Venue
The meetings of the Executive Committee shall take place at the seat of the Fund Secretariat, unless other appropriate arrangements are made by the Fund Secretariat in consultation with the Executive Committee.
UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rule 3).
UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
Meetings of the Executive Committee shall be held at least twice every year. At each meeting, the Executive Committee shall fix the opening date and duration of the next meeting. The Secretariat shall notify all Committee members of the dates and venue of meetings at least six weeks before the meeting.
(UNEP/OzL.Pro/2/3 Appendix II of Decision II/8, para. 8).
(UNEP/OzL.Pro/3/11 Annex VI to Decision III/22 (Rules 4,5).
The Ninth Meeting of the Parties decided that the Executive Committee shall hold three meetings a year while retaining the flexibility to take advantage of the opportunity provided by other Montreal Protocol meetings to convene additional meetings where special circumstances make this desirable.
(UNEP/OzL.Pro.9/12, Decision IX/16, para. b).
Observers
The Secretariat shall notify the President of the Bureau and the Implementing Agencies - inter alia, UNEP, UNDP and the World Bank - of any meeting of the Executive Committee so that they may participate as observers. Such observers may, upon invitation of the Chairman, participate without the right to vote in the proceedings of any meeting.
The Secretariat shall notify any body or agency, whether national or international, governmental or non-governmental, qualified in the field related to the work of the Executive Committee, that has informed the Secretariat of its wishes to be represented, of any meeting so that it may be represented by an observer subject to the condition that their admission to the meeting is not objected to by at least one third of the Parties present at the meeting. However, the Executive Committee may determine that any portion of its meetings involving sensitive matters may be closed to observers. Non-governmental observers should include observers from developing and developed countries and their total number should be limited as far as possible. Such observers may, upon invitation of the Chairman and if there is no objection from the Committee members present, participate without the right to vote in the proceedings of any meeting in matters of direct concern to the body or agency which they represent.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rules 6, 7).
(UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
Agenda
In agreement with the Chairman and the Vice-Chairman, the Secretariat shall prepare the provisional agenda for each meeting. The Secretariat shall report to the meeting on the administrative and financial implications of all substantive agenda items submitted to the meeting, before their consideration. Unless the meeting decides otherwise, no such item shall be considered until at least twenty-four hours after the meeting has received the Secretariat's report on the administrative and financial implications. Any item of the agenda which has not been completed during the meeting shall be included automatically in the agenda of the next meeting, unless otherwise decided by the Executive Committee.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rules 8-10).
(UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
Representations
Each Executive Committee member shall be represented by an accredited representative who may be accompanied by such alternate representatives and advisors as may be required.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rule 12).
(UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
If the Chairman is temporarily unable to fulfill the obligation of the office, the Vice-Chairman shall in the interim assume all the obligations and authorities of the Chairman. If the Chairman or Vice-Chairman is unable to complete the term of office the Committee members representing the group which selected that officer shall select a replacement to complete the term of office.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rules 13, 14).
(UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
The Secretariat shall:
(a) make the necessary arrangements for the meetings including the issue of invitations and preparation of documents and reports;
(b) arrange for the custody and preservation of the documents in the archives of the international organization designated as Secretariat of the Convention; and
(c) generally perform other functions that the Executive Committee may require.
The Chief Officer of the Secretariat shall be the Secretary of any meeting of the Executive Committee.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rules 15, 16).
(UNEP/OzL.Pro/ExCom/3/18/Rev.1 Annex II).
Decision process
Decisions shall be taken by consensus whenever possible. If all efforts at consensus have been exhausted and no agreement reached, decisions shall be taken by a two-thirds majority of the Parties present and voting, representing a majority of the Parties operating under paragraph 1 of Article 5 and a majority of the Parties not so operating present and voting.
(UNEP/OzL.Pro/2/3 Appendix II of Decision II/8, para. 4).
(UNEP/OzL.Pro.3/11 Annex VI to Decision III/22 (Rule 17).
The meetings of the Executive Committee shall be conducted in those official languages of the United Nations required by members of the Executive Committee. Nevertheless the Executive Committee may agree to conduct its business in one of the United Nations official languages.
(UNEP/OzL.Pro/2/3 Appendix II of Decision II/8, para. 5).
(UNEP/OzL.Pro/3/11 Annex VI to Decision III/22 (Rule 18).
Costs
Costs of meetings, including travel and subsistence of Executive Committee participants from Parties operating under paragraph 1 of Article 5 shall be disbursed from the Multilateral Fund as necessary.
(UNEP/OzL.Pro/2/3 Appendix II of Decision II/8, para. 6).
(UNEP/OzL.Pro/4/15 Annex X to Decision IV/8, para. 6).
The Executive Committee decided that budget line 3301 could be used to support travel of the Chairperson or Vice-Chairperson of the Executive Committee, irrespective of whether or not they represented countries operating under paragraph 1 of Article 5, if such travel was required to enable the Chairperson or Vice-Chairperson to represent the Executive Committee.
(UNEP/OzL.Pro/ExCom/11/36, para. 24).
The Executive Committee decided in 1992 that when the President of the Bureau of the Meeting of the Parties to the Montreal Protocol is a national of a developing country operating under Article 5, paragraph 1, the costs of travel and daily subsistence allowance for his/her attendance or attendance of his/her representative as observer at the meeting should be paid from the Fund.
(UNEP/OzL.Pro/ExCom/5/16, para. 65).
The rules of procedures may be amended according to Rule 17 (voting) and formally endorsed by the Meeting of the Parties to the Montreal Protocol.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rule 19).
In the event of any conflict between any provision of the rules of procedures and any provision of the Montreal Protocol, the Protocol shall prevail.
(UNEP/OzL.Pro/3/11 Annex VI of Decision III/22 (Rule 20).