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RULES OF PROCEDURE FOR THE ASSOCIATION OF SENATES, SHOORA AND EQUIVALENT COUNCILS IN AFRICA AND THE ARAB WORLD

 

Article 1: THE RULES

Pursuant to our Resolution adopting the statute for the Association of Senates, Shoora and Equivalent Councils in Africa and the Arab World, the Association hereby adopts the following Rules of Procedure:

Article 2: INTERPRETATION

The following terms and expressions shall have the meanings clarified in the context given opposite:

The Association: The Association of Senates, Shoora and Equivalent
Councils in Africa and the Arab World.

The Council: The Council of the Association.

The Conference: The General Conference of the Association.

The Chairman: The Chairman of the Council of the Association.

The Secretary General: The Secretary General of the Association.

The General Secretariat: The General Secretariat of the Association.

The Headquarters: The Headquarters of the Association.


Article 3: OBJECTIVES

The Association shall endeavour to implement the provisions of the Associationís Statute and achieve the following aims and objectives:

- Supporting bicameralism and enhancing cooperation among nations of the World in various fields.

- Supporting the Arab, African, Islamic and International efforts and going in parallel with them.


- Promoting meetings and dialogues among Senates, Shoora and Equivalent Councils (Assemblies), and among their members for promoting joint action, advancing cooperation and exchanging expertise.

- Coordinating the efforts of Senates and Equivalent Councils (Assemblies) in Regional and International Conferences and Organizations.

- Contributing in the Parliamentary activities of Arab, African and International Unions and in the dialogues originating there from.

- Discussing issues of common interest within the national and international spheres to take appropriate recommendations and resolutions concerning them.

- Deepening awareness of democratic values and concepts and promoting the role of Civil Society Organizations and protection of Human Rights.


Article 4: MEMBERSHIP

The Association consists of the Senates, Shoora and Equivalent Councils of Member Countries.

Article 5: ORGANS OF THE ASSOCIATION

The Association shall have the following Organs:

a) The Conference
b) The Council of the Association
c) The Secretariat


Article 6: THE CONFERENCE

- The Conference undertakes to study issues referred to it, within the authorities stipulated in Article No. (3), and issues its recommendations and resolutions concerning them in conformity with these issues. In the event of difference of opinion, resolutions shall be adopted by two-thirds majority of the members present and voting.

- The Conference also has the power to consider amending the Statute and to endorse it according to the procedures defined in Article (9) of the Associationís statute.

- The Conference, pursuant to a proposal submitted by the Conference office, forms committees from within its members to assist in carrying out its tasks. The number of such Committees and Experts shall be decided by the Conference itself.

Article 7: VENUE AND TIME OF CONFERENCE

The Conference shall be convened at the time and place determined by the Council whenever the conference deems it appropriate to consider the issues proposed by the Council ,  and is deemed legal in the presence of two-thirds  of its members .

Article 8: CONFERENCE DELEGATES

The Conference is made up of delegates from Member Senates, Shoora or Councils. The chairmanship of the Conference is entrusted to the host country.



Article 9: THE CONFERENCE OFFICE

The Conference Office of the Secretariat shall facilitate meetings of the Conference and follow up the tasks referred to it by the Conference.

Article 10: INFORMATION TO MEMBER SENATES, SHOORA OR COUNCIL

Each delegation shall inform its Council, Senate or Shoora about the resolutions and recommendations made by the Conference.

Article 11: THE COUNCIL OF THE ASSOCIATION

a) The Council is composed of two members representing each Senate, Shoora or Council. Names of the representatives shall be forwarded to reach the Secretariat before the date set for the Councilís meeting. Member States shall have the right to delegate other members as observers, provided that the additional number should not exceed three.

b) The State holding the Chairmanship shall have the right to pass it over to the next Member State in alphabetical order.


c) Extension of Chairmanship can be granted for a second term with the approval of two-thirds of the Member States.


d) Each Council, Shoora or Senate has one vote at the Associationís Council Meeting.

Article 12: DUTIES OF THE COUNCIL

The Council shall enjoy the following responsibilities:

a) Drafting and amending the Rules of Procedures, drawing the financial and administrative regulations and any other Statutes which shall be subject to the approval of two-thirds majority of the attending quorum.

b) Preparing the agenda of the Conference and fixing the time and place of its meeting.


c) Receiving and reviewing proposals from Member States. Important proposals should be presented to the Conference or be referred to one of the specialized Committees.

d) Considering and deciding membership applications for joining the Association and processing them.

e) Setting up Committees from among its members to help in carrying out its functions and specifying their number and terms of reference.

f) Approving and endorsing the Annual Budget and Audit Accounts of the previous year.

g) Appointing the Secretary General of the Association.

h) Appointing an Auditor for the Accounts and specifying his charges.

i) Reviewing the Annual report of the Secretary General.

j) Carrying out the tasks designated by the Conference.

