22 nd Asia-Pacific Regional Scout Conference 2007 PROPOSED AMENDMENTS TO THE CONSTITUTION AND BY-LAWS, RULES OF PROCEDURES AND RESOLUTIONS

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1 World Scout Bureau, Asia-Pacific Regional Office Bureau Mondial du Scoutisme, Bureau Régional Asie-Pacifique P.O. Box 4050 MCPO 1280 Makati City Metro Manila PHILIPPINES 4/F ODC International Plaza Building 219 Salcedo Street Legaspi Village, Makati City Metro Manila PHILIPPINES Phone (+63 2) (+63 2) Fax (+63 2) (+63 2) Web scout.org CIRCULAR No. 1, series of 2007 To: Chief Commissioners International Commissioners Chief Scout Executives 17 January nd Asia-Pacific Regional Scout Conference 2007 PROPOSED AMENDMENTS TO THE CONSTITUTION AND BY-LAWS, RULES OF PROCEDURES AND RESOLUTIONS Dear Colleagues, Greetings from Manila! We wish to bring to the attention of National Scout Organizations the following provisions of the Regional Constitution and By-Laws governing constitutional proposals from member Scout Organizations on Constitution and By-Laws, Rules of Procedures and Resolutions to be presented in the 22 nd Asia-Pacific Regional Scout Conference in Tokyo, Japan on October A) Constitution and By-Laws Chapter VI Article XII Amendments to Constitution and By-Laws (Page 16) which reads as: 1. This Constitution and By-Laws may be amended by two-third majority vote of those Member Organizations present and voting. The Regional Office shall solicit from Member Organizations any proposed amendments nine (9) months before the opening date of the Conference. Text of the proposed amendments must be received by the Regional Office six (6) months before the opening date of the Conference and circulated to all Member Organizations at least three (3) months in advance of the opening date of the Conference. Amendments so carried shall become effective upon approval by the World Scout Committee.

2 - 2 - Amendments so carried shall become effective upon approval by the World Scout Committee. Should your Scout Organization desires to propose amendments to the Constitution and By-Laws, please send the draft text not later than 17 April 2007 (Chapter VI, Article XII, Point 1 paragraph 3). All such proposals will be presented to the Conference for its decision. B) Rules of Procedures Asia Pacific Regional Scout Conference With reference to the Constitution By-Laws Pursuant to Chapter III (Article V (4), The Conference shall adopt its own Rules of Procedures. Attached is the present Rules of Procedures which was adopted by the 21 st APR Scout Conference in Brunei. Should your National Scout Organization desires to propose any amendments, the draft text may be submitted to the Regional Office latest by 17 April C) Resolutions Should your National Scout Organization desires to place any resolution before the Conference to propose any amendments particularly affecting or interpreting any policy, percept or principle, the draft text should be submitted to the Regional Office latest by 17 April 2007 (As per clause 8 Resolutions and Amendments of the Rules of Procedures). A copy of the Rules of Procedures is attached. It is also available on the APR web page of the World Scout web site. Thank you in advance for your cooperation. With best regards, Abdullah Rasheed Regional Director AR/sps/gbp

3 CONSTITUTION & BY-LAWS JULY 2005

4 PREAMBLE P R E F A C E To provide an effective framework to carry out the purpose hereinafter mentioned in consonance with the Constitution of the World Organization of the Scout Movement and to carry the region into the twenty-first century, this constitution provides as follows: The World Scout Committee in 1956 created the Far East Regional Scout Organization. This Organization was subsequently renamed in 1970 as the Asia-Pacific Regional Scout Organization. As a consequence, the by-laws of the Region were amended and a Constitution was adopted at the Regional Conference held in Tehran in This Constitution was amended by subsequent Conferences in 1980, 1984, and At the 14 th Asia- Pacific Regional Scout Conference held in Wellington, New Zealand in November 1984, the Conference resolved to establish a Constitutional Review Task Force to review the whole Constitution and make recommendations to the 15 th Asia- Pacific Regional Scout Conference. On the basis of the recommendations of the Task Force, a revised constitution was adopted at the 15 th Asia-Pacific Regional Scout at Pattaya, Thailand in November Further amendments were introduced during the 17 th Asia- Pacific Regional Scout Conference held in Jakarta, Indonesia in November 1992 and at the 21st Asia-Pacific Regional Scout Conference held in Bandar Seri Begawan, Brunei Darussalam in December July 2005 ARTICLE I Definitions CONSTITUTION CHAPTER 1 DEFINITIONS, PURPOSE AND ORGANS In this Constitution, unless the subject or context indicate otherwise. 1. Asia-Pacific Region means the geographical area as defined by the World Scout Committee under the Article XIX of the Constitution of the World Organization of the Scout Movement. 2. Region means the Asia-Pacific Region. 3. ORGANIZATION means the Asia- Pacific Regional Scout Organization. 4. Conference means the Regional Scout Conference. 5. COMMITTEE means the Regional Scout Committee. 6. Regional Executive means the Regional Director directing the Regional Office of the World Scout Bureau. Page 1 Page 2

