Rules of Procedure- PICES - North Pacific Marine Science Organization

(Adopted by Council on April 18, 2006)

NORTH PACIFIC MARINE SCIENCE ORGANIZATION (PICES)

RULES OF PROCEDURE

Definition of terms

advisor	-	a person, invited by a Delegate to advise the Delegate during meetings of the Governing Council (hereinafter “Council”), or a person, invited by a member or alternate member, to advise them at a Finance and Administration Committee meeting
alternate	-	a person, formally appointed by a Contracting Party, to exercise all responsibilities of a delegate, in the absence of that delegate
alternate member	-	a person, formally appointed by a Contracting Party, to exercise all responsibilities of a member of the Finance and Administration Committee or a Scientific Committee, in the absence of that member
decision	-	a resolution of the Council as it appears in an Annual Report (GC decisions)
delegation	-	delegates and members appointed by a Contracting Party
delegate¹	-	one of not more than two persons, formally appointed by the government of a Contracting Party, to represent its interests as a member of the Council
executive committees	-	permanent committees reporting directly to the Council
formal	-	in written form (including electronic mail) by a person with authority to do so
group	-	an organizational entity created by decision
member²	-	a person appointed to represent a Contracting Party on a group, including those serving as chairman
observer	-	a person, formally invited by the Organization, to observe some aspect of its activities
permanent committee	-	all of the executive, scientific, and technical committees
recommendations	-	resolutions of the executive committees seeking approval by the Council; coded as “S” (Science Board) or “A” (Finance and Administration Committee), as they appear in an Annual Report

¹ Wherever in Rules 1-22 the term “delegate” appears, it applies equally to alternate delegate.
² Wherever in Rules 1-22 the term "member" appears in reference to a Scientific Committee or the Finance and Administration Committee, it applies equally to alternate member.

Applicability

These Rules shall govern the procedures of the North Pacific Marine Science Organization (PICES), hereinafter referred to as the “Organization”.

Representation

Rule 1

(i)	Each Contracting Party shall inform the Executive Secretary promptly, in writing, of any changes in the names of its Delegates or members;
(ii)	each Contracting Party shall, three weeks in advance, inform the Executive Secretary of the names of delegates, advisors, and members attending each meeting of the Organization;
(iii)	each Contracting Party shall bear the expenses of its own Delegation to all meetings authorized by the Council, held pursuant to this Convention.

Rule 2

The Council may invite any Governments not party to the Convention, any international or other organizations having objectives related to those of the Organization, and any individuals to participate as observers at selected meetings of the Council.

Voting Procedures in the Council

Rule 3

The execution of responsibilities identified in the Convention will require the taking of decisions by the Council.

(i)	in accordance with the Convention, decisions will be made by consensus if at all possible;
(ii)	if, in the opinion of the Chairman, efforts at consensus have been exhausted, and no agreement has been reached, decisions of the Council may be adopted by a three-quarters majority of the Contracting Parties casting affirmative or negative votes (not abstaining);
(iii)	notwithstanding paragraph (ii) above, consensus of all Contracting Parties shall be required for the following:
	a.	the establishment of permanent or ad hoc scientific groups and committees;
	b.	the appointment of an Executive Secretary;
	c.	the adoption of the annual budget of the Organization;
	d.	recommendations for amendment of the Convention;
	e.	the holding of any meeting of the Council other than the annual meeting;
	f.	other matters of substance that the Council may agree on.
(iv)	each Contracting Party shall have one vote on any decision at any meeting or proceeding of the Council;
(v)	either Delegate, where more than one is appointed, may cast the vote of that Contracting Party;
(vi)	for all decisions other than elections, the Council shall vote by show of hands, except that a vote by roll call shall be taken upon request of any Contracting Party.

Rule 4

Between meetings of the Council, in cases of urgency, the Chairman may direct the Executive Secretary that a vote of the Contracting Parties be taken by correspondence, or other agreed means. In the case of such a vote, the Executive Secretary shall acknowledge the receipt of correspondence from each Contracting Party. The Executive Secretary shall inform the Contracting Parties that the subject has been adopted when it obtains a three-quarters majority (as specified in Article VII of the Convention), and of any formal objections received. The Chairman may establish a reasonable deadline, after a Contracting Party has acknowledged receipt of the communication, for responding to such a vote; a Contracting Party which has not responded by the deadline shall be deemed to have no formal objection to the proposal.

