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1. Meetings of the Committee coinciding with the UNRCC-AP that meets every three years.
- The format should be that of a conference, with both invited and presented papers.
- Atendance should comprise country delegations led by the Committee member.
- The Executive Board, along with the Member from the host country, should be responsible for organising the conference agenda, including identification of the Chairman and invited speakers.
- The United Nations should continue providing administrative support, including the issuing of invitations, provision of translation facilities, and publication of proceedings.
- Some sessions of each UNRCC-AP meeting should be run as part of the PCGIAP meeting.
- Key elements of the conference would include:
- report from the Executive Board covering achievements over the three year period since the previous Conference, and plans for the following three years, for consideration by the Conference; the three year planning cycle coinciding with the UNRCC-AP meeting dates.
- invited presentations on global and other UNRCC developments; and
- national reports from participating countries.
- Resolutions of the UNRCC-AP should be categorised, with those requiring action to include the person or agency responsible, and the due date. The Committee should include all UNRCC-AP resolutions on its web site, along with a statement of the status of the action items. The UNRCC-AP agenda should include an item for review of the status of "Action resolutions" from the previous UNRCC-AP meeting, with the Executive Board providing a written report as the basis for the review.
2. Meetings of the Committee in between UNRCC-AP meetings.
- The Committee should meet once per year, with every third meeting being incorporated within the UNRCC-AP.
- The format of these meetings should be that of a committee, focused on work plans and technical issues.
- Attendance should be limited to the Committee Member (head of national surveying and mapping agency, or equivalent), a small number of technical advisers, and invited observers. The key elements of the meetings would be:
- standing agenda items;
- Working Group progress reports and plans; and
- Working Group technical meetings.
Meetings of the Committee in between UNRCC-AP meetings shall be convened by the President. Committee and Board meetings may be held in conjunction with other meetings where appropriate.
The Executive Board may invite advisors and observers to Board meetings and Committee members may invite a small number of technical advisors to Committee meetings.
The Secretariat, under instructions from the President, shall provide Members, Advisors and Observers with a written notice regarding the date, venue and the agenda at least two months prior to a Board meeting and six months for a Committee meeting.
An Executive Board Member may, at his or her responsibility, nominate a Substitute to a Board meeting. A Committee Member may, at his or her responsibility, nominate a Substitute to a Committee meeting. The Substitute should possess equivalent expertise as the Member.
An agenda shall be decided by a show of hands that constitute a majority of the Members present at a Committee meeting. If the vote is equally divided, the President shall form a decision. Advisors or Observers invited by the Executive Board shall not be entitled to vote.
English shall be the official language of Committee meetings and simultaneous interpretation between English and the official language of the host country may be provided, if necessary, by the host country.
The activities of Committee meetings shall be reported on by the Secretariat under instructions from the President.