5 7. Member Organization or Member means a Member of the World Organization of the Scout Movement as described in Article IV.1 below. ARTICLE III Organs 1. The organs of the ORGANIZATION shall be: 8. Accredited Organization means an Accredited National Organization designated by the World Committee as described in Article IV.1 below. The Regional Scout Conference The Regional Scout Committee The Regional Office of the World Scout Bureau 9. Associate Organization means the Associate Organization of the Asia- Pacific Region as described in Article IV.1 below. CHAPTER II CONSTITUENT ORGANIZATIONS ARTICLE II Purpose 1. The purpose of the ORGANIZATION shall be: (d) To further the Scout Movement within the Asia- Pacific Region by promoting the spirit of world brother hood, unity of purpose, cooperation and mutual assist ance amongst Scout Organizations within the Region. To exercise such functions as are provided for in the Constitution or other laws governing the ORGANIZA TION. To ensure the proper implementation of the decisions and policies laid down by the World Organization of the Scout Movement which affect the Region. To act as a consultative body of the World Scout Com mittee on matters of policies, precepts or principles affecting Scouting in the Region. ARTICLE IV Constituent Organizations 1. The Asia- Pacific Regional Organization is composed of Scout Organizations as follows: Scout Organizations in the Region so desiring which are Members of the World Organization of the Scout Movement. Scout Organizations in the Region so desiring which have been designated by the World Scout Committee as Accredited National Scout Organizations. Scout Organizations in the Region upon which Associate status has been conferred by the ORGANIZATION in its Conference with the approval of the World Scout Committee. 2. Only one Scout Organization from any one country or territory may be recognized under Article IV.1 3. Associate status in the Asia- Pacific Regional Scout Organization requires: Page 3 Page 4

6 (d) (e) Adherence to the general principles stated in Article V of the Constitution of the World Organization of the Scout Movement, particularly the provisions of paragraph 3 thereof. Registration with the ORGANIZATION as an Associate Organization. Payment of its registration fees to be determined by the Committee from time to time in respect of each case. Notification to the Regional Office and approval by the World Scout Committee of any intended changes of its Scout Constitution before they are finally implemented. Submission of an annual report to the Regional Office. (d) (e) (f) to have the right of voice at a Conference and the right to six votes; to receive all the publications of the Region, including circulars; to receive services from the Region, as practicable, in the form of visits, opportunity of the participation in courses and seminars, as well as other types of assistance; to attend Regional Jamborees, camps and other gatherings. 5. Each Accredited Organization and each Associate Organization of the Region shall have all the rights and privileges accorded to a Member Organization except that: (f) Provision of good leadership, suitable leader training and sufficient resources so that the organization is capable of providing adequate services to its members and assuming all duties and responsibilities of an Associate Organization. it can only be represented at any Conference by a maximum of two delegates and two observers; it has the right of voice but not the right to vote at any Conference; and 4. Each Member Organization shall have all the rights and privileges of membership of the Region including the following rights: it shall not have the right to nominate candidates or to have its members nominated for election to the Committee. to attend all Conferences, subject to payment of the Conference fees, if any; to be represented at any Conference by a maximum of six delegates and such number of observers as may be agreed to by the host organization; 6. The Committee shall investigate an application for Associate Status by any Scout Organization. If it considers that the requirements laid down by the Article IV.3 of this Constitution are fulfilled, it shall make the necessary recommendations to both of the World Scout Committee and each Member Organization in the Region. If within three months the recommendation is Page 5 Page 6