Elections

Rule 5

(i)	Elections shall not be conducted without a simple majority of the Contracting Parties;
(ii)	nominations of candidates for elections in the Council shall be sent in writing to the Executive Secretary at least 60 days prior to the start of the annual meeting at which the election will occur;
(iii)	elections shall be conducted by show of hands, except that an election by secret ballot shall be conducted upon the request of any Delegate (Council) or Member (Science Board or Scientific Committee);
(iv)	for election to the office of Chairman, Vice-Chairman, Chairman of Science Board or Chairman of a Scientific Committee, a candidate shall be declared elected who secures votes numbering more than half the number of Contracting Parties casting votes (not abstaining). If no candidate secures the number of votes required for election:
	a.	if there are only two candidates, voting shall be continued until a candidate is elected;
	b.	if there are three or more candidates, the candidate receiving the lowest number of votes shall be eliminated and voting continued in accordance with this Rule until a candidate is elected, providing that if there are two or more candidates receiving the lowest number of votes those candidates shall be eliminated.
(iv)	between meetings, as appropriate, the Chairman may direct the Executive Secretary to conduct an election by correspondence, or other agreed means. In the case of such an election, the Executive Secretary shall inform the Contracting Parties of the result when a candidate obtains the number of affirmative votes as specified in Rule 5(iv), and of any formal objections received from a Contracting Party. The Chairman may establish a reasonable deadline, after a Contracting Party has acknowledged receipt of the communication, for responding to such an election; a Contracting Party which has not responded by the deadline shall be deemed to have no formal objection to the result.

Chairman and Vice-Chairman of the Council

Rule 6

The Chairman and the Vice-Chairman shall each be elected from among the Delegates for a term of two years and each shall be eligible for re-election only once for a successive term. They shall normally take office at the conclusion of the annual meeting at which elected.

Rule 7

The duties of the Chairman shall be:

(i)	to preside at meetings of the Council;
(ii)	to decide any questions of order raised at those meetings, subject to the right of any Delegate to request that any ruling by the Chairman shall be submitted for decision by vote;
(iii)	generally, to make such decisions and give such directions to the Executive Secretary as will ensure that the business of the Council is carried out efficiently and in accordance with the decisions of the Council;
(iv)	to arrange for appointments to Groups as required by the Council;
(v)	to participate, as desired, in any meeting of the Organization;
(vi)	to take such other actions as may be necessary to protect and promote the interests of the Organization, and the benefits it provides to the Parties.

Rule 8

In the event of the office of Chairman becoming vacant, the Vice-Chairman shall become Chairman. A Vice-Chairman who becomes Chairman for less than one year shall be eligible for election to two full successive terms, otherwise to one full term.

Rule 9

(i)	The Vice-Chairman shall act as Chairman whenever the Chairman is unable to act;
(ii)	after election, the Vice-Chairman shall continue to act as a Delegate, except during any period when acting as Chairman. During any such period, the Contracting Party, normally represented by the Vice-Chairman, may appoint another person to serve as Delegate;
(iii)	the Vice-Chairman may participate, as desired, in any meeting of the Organization;
(iv)	in the event of the office of Vice-Chairman becoming vacant the Council shall elect a new Vice-Chairman at its next meeting. A Vice-Chairman elected to fill a partial term shall be eligible for re-election to two full successive terms.