The Council is authorized to take all measures leading to the realization of the Associationís goals.

Article 13: MEETING OF THE COUNCIL

a) The Council shall convene at least once a year in one of the Member States alternately in alphabetical order, unless otherwise decided by the Council.

b) The meeting shall be held at the second half of each calendar year at the headquarter of the General Secretariat . The Secretariat shall extend invitations to the Heads of the Member Assemblies or whoever shall represent them at the meetings for preparation of issues and coordination of stands in International Conferences and Forums.

c) The Chairman of the Council shall have the right to call for an extra-ordinary session if he deems it necessary, or in response to a request from one of the Chairmen of National Councils, and that shall be subject to the approval of two-thirds of the Member States.

Article 14: THE GENERAL SECRETARIAT

Sanaía the capital of the Republic of Yemen shall be the Associationís Headquarters and therein the General Secretariat of the Association shall be situated.

Article 15: APPOINTMENT OF THE SECRETARY-GENERAL AND THE ASSISTANT SECRETARIES-GENERAL

a) The Council shall appoint a Secretary General and his two assistants , with approval of two-thirds majority of members present , from among experienced people in Parliamentary Affairs and of scientific and administrative caliber for a term of three years renewable for one term. The nomination from a Member State shall be seconded by another Member State. The council shall determine their salary and benefits.


b) The council shall appoint  two assistant Secretaries , one representing the Arab States and the other representing the African States, as well as , upon the recommendation of the Secretary General , specify the appropriate number of Directors and Staff members; taking into consideration the required experience and representation of Member States.

c) The Secretary General shall appoint the administrative staff required for running the administrative affairs of the Association and the Directors of the Secretariat, within the approved budget.

Article 16: ANNUAL REPORT OF THE ASSOCIATION

The Secretary General shall prepare the Annual Report in which he presents the Associationís activities and achievements as well as the developments connected to the affairs of member Councils at least two months prior to the convening of the council meeting. The Secretary General shall dispatch the Report to members Councils at least one month prior to the Councilís meeting. The Report shall be adopted as a basis for general discussion for the Councilís meetings.


Article 17: DUTIES OF THE GENERAL SECRETARIAT

The General Secretariat undertakes the following tasks:

a) Organizing and managing continuous communication among councils and the Association and other International Bodies and Organizations.

b) Preparing issues to be submitted to the Associationís Council and its conferences and preparation of documents and reports needed, in addition to drafting minutes, accounts of meetings and correspondence.

c) Keeping, organizing and setting up documents and forming a data base concerning the member Councils, which shall be updated periodically by information provided by different Chambers.

d) Handling the financial and administrative affairs of the Association and its organizations.

e) Reporting resolutions and recommendations taken by the conference or the council to the member councils.

f) The Secretariat shall extend invitations to members for council meetings, conferences and any other extra ordinary meetings approved in accordance with the Associationís rules.

Article 18: COMMITTEES

The Council shall form from among its members the following Committees:

a) The Legal Committee.
b) The Political Affairs and Parliamentary Relations Committee.
c) The Financial, Economic and Social Committee.
d) It is also permissible to appoint Ad hoc Committees for specific purposes.

Article 19: MEETING OF COMMITTEES

a) In its first meeting each Committee shall select a Chairman and Rapporteur from among its Members.
b) Meeting of the Committees is deemed legal with the attendance of at least half of their members. Resolutions shall be taken by a simple majority of attendants.
c) The Committees shall hold their meetings when the Council convenes.
d) The Committees shall hold meetings in response to invitations forwarded by the Chairman of the Council, and hold their meetings at the General Secretariat.

Article 20: DOCUMENTS TO THE COMMITTEES

The Chairman of the Council through the Secretary General refers proposals, reports and other documents to the Committee Heads, and the Committees shall present the results of their deliberations, through the secretary  General  , to the Chairman of the Council, who shall consequently present them to the Council.


Article 21: ASSOCIATIONíS BUDGET

The member Councils, Shoora and Senates contribute to the Associationís budget according to the rules approved by the council and in proportions determined annually, or according to amendments made thereto.

Article 22: ASSOCIATIONíS FISCAL YEAR

The Association shall have an annual budget spanning from the 1st January of each year and ending on the 31st December of the same year (one fiscal year).

Article 23: AMENDMENT OF THE RULES

It is permissible to amend these rules, by a decision of the Council supported by two-thirds majority of its members, pursuant to a written proposal, by one of the member countries with the support of at least another country. The proposal shall be submitted, at least, three months before the holding of the Council meeting.

Article 24: APPLICATION OF THE RULES OF PROCEDURES

Provisions of the Associationís statute are applied wherever there is no provision in these Rules, specifically pertaining to the agenda, and methods of deliberations or voting.

Article 25: COUNCIL'S JURISTIC PERSONALITY

The Chairman of the Council represents the Councilís juristic personality.


 

 
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