7 unopposed, or opposed by less than two of the Member Organizations the Committee shall favourably endorse this Scout Organization for Associate status. If two or more Members oppose admission, the endorsement of the recommendation shall be referred to the next meeting of the Conference which shall decide the question by a two-third majority of the votes cast. Notwithstanding the foregoing, if the World Scout Committee shall oppose admission, the Committee shall decline the application accordingly. 7. The Committee may provisionally suspend the Associate Status of an Organization which, to its opinion, no longer fulfills the requirements. If the Committee maintains its suspension, the Conference at its next meeting shall hear the report of the Committee and invite the suspended Organization to make its written and oral comments. The Conference has the power to decide on an appropriate course of action. If its decision is to expel that Organization, such decision requires a two- third majority of the votes cast. The expulsion of an Associate Organization shall only become effective with the approval of the World Scout Committee. 8. Any Member Organization, Accredited Organization or Associate Organization of the Region may withdraw from the Region by written notice addressed to the Regional Executive. Withdrawal shall take effect on 30 th September of the second year following that during which the notice was given, subject to the fulfillment of all obligations to the Region, including financial obligations. 9. Any Constituent Organization, which for any reason, ceases to be part of the Organization, shall no longer be entitled to the privileges and services of the Region or to the use of its emblem. ARTICLE V CHAPTER III THE REGIONAL SCOUT CONFERENCE Composition 1. The Conference is the forum and governing organ of the World Organization in the Asia- Pacific Region. ARTICLE VI Functions 2. The Conference shall be held every three years at such date and place as may be designated or arranged by the Conference during its session or by the Committee. 3. The presence of one half of the total number of Member organization shall constitute a quorum 4. The Conference shall adopt its own Rules of Procedures. The Functions of the Conference shall be as follows: 1. To do all things necessary to carry out the purpose of the ORGANIZATION as set out in Article II.1 hereof. 2. To hold elections as provided for in this Constitution. 3. To consider reports and recommendations from the World Scout Conference and World Scout Committee and make recommendations thereon. 4. To consider recommendations brought forward by Constituent Organizations and, in accordance with this Constitution, to make decisions thereon. Page 7 Page 8

8 ARTICLE VII 5. To consider and, in accordance with this Constitution adopt proposed amendments to this Constitution. Meetings 1. Each Member Organization is entitled to send to the Conference not more than six delegates and a number of observers as agreed to by the host organization. 2. A Member Organization which forfeits the right to vote at a meeting of the World Conference under Article X.5 of the Constitution of the World Organization shall also be excluded from voting at the Regional Conference. 3. Each Accredited Organization and each Associate Organization of the Region is entitled to send to the Conference delegates and observers as set-out in Article IV.5 above. 4. Each potential Member Scout Organization and each branch in the Asia- Pacific Region of a recognized Member Scout Organization in another Region may be invited by the Committee, in consultation with the host organization, to send observers to the meetings of the Conference. 5. Each delegate or observer shall be of good standing in the Scout Organization to which he belongs and duly certified in such capacity by its responsible Scout authority. 6. Representatives of the World Association of Girl Guides and Girl Scouts, the UNESCO and other youth-serving agencies may be invited by the Committee, in consultation with the host organization, to send observers to the Conference. ARTICLE VIII Composition 7. An Organizing Committee and a Secretariat for the Conference shall be formed jointly by the host Organization and the Regional Office and they will assist the Committee in promoting and carrying out the Conference, in accordance with the Conference Guide and Organization prepared by the Committee. 8. The Conference programme shall be prepared by the Committee giving consideration to suggestions from the World Scout Committee, Constituents Organizations and host organization. 9. The host organization through the host organizing committee and with the approval of the Committee, may charge a Conference fee to each delegate and observer to cover expenses for the Conference. CHAPTER IV THE REGIONAL SCOUT COMMITTEE 1. The Committee shall consist of ten persons from Member Organizations in the Region who shall be elected by the conference by secret ballot for a term of six years. 2. In no case shall more than one person from any one Member Organization be a member of the Committee at any period. Page 9 Page 10