Executive Secretary

Rule 10

(i)	The Executive Secretary shall be the Chief Executive Officer of the Organization and shall be responsible to the Council for the management of the Secretariat’s staff and office;
(ii)	the Executive Secretary shall be responsible for the receipt of all funds due to the Organization and for disbursements in accordance with the budget; signing cheques on behalf of the Organization or authorizing their signature; and in general for the implementation of the Organization’s Financial Regulations;
(iii)	the Executive Secretary shall normally attend sessions of the Council and may attend, as appropriate, meetings of any Committee and any other meetings of the Organization;
(iv)	the Executive Secretary, in consultation with the Chairman, shall appoint members of the Secretariat staff in accordance with positions designated by the Council and with salaries, tenure, and other conditions established by the Council;
(v)	the Executive Secretary shall provide secretarial services for all meetings of the Council and, as appropriate, arrange for such secretarial services as may be needed for other meetings of the Organization;
(vi)	the Executive Secretary shall transmit to the Contracting Parties as soon as possible after each meeting of the Council a report of the proceedings;
(vii)	the Executive Secretary shall circulate to Delegates a draft agenda 60 days before each meeting of the Council and indicate the date on which proposals for inclusion should be submitted for consideration, and a provisional agenda 45 days before each meeting;
(viii)	the Executive Secretary shall prepare an annual report of the activities of the Organization and transmit it to the Contracting Parties;
(ix)	the Executive Secretary shall perform such other functions as may be assigned by the Council.

Executive Committees

Rule 11

(i)	The executive committees of the Council shall be a Science Board and a Finance and Administration Committee;
(ii)	the Council may give direction to an executive committee concerning its activities;
(iii)	an executive committee may, with the approval of the Council, establish subsidiary bodies to meet the needs of the Organization.

Science Board

Rule 12

(i)	The Science Board shall consist of the Chairmen of the Scientific Committees, Technical Committees, and Scientific Programs, together with a Chairman elected by Science Board from among the nominees³, for a term of three years. The Chairman shall not concurrently be a Chairman of another group nor be eligible for re-election for successive terms. When the Science Board chairmanship becomes vacant for any reason, the Science Board shall elect a new Chairman at its earliest convenience;
(ii)	the Vice-Chairman of the Science Board shall be elected from amongst the members of the Science Board for a term of one year and shall be eligible for re-election for a successive term. The Vice-Chairman will normally reside on the opposite side of the Pacific to the Science Board Chairman. The Vice-Chairman shall act as Chairman whenever the Chairman is unable to act;
(iii)	should a Contracting Party have no representation on the Science Board via committee or program chairmanship, it may appoint a suitably qualified member;
(iv)	the Science Board shall:
	(a)	have general oversight over:
		-	the scientific interests of the Council and its scientific work;
		-	the programs of research approved by the Council;
		-	the arrangements for carrying out the Council’s scientific work and the programs of research recommended or coordinated by it;
		-	the organization of special scientific meetings.
	(b)	be responsible for advising the Council on all matters mentioned in sub-paragraph (a);
	(c)	provide guidance, as it may deem necessary, to groups under their jurisdiction, as to the performance of their functions;
	(d)	review and make recommendations to the Council concerning the provision of scientific advice to the Contracting Parties or other international organizations requesting such advice;
	(e)	consider, at each annual meeting of the Council, reports from all groups under their jurisdiction and report thereon to the Council with special reference to any expenditures involved;
	(f)	advise the Council of its publication requirements.
(v)	Scientific Programs shall have a single vote in decisions of the Science Board.

³	Nomination procedures described in Rule 17.

Scientific Committees

Rule 13

Scientific Committees are established by the Science Board with the approval of the Council, as ongoing groups responsible to the Science Board for the planning, direction, and oversight of major themes within the Organization’s general scientific aims. A Scientific Committee:

(i)	shall consist of not more than three members appointed by each Contracting Party;
(ii)	shall establish one Chairman according to Rule 17;
(iii)	may, with the endorsement of the Science Board and approval by the Council, establish ongoing sub-committees (hereafter “Sections”) to consider in greater detail, topics of sufficient general importance to the Organization to warrant ongoing attention, but only when sufficient expertise is lacking on a Scientific Committee.

	Sections:
	(a)	shall consist of members appointed by the Contracting Parties, after considering any recommendations concerning membership by the Science Board;
	(b)	shall establish Co-Chairmen according to Rule 17;
	(c)	be responsible to, and be reviewed regularly by the parent Scientific Committee.
(iv)	shall, with endorsement of the Science Board and approval by the Council, establish ad hoc groups (Advisory Panel, Working Group) to facilitate the work of the Scientific Committee.

