Ref. Ares(2015)2035334 - 13/05/2015
STANDARD RULES OF PROCEDURE FOR COMMITTEES
RULES OF PROCEDURE FOR THE [NAME OF THE COMMITTEE] COMMITTEE
THE [NAME OF THE COMMITTEE] COMMITTEE,
accordance with the [advisory/examination] procedure
provided for in Article … ( ) of … [basic act] (***);
Having regard to [full title of the basic act] ( 1 ) and in particular
Article … [Article establishing the committee] thereof,
(b) other issues put to the committee for information or a
simple exchange of views, either on the chair's initiative,
Having regard to Regulation (EU) No 182/2011 of the
or at the written request of a member of the committee
European Parliament and of the Council of 16 February 2011
[or in accordance with specific provisions of Article … (…)
laying down the rules and general principles concerning
of [basic act] …].
mechanisms for control by Member States of the Commission's
exercise of implementing powers
( 2 ), and in particular
Article 9(1) thereof,
Documentation to be submitted to members of the
Having regard to the standard rules of procedure published by
the Commission ( 3 ),
1. For the purpose of the second subparagraph of
Article 3(3) of Regulation (EU) No 182/2011, the chair shall
[Having regard to the Council Decision of 26 July 2010 estab
submit the invitation, the draft agenda and the draft imple
lishing the organisation and functioning of the European
menting act on which the committee is asked to give an
External Action Service (2010/427/EU)] (*)
opinion to the members of the committee well in advance of
the meeting, taking into account the urgency and the
HAS ADOPTED THE FOLLOWING RULES OF PROCEDURE:
complexity of the matter, and no later than 14 calendar days
before the date of the meeting (****). Other documents related
to the meeting, in particular documents accompanying the draft
implementing act, shall, as far as possible, be submitted within
Convening a meeting
the same time limit.
chair, either on his/her own initiative, or at the request of a
All documents shall be submitted in accordance with
simple majority of members of the committee.
2. In the case referred to in the second subparagraph of
Article 3(5) of Regulation (EU) No 182/2011, where the
initiative or at the request of a member of the committee,
written procedure is terminated without result, the chair shall
shorten the time limit for submission of documents referred
convene a committee meeting within a reasonable time.
to in paragraph 1. Except in cases of extreme urgency (*****),
the time limit shall not be shorter than five calendar days.
3. Joint meetings of the committee with other committees
may be convened to discuss issues coming within their
respective areas of responsibility (**).
Opinion of the committee
menting act within the time limit laid down by the chair in
accordance with the second subparagraph of Article 3(3) of
the Regulation (EU) No 182/2011.
If the committee is called upon to give its opinion
according to several
committee procedures, this point
must be repeated in the rules of procedure of the
committee concerned, with appropriate references to the
(a) draft implementing acts to be adopted by the Commission
relevant basic acts.
on which the committee is asked to give an opinion, in
In particular areas where rapid action is required on a
regular basis, or where the basic act includes specific obli
gatory time frames for action, a shorter time limit may be
( 1 ) OJ L […], […], p. […].
foreseen in the rules of procedure of the committee
( 2 ) OJ L 55, 28.2.2011, p. 13.
concerned. Such cases can be considered as ‘duly justified
( 3 ) OJ C […], […], p. […].
cases’ in the sense of the second subparagraph of
This citation may be used only for the rules of procedure of
Article 3(3) of Regulation (EU) No 182/2011.
specific committees of external action instruments identified in
The rules of procedure of a specific committee may
the Council Decision of 26 July 2010 establishing the organi
provide that this applies in particular where the
sation and functioning of the European External Action
environment or public, animal or plant health or the
financial interests of the Union within the meaning of
The rules of procedure of a specific committee may detail in
Article 325 of the TFEU are at risk, in the case of a
what particular areas and/or with what other committees the
humanitarian crisis, or in order to avoid significant
joint meetings may be convened.
disruptions of the markets in the area of agriculture.
Official Journal of the European Union
the 4. A
outcome of the vote shall be decided by a simple majority of
one other Member State. The Member State that is being repre
the component members of the committee, in accordance with
sented shall inform the chair of this before the meeting, or, at
Article 4(1) of Regulation (EU) No 182/2011.
the latest, before the vote.
Where the committee's opinion is required under the exam
ination procedure, the outcome of the vote shall be decided
by a qualified majority, in accordance with Article 5(1) of Regu
lation (EU) No 182/2011.
particular issues. The working groups shall be chaired by a
representative of the Commission.
without proceeding to a formal vote, establish that the
committee has delivered a positive opinion, by consensus, on
the draft implementing act.
under the responsibility of their chair.
committee, may, on his/her own initiative or at the request of
Third parties and experts
a member of the committee, postpone a vote until the end of
The representatives of [specify the third country or organi
the meeting or to a later meeting.
sation in question] shall be invited to attend the meetings of the
committee, in accordance with [specify the legal act, such as an
agreement made by the Union, an Association Council decision
5. In accordance with the second subparagraph of or other basic act that provides for the presence of these
Article 3(4) of Regulation (EU) No 182/2011, the chair shall
endeavour to find solutions which command the widest
possible support within the committee. Before the vote, the
chair shall inform the committee of the manner in which the
discussions and suggestions for amendments have been taken
attend the meetings of the committee as from the date of
into account, in particular as regards those suggestions which
signature of the Treaty of Accession.