9 Resignations, Vacancies 3. Five members of the Committee shall retire at each Conference and five new members shall be elected to take their places. 4. A retiring member of the Committee shall only be eligible for re-election after a lapse of three years. 5. In the interval between meetings of the Conference, the Committee may accept resignations and fill vacancies as follows: The position of an elected member in the Committee shall be ipso facto vacant when such member resigns or no longer belongs to a Member Organization. Any vacancy caused by the death of a member, through resignation or for any other reason shall be filled by a person co-opted by the Committee until the next meeting of the conference, when a new member shall be elected for the unexpired term. Members who fill a vacancy under 5 above are eligible as nominees to the next regular list of nominations and shall be eligible for the full six-year term commencing from the date of election. Officers 6. After every triennial election of new members, the Committee shall elect from amongst its members, a Chairman and two Vice-Chairmen 7. The Chairman shall be entitled to attend meetings of the World Scout Committee with consultative status. ARTICLE IX Functions 8. If the Chairman and the two Vice-Chairmen elected are unable to attend any meeting, the committee may elect from amongst its members a temporary Chairman for the meeting. 9. The Committee shall propose a person for appointment as Treasurer by the Treasurer of the World Scout Committee. The Committee shall have the following functions: 1. To act on behalf of the Conference between its meetings and to appoint sub-committees or study committees as may be needed. 2. To implement the resolutions of the World Scout Conference, the World Scout Committee and the Asia- Pacific Regional Scout Conference which affect the Movement in the Region. 3. To serve as a consultative body to the World Scout Committee. 4. To act as an advisory body for any Scout Organization requiring advice and help. 5. To serve as a steering committee for the Conference or other regional gatherings approved by the Committee. 6. To promote cooperation and mutual assistance amongst the Scout organizations in the Region. 7. To promote good relations in the Region with other non-political or social organizations such as religious groups, educational authorities and civic groups. 8. To formulate strategies for the development of Scouting in the Region. Page 11 Page 12

10 ARTICLE X Committee Meetings 1. The committe shall meet at least once every year at a place determined in each case according to the convenience of its members. The decision or decisions which are the subject of such objection received by the Regional Executive shall not be acted upon but deferred for decision either by postal ballot or at the next Committee meeting. 2. Five members of the Committee shall constitute a quorum for the meeting of the Committee, at which the Regional Executive or his authorized representative shall be present. A review of the achievements during the period and the report of the Regional Executive shall be presented to the meeting. 3. Each member of the Committee shall have one vote. Resolutions shall be taken by a simple majority. In the event of a tie, the motion is defeated. Votes may be cast in person or in writing. Written votes shall be received by the Regional Office not less than 3 days before the meeting. 4. There shall be an Executive Committee composed of the Chairman and the two Vice-Chairmen with the attendance of the Regional Executive. The Executive Committee is empowered to act on behalf of the Committee on urgent matters requiring decisions between the meetings of the Committee, and the Re gional Executive shall, within seven days after such decisions, send a copy thereof to all members of the Committee. Any member of the Committee may object to any or all of such decisions and shall be entitled to lodge such objection and the reasons thereof in writing with the Regional Executive within twenty-one days from the date on which a copy of such decisions was sent. ARTICLE XI CHAPTER V THE REGIONAL OFFICE OF THE WORLD SCOUT BUREAU Composition 1. The regional Office is a branch of the World Scout Bureau Functions 2. The functions of the Regional Office are: (d) (e) To serve as a Secretariat of the Regional Organization. To serve as a Secretariat of the World Organization of the Scout Movement in matters relating to the Region. To provide the services necessary for the promotion of the Scout Movement throughout the Asia-Pacific Region. To maintain relations with National Scout Organizations and to assist them in the development of Scouting. To act as branch of the World Scout Bureau in conformity with Article XVI, paragraph 2 of the Constitution of the World Organization of the Scout Movement. Page 13 Page 14

11 Regional Executive 3. The Regional Office shall be directed by a Regional Executive who is appointed by the World Scout Bureau in agreement with the Regional Commit tee, is paid by the World Scout Bureau and reports to the Secretary General of the World Organization of the Scout Movement, to whom he is responsible, and to the Regional Committee. The Regional Executive shall serve as Executive Secretary to the Committee. Finances 4. The financing of the Regional Office shall be determined by the World Scout Committee in consultation with the Committee. The Committee may initiate schemes or plans as needed to finance train ing and development projects or activities to supplement the budgetary allocation from the World Scout Bureau to the Regional Office. ARTICLE XII CHAPTER VI AMENDMENTS TO THE CONSTITUTION AND BY-LAWS Amendments to Constitution & By-Laws 1. This Constitution and By-Laws may be amended by two-third majority vote of those Member Organizations present and voting. The Regional Office shall solicit from Member Organizations any proposed amendments nine months before the opening date of the Conference. Texts of the proposed amendments must be re ceived by the Regional Office six months before the opening date of the Conference and circulated to all Member Organizations at least three months in advance of the opening date of the Conference. Amendments so carried shall become effective upon approval by the World Scout Committee. Transitional Provisions 2. Transitional provisions: At the Fifteenth (1986) Asia-Pacific Regional Scout Conference, five new members shall be elected to the Regional Committee for a term of six years. The five members of the Committee who were elected at the Fourteenth Asia-Pacific Regional Scout Conference (1984) for a fouryear term shall continue to serve in their positions in the Committee for a further one-year period and retire in Page 15 Page 16

