country or upon the Government’s request, which are discussed at a meeting of the Coordination Council and decisions are taken on them.
15.5. Admission of international and regional organizations as observers is carried out at the request of at least two members of the Coordination Council. It is discussed and the decision is made at a meeting of the Coordination Council.
15.6. Observers from bodies and organizations of non-CIS states are received according to their statements with the consent of the government of that state. Applications are discussed at a meeting of the Coordination Council and a decision is made.
15.7. A member of the Coordination Council may withdraw from its composition by sending a notification. The RCC Executive Committee immediately informs all members of the Coordination Council on receipt of such notification.
The decision to withdraw from the Coordination Council is taken at its meeting and enters into force six months after receiving the notification when settling relations for all obligations related to participation in the Coordination Council.
15.8. Membership in the Coordination Council is not an obstacle for entering into other unions, communities, associations, joining other agreements.
16. The procedure for placing participants at the meeting of the Coordination Council
16.1. The members of the Coordination Council take places at the table in the order of the Russian alphabet of the names of the states that they represent.
Observers of the Coordination Council are placed on the same principle.
By decision of the chairperson, invited officials may also take seats at the meeting table.
16.2. The Deputy Chairman of the Coordination Council takes the place next to the presiding officer on the right side, and the General Director (or his deputy) of the RCC Executive Committee - on the left side.
16.3. Members of delegations, experts and invited persons are accommodated in the meeting room in specially designated places.
17. Languages
17.1. The official language of the Coordination Council is Russian.
17.2. At meetings of the Coordination Council and in working correspondence, English can be used as a working language.
17.3. Each delegation has the right to use other languages. In this case, the delegation itself takes measures to ensure the translation of documents and speeches.
18. Entry into force
18.1. This Provision shall enter into force on the date of its approval by the Coordination Council.
18.2. The Coordination Council may make additions and changes to this Provision.