have been largely supported within the committee.
third parties or other experts to talk on particular matters, on
his/her own initiative or at the request of a member of the
committee. However, a simple majority of the component
member members of the committee may oppose their participation in
of the committee. Each member of the committee shall decide
on the composition of its delegation and inform the chair. With
the chair's permission, the delegations may be accompanied by
experts who are not part of the delegation.
paragraphs 1, 2 and 3 shall not be present at and shall not
participate in voting of the committee.
days before the date of a committee meeting, the following
information shall be communicated to the chair:
(a) the composition of each delegation, except where such
procedure in accordance with Article 3(5) of Regulation (EU)
composition is already known to the chair;
No 182/2011 (*). In particular, the chair may use the written
procedure to obtain the committee's opinion in cases where the
draft implementing act has already been discussed during a
(b) the names and functions of any experts accompanying the
delegations and the reasons for which their presence is
the outcome of a written procedure without delay, and no later
If the chair does not object to the participation of an expert in
than 14 calendar days after the expiry of the time limit.
advance of the committee meeting, the permission referred to in
paragraph 1 is considered to be granted.
: In particular areas where rapid action is required on a regular
basis, or where the basic act includes specific obligatory time
frames for action, the rules of procedure of the committee
concerned may provide that, as a rule, the committee's
opinion is obtained by written procedure. Such cases can be
shall be paid in accordance with the applicable rules, subject to
considered as ‘duly justified cases’ in the sense of the first
budgetary funds provided for this purpose.
subparagraph of Article 3(5) of Regulation (EU) No 182/2011.
The Commission shall provide secretarial support for the
committee and, if necessary, the working groups created
submitted to the Commission, for the attention of the chair
pursuant to Article 6(1).
of the committee.
Minutes and summary record of meetings
submitted to the Permanent Representations of the Member
States, preferably by electronic means. Where a Permanent
1. For the purpose of Article 3(6) of Regulation (EU) No
Representation indicates to the Commission a specific central
182/2011, the minutes of each meeting shall be drawn up
electronic address for correspondence related to work of the
under the responsibility of the chair. Committee members
committees, that address shall be used for correspondence. In
shall have the right to ask for their position to be recorded
addition, correspondence may be submitted directly to the
in the minutes. The chair shall send the minutes to the
persons designated by the Member States to represent them
committee members without delay and no later than one
in the committee.
month after the meeting.
The members of the committee shall send any comments they
may have on the draft minutes to the chair in writing. If there is
Access to documents and confidentiality
any disagreement, the matter shall be discussed by the
committee. If the disagreement persists, the relevant
handled in accordance with Regulation (EC) No 1049/2001 of
comments shall be annexed to the final minutes.
the European Parliament and of the Council ( 2 ). It is for the
Commission to take a decision on requests for access to
2. For the purpose of Article 10 of Regulation (EU) No
those documents pursuant to its Rules of Procedure as
182/2011, the chair shall be responsible for drawing up a
amended by Decision 2001/937/EC, ECSC, Euratom ( 3 ). If the
summary record briefly describing each item on the agenda
request is addressed to a Member State that Member State shall
and the results of the vote on any draft implementing act
apply Article 5 of Regulation (EC) No 1049/2001.
submitted to the committee. The summary record shall not
mention the individual position of the members in the
experts and representatives of third parties shall be confi
Attendance list and conflicts of interest
dential ( 4 ), unless access is granted to those documents
list pursuant to paragraph 1 or they are otherwise made public
specifying the authorities and organisations to which the
by the Commission.
persons designated by the Member States to represent them
4. The members of the committee, as well as experts and
representatives of third parties, shall be required to respect the
2. At the beginning of each meeting, any person designated
confidentiality obligations set out in this Article. The chair shall
by the Member States, as well as experts who have been au
ensure that experts and representatives of third parties are made
thorised by the chair to participate in the meeting in accordance
aware of the confidentiality requirements imposed upon them.
with Article 5(1) and Article 7(3), and representatives of third
parties who have been invited to attend the meeting in
accordance with Article 7, shall inform the chair of any
Protection of personal data
conflict of interest ( 1 ) with regard to a particular item on the
The processing of personal data by the committee and its
working groups shall be in conformity with Regulation (EC)
In the event of such a conflict of interest, the person concerned
No 45/2001 of the European Parliament and of the Council ( 5 ),
shall, at the request of the chair, withdraw from the meeting
under the responsibility of the chair acting as the controller,
whilst the relevant items of the agenda are being dealt with.
within the meaning of point (d) of Article 2 of that Regulation.
( 2 ) OJ L 145, 31.5.2001, p. 43.
( 3 ) OJ L 345, 29.12.2001, p. 94.
( 4 ) In accordance with Article 339 TFEU, ‘[t]he members of the insti
tutions of the Union, the members of committees, and the officials
and other servants of the Union shall be required, even after their
( 1 ) As an example, Article 52(2) of Council Regulation (EC, Euratom)
duties have ceased, not to disclose information of the kind covered
No 1605/2002 of 25 June 2002 on the Financial Regulation
by the obligation of professional secrecy, in particular information
applicable to the general budget of the European Communities
about undertakings, their business relations or their cost
(OJ L 248, 16.9.2002, p. 1) contains a specific definition of a
conflict of interest.
( 5 ) OJ L 8, 12.1.2001, p. 1.