12 The amended Constitution shall enter into force following the Fifteenth Asia-Pacific Regional Scout Conference (1986) and the Sixteenth Asia-Pacific Regional Scout Conference will accordingly take place in Political propaganda of any character, written or verbal, national or international, shall not be permitted at any Conference and shall be ruled out of order by the Chairman. Section 3: Appointment of Chairman and Vice-Chairmen BY-LAWS BY-LAW I THE REGIONAL SCOUT CONFERENCE Section 1: Notice of Meetings Formal notice of the Conference shall be sent by the Regional Office to all Constituent Organizations at least six months in advance of the opening day of the Conference. The notice, to such extent as may be possible, shall include the Agenda of the Conference. Section 2: Agenda of Meetings The Committee shall appoint a Chairman and a Vice- Chairman of the Conference from amongst its own members present at the Conference. If the Committee desires, it may appoint a national leader of the host Scout organization as an additional Conference Vice-Chairman. These appointments shall be for the period of the Conference only. Section 4: Secretary of the Conference Section 5: Credentials The Regional Executive shall serve as the Executive Secretary of the Conference. Two members of the Conference, appointed by the Committee, shall be in-charge of verifying the credentials of delegates to the Conference. They shall be assisted by the Executive Secretary of the Conference. Draft copies of the programme/agenda of the Conference shall be sent to the members of the Committee and to all Constituent Organizations at least nine months in advance of the start of the Conference for their information and suggestions. Section 6: Voting Voting at any Conference shall be by Member Organizations only, each having a maximum of six votes. Suggestions on the programme/agenda of the Conference must reach the Regional Office six months before the opening date of the Conference. Member Organizations shall have the right to vote at all sessions of the Conference. Voting shall be by secret ballot or viva voce as the situation may require. Page 16 Page 17

13 (d) (e) Delegates of Accredited Organizations and Associate Organizations, and observers shall be allowed to participate in the Conference deliberations but they shall not take part in the voting. Three Tellers nominated by the Committee shall be appointed by the Conference to count the number of votes cast and to announce the result of any vote taken. If a Member Organization wishes to abstain from voting, the ballot or voting paper must be returned marked ABSTAIN and any such action shall have no significance, either for or against, in determining the result of the ballot. All voting papers must be returned to the Tellers. BY-LAW II THE ASIA-PACIFIC SCOUT COMMITTEE Section 1: Notice of Meetings All calls for meeting of the Committee shall be sent so as to be received by the members of the Committee under ordinary conditions at least two months in advance for the time set and the notice shall include the tentative agenda for the meeting. Section 2: Election of Committee Members (f) Section 7: Language The number of votes are not to be an nounced in the case of elections and other voting affecting personalities. In other cases, the number of votes may be given, if it is the general wish of the participants. g) If an equal number of votes are given for and against a resolution or amendment, the resolution or amendment shall be deemed to have been defeated. The official language of the Conference is English. The Regional Office of the World Scout Bureau shall notify all Member Organizations of the expiry of the term of office of members concerned at least nine months in advance of the holding of the Conference. Further, it shall request each Member Organization to submit its nomination, if any, for membership in the Committee. The nomination of a candidate for election to the Committee shall be made or endorsed by his National Scout Organization in the Region. The Nominee shall be a member, in good standing, of his own National Scout Organization. Nominations for candidates to the Committee shall reach the Regional Office in writing by a specified date not later than six months in advance of the opening date of the Conference, by which date nominations shall be closed. The list of the candidates shall be sent by the Regional Office to every Member Organization not later than two weeks after the deadline for submission of nominations specified in section 2 above. No further addition to the list shall be subsequently accepted. Page 18 Page 19