	An Advisory Panel is a group of scientists established to coordinate and provide scientific advice on a field or experimental activities of a Scientific Committee or Scientific Program. An Advisory Panel:
	(a)	shall consist of members appointed for the purpose by the Contracting Parties, after considering any recommendations concerning membership proposed by the Science Board;
	(b)	may, with the endorsement of the Science Board and approval of the Council, include ex officio members from other organizations and/or non-Contracting Parties;
	(c)	shall establish Co-Chairmen according to Rule 17;
	(d)	shall be disbanded after the work is complete.

	A Working Group is a group of scientists, generally established by a Scientific Committee, for a period of typically three years, to undertake specific terms of reference and to report to the Organization on their findings. A Working Group:
	(a)	shall consist of members appointed by the Contracting Parties, after considering any recommendations concerning membership by the Science Board;
	(b)	shall establish Co-Chairmen, according to Rule 17;
	(c)	shall be disbanded either after preparing their final report, or, as determined by the Science Board, for inadequate progress in achieving their tasks.

Technical Committees

Rule 14

Technical Committees are established by the Science Board with the approval of the Council, as ongoing groups responsible to the Science Board to facilitate the technical and operational activities required to support the Organization’s general scientific aims. A Technical Committee:

(i)	shall consist of not more than three members appointed by each Contracting Party;
(ii)	shall establish one Chairman according to Rule 17.

Study Groups

Rule 15

A Study Group is established by the Council or an Executive Committee, with the approval of the Council, for a period not normally exceeding one year, with specific terms of reference, to consider any scientific, policy, advisory and/or financial issue of interest to the Organization and to provide recommendations thereon. A Study Group:

(i)	shall normally consist of members appointed by the Contracting Parties, and by the Council;
(ii)	shall establish one Chairman according to Rule 17;
(iii)	shall be disbanded after submitting their final report and recommendations.

Scientific Programs

Rule 16

A Scientific Program is established by the Science Board, with the approval of the Council, to address major scientific questions of general interest to the Organization; a Scientific Program:

(i)	will typically require significant resources and energy of the Organization for periods of up to a decade;
(ii)	shall consist of a Scientific Steering Committee and such Task Teams as may be required to complete the work;

	A Scientific Steering Committee (SSC):
	(a)	shall consist of not more than two members appointed by each Contracting Party and, during their chairmanship, the Co-Chairmen of any Task Teams established by the SSC;
	(b)	membership shall, as a first priority, be selected to include the full range of expertise required to develop and implement the Scientific Program.

	A Task Team is a group of scientists established with a specific focus to conduct the work of a Scientific Program. A Task Team:
	(a)	shall consist of members, appointed by each Contracting Party;
	(b)	shall establish Co-Chairmen according to Rule 17.

(iii)	will be disbanded at the discretion of the Science Board.

Scientific Leadership

Concerning appointments to scientific leadership roles in the Organization, the nomination of suitably qualified Co-Chairmen will normally include candidates from both Asia and North America, if Co-Chairmen are required. Concerning elections of Chairmen, nominations will give consideration to rotating a chairmanship among the Contracting Parties, providing that it serves the scientific interests of the group. Concerning elections of Vice-Chairman, nominations will give consideration to candidates from the opposite side of the Pacific Ocean from the Chairman.

Rule 17

(i)	Qualified⁴ candidates nominated, or seeking, to be elected as Chairman of the Science Board shall submit their credentials (curriculum vitae and letter of justification) in writing to the Executive Secretary at least 60 days prior to the start of an annual meeting at which said election will occur;
(ii)	the Chairman of a Scientific Committee or Technical Committee shall be elected by its members from among its members for a term of three years, shall assume office at the conclusion of the Annual meeting at which elected, and shall be eligible for re-election for one consecutive term;
(iii)	a Scientific Committee or Technical Committee may, at its discretion, elect a Vice-Chairman from among its members for a term of up to three years. The Vice-Chairman shall assume office at the conclusion of the annual meeting at which elected, and shall be eligible for re-election for one consecutive term;
(iv)	for other well-established groups, Co-Chairmen will be recommended by the Science Board for approval by the Council to serve for a term of three years that shall commence at the conclusion of the annual meeting at which appointed; and shall be eligible for re-appointment for one consecutive term;
(v)	for new and/or relatively short-lived groups (Working Group, Study Group, Advisory Panel), Chairmen or Co-Chairmen are recommended by the Science Board for approval by the Council, to serve for the life of the group, and shall assume office when group membership has been confirmed by the Executive Secretary;
(vi)	if for any reason, a Chairman identified in Rule 17 (i…v) is unable to complete a full term of office, a new Chairman shall be selected according to Rule 17 (i…v), the term of the appointment to begin following election or appointment;
(vii)	if a Chairman is temporarily unable to act, the Chairman of Council, in consultation with the Science Board Chairman and Council members, shall appoint a member of the group to act as Chairman.