14 Section 3: The term of office of the Chairman and the two Vice- Chairmen shall be from Conference to Conference and shall cease at the end of each Conference. Section 4: Consultants The Committee may invite any competent person, whose presence it deems useful, to participate in one or more of its meetings as a consultant having no right of vote. Section 5: Conduct of Affairs The Regional Executive shall submit matters by correspondence to the Committee members in between meetings of the Committee. ***** Page 20 Page 21

15 RULES OF PROCEDURES ASIA-PACIFIC REGIONAL SCOUT CONFERENCE Pursuant to Chapter III Article V (4) of the Constitution The purpose and organs of the Asia-Pacific Regional Scout Organization are specified in the Constitution of the Asia-Pacific Regional Scout Organization. Under the Constitution, the Regional Scout Committee has the duty of drawing up the programme and procedure of the Asia-Pacific Regional Scout Conference. In order that these Conferences may be dealt with expeditiously and that there may be no misunderstanding as to the methods adopted, the following rules of procedures shall apply: 1. MEETINGS/SESSIONS 2. LANGUAGE 3. VOTING a) The Presiding Office or Chairman for each session of the Conference shall be designated by the Regional Committee. The Chairman s ruling shall be final. b) The rule of procedures of Delegations is by alphabetical arrangement of member-countries represented. c) Conference Delegates and Observers shall wear the appropriate uniform they wear in their home countries or as prescribed by their Scout Organizations. d) Under the ordinary circumstances, the Business Sessions of the Conference shall be started and ended within the specified time limit. e) The Conference Programme shall include the following essential features: Reports, Study Papers, Group Discussions, Election of Members of the Asia-Pacific Regional Scout Committee and their Investiture and Fellowship Activities. f) Draft copies of the Conference Programme/Agenda shall be sent to the members of the Committee, member and associate member Scout Organizations in the Region, and all others concerned at least nine months in advance of the Conference for their information and suggestions. Suggestions on the Conference Programme/Agenda should reach the Regional Office six months before the opening date of the Conference. The final Conference Programme/Agenda shall be circulated to Member Scout Organizations, Associate Members, the Regional Committee and the World Committee three months before the opening date of the Conference. The official language of the Conference is English. Other languages may be added at the discretion of the Committee according to the venue of the meeting and the probable attendance, provided suitable translation facilities/services are made available. a) Delegates of Member Scout Organizations of the Conference shall have the right to vote at all business sessions of the Conference. Page 1 of 5

16 b) Voting at any meeting of the Conference shall be by Member Organizations (or countries), each organization (or country) having a maximum of six votes. c) Observers shall be allowed to participate in the deliberations but they shall not take part in the voting. d) Voting shall be by secret ballot or viva voce as the situation may require. e) Three tellers shall be appointed by the Committee to count the number of votes cast and to announce the result of any vote taken. If any Member Organization (or country) wishes to abstain from voting, the ballot or voting paper must be returned marked ABSTAIN and any such action shall have no significance, either for or against in determining the result of the ballot. All voting papers must be returned to the Tellers. f) The number of votes are not to be announced, but may be given if it is the general wish of the Conference, except in the case of elections and other voting affecting personalities. g) If an equal number of votes are given for and against a Resolution or Amendment, the Presiding Chairman shall not cast his vote but the Resolution or Amendment shall be deemed to have been defeated. 4. ELECTIONS a) If voting is done by secret ballot, nothing may be entered on the voting paper except the number of votes cast of each candidate. The voting paper must not be signed. b) After the announcement of all elections, the ballot papers shall be destroyed by the Tellers who are bound to secrecy and the number of votes cast shall not be announced. 5. SPEECHES AND REMARKS a) Apart from the presentation of scheduled Conference papers or statements, speeches or remarks will be limited to five minutes for each speaker in order to give ample opportunity to all who wish to speak on any specific subject. This limit may be varied at the discretion of the Chairman. b) Speakers, having been recognized by the Chairman, are required to preface their remarks by giving their name and that of their Organization or Committee every time they speak. c) Political propaganda of any character, written or verbal, national or international, will not be permitted at any Conference and will be ruled out of order by the Chairman. Page 2 of 5