⁴	In addition to scientific and leadership qualifications, scientist must be a citizen of one of the Contracting Parties.

Rule 18

The Chairmen of groups identified in Rules 12-16 shall:

(i)	preside over meetings of the group concerned and regulate their procedure;
(ii)	prepare an agenda for each meeting of the group;
(iii)	communicate with group members, ensure that work is carried out in accordance with the terms of reference, and maintain records thereon;
(iv)	compile a general review of the work done and the results achieved;
(v)	furnish the Science Board with a summary report of the groups deliberations and recommendations together with an annotated estimate of their financial needs.

Finance and Administration Committee

Rule 19

(i)	The Finance and Administration Committee shall consist of not more than two members appointed by each Contracting Party;
(ii)	the Executive Secretary shall be a non-voting ex officio member of this Committee;
(iii)	the Chairman of the Finance and Administration Committee shall be appointed by the Council from among the Committee's members for a period of two years and if re-appointed, total consecutive service may not exceed four years. The Chairman of the Finance and Administration Committee shall not concurrently serve as a member of the Finance and Administration Committee. If, for any reason, a Chairman is unable to complete a full term of office, a new Chairman shall be appointed by the Council.
(iv)	at an Annual Meeting of the Council, the Finance Committee shall examine:
	(a)	the audited accounts of the Council for the preceding financial year;
	(b)	the preliminary accounts for the current financial year;
	(c)	a budget for the upcoming year, and a forecast budget for the year thereafter;
	(d)	the administrative effectiveness of the Secretariat in particular and the Organization in general.
(v)	the Committee shall consider such other matters as may be referred to it by the Council or as it may deem desirable, and shall report its observations and conclusions to the Council.

Meetings

Rule 20

(i)	Meetings of the Scientific Committees and Technical Committees shall be held as a rule during the annual meeting of the Organization;
(ii)	the Chairman of a Committee in Rule 17(i) may, with the authority of the Chairman of the Council, call a meeting of the Committee between annual meetings of the Council. The expenses of the meeting may be borne by the Organization, if approved by the Council;
(iii)	(a)	meetings of the Science Board may be attended by persons other than members, only on the invitation of the Chairman of the Council or Chairman of Science Board;
	(b)	meetings of the Finance and Administration Committee may be attended by persons other than members, alternates, and advisors, only on the invitation of the Chairman of the Council or Chairman of the Finance and Administration Committee.
(iv)	any person registered to attend the annual meeting of the Organization may attend the meetings of any group, except in cases where participation in meetings has been limited by the Council;
(v)	meetings of the Council and executive committees are closed; the Council or executive committee may, at their discretion, invite other participants to attend all or part of their meeting.

Language of the Organization

Rule 21

English shall be the working language of the Council and its subsidiary bodies but, if desired, any other language may be used, it being understood that persons doing so at meetings will provide their own interpretation. All official publications and communications of the Organization shall be in English.

Amendment or Suspension of the Rules

Rule 22

(i)	These Rules of Procedure may be suspended only by a decision of the Council adopted in accordance with the provisions of Article VII;
(ii)	no proposal involving changes in these Rules of Procedure or the Financial Regulations shall be considered at a meeting of the Council unless either:
	(a)	two months’ notice of the proposal has been given to the Contracting Parties; or
	(b)	the Council agrees by consensus.

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