17 6. OPEN SESSION AND WORKING GROUPS a) Any subject proposed for discussion at the Open session must be notified in writing to the Agenda Coordinator not less 24 hours before the Open Session is due to start. No proposal affecting the Constitution nor matters of policy and principle are eligible for discussion at an Open Session (but note the provision is Rule 8 (e) on submitting a Resolution). b) When a working group is appointed or formed to study a specific matter and to report to the Conference, the Chairman shall issue a ruling on the composition of such working group in order to ensure that all the Member Organizations be adequately represented. c) Discussion groups, composed of at least three Delegates of different Member Organizations (or countries) for each group, shall be organized during the first day of the Conference by the Committee. d) Each Discussion Group meets separately at such place and such time as may be designated by the Conference Chairman. e) Each Discussion Group shall be identified by a certain numeral or topic shall be under the charge of the Group Chairman and a Rapporteur. f) Specific topics or subjects are discussed by each group and reports on the results of the study meetings are subsequently submitted at the designated session of the Conference by the Group Chairman or the Group Chairman or the Group Rapporteurs. g) Observers may attend and take part in the Group Discussion of their choice. 7. RESOLUTIONS COMMITTEE a) Prior to the formal opening of the Conference, the Committee shall recommend to the Conference, a Resolutions Committee which will arrange for their drafting in proper form and will present them at the appropriate session of the Conference. b) Resolutions which are proposed to be presented to the Conference shall be submitted first to the Resolutions Committee which will arrange for their drafting in proper form and will present them at the appropriate session of the Conference. 8. RESOLUTIONS AND AMENDMENTS a) Before any Resolution or Amendment can be put to the Conference, it must be formally proposed and seconded. The proposer and the seconder shall not both from the same Member Organization (or country). Page 3 of 5

18 b) A Resolution shall be declared approved or adopted by a simple majority of votes cast. c) When an amendment is made to a Resolution, the Amendment is first to put to the Conference for vote, before the original Resolution. If the Amendment is lost, the Resolution is then put to the Conference for vote. If the Amendment is carried, then the Resolution is amended accordingly before it is put to the Conference. d) A number of Resolutions will emerge naturally as a result of the discussions of the Conference on the subject contained in the Agenda. Resolutions of Courtesy, Congratulations and Condolences shall be initiated by the Resolutions Committee without prejudice to any delegation presenting resolutions of this nature. e) Should any member Scout Organization desire to place a Resolution before the Conference, particularly once affecting or interpreting Policy, Precepts or Principle, a draft shall be forwarded to the Regional Office of the World Scout Bureau at least six months before the opening date of the Conference in order that the subject may be considered by the World Committee and other Member Scout Organizations. Three months before the opening date of the Conference, proposals for resolutions affecting Policy, Precepts or Principle considered by the World Scout Committee shall be circulated by the Asia- Pacific Office to all Member Scout Organizations in the Region and the Regional Committee. f) All Resolutions adopted or approved by the Conference regarding matters involving Policy, Precepts or Principle shall be forwarded to the World Scout Committee and the World Scout Conference for appropriate action. g) All Resolutions adopted by the Conference on matters other than those covered in Rules of Procedure 8 (e) above shall be implemented by the Committee with the help of the Regional Office of the World Scout Bureau. 9. PLATFORM/SEATING ARRANGEMENT a) During the opening and closing sessions, seating accommodation on the platform will ordinarily be provided for all members of the Committee, the Vice- Chairman, the Chairman, the Regional Executive Commissioner, any special Guest present and such staff members as may be necessary, together with any speaker for the session. For all the other plenary sessions, the platform shall normally be limited to the Chairman/Vice-Chairman, the session speaker and the Regional Executive Commissioner. b) All other delegates will be seated in the body of the Conference Hall, unless specifically invited by the Chairman to occupy a seat on the platform. Page 4 of 5

19 10. AMENDMENTS The Rules of Procedure may be amended by the Conference during any of its meeting by two-thirds vote of those present and voting, provided notice of the proposed amendments is received by the Asia-Pacific Regional Office six months before the opening date of the Conference and circulated to all Member Scout Organizations in the Region and members of the Committee, at least three months in advance of the opening date of the Conference. Nine months before the opening date of the Conference, the Asia-Pacific Regional Office shall solicit proposed amendments to the Rules of Procedure of the Asia-Pacific Regional Scout Organization. As adopted in 21 st Regional Scout Conference in Brunei. AR/SPS/gbp 17/01/2007 Page 5 of 5

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