Strasbourg, 8 september 2011 CDLR(2011)39
Item C.1. of the agenda
EUROPEAN COMMITTEE ON LOCAL AND REGIONAL DEMOCRACY
(CDLR)
PREPARATION OF THE 17TH SESSION OF THE MINISTERIAL CONFERENCE (KYIV, NOVEMBER 2011)
PRACTICAL INFORMATION
For information
Secretariat Memorandum
prepared by the Directorate General of
Democracy and Political Affairs
Directorate of Democratic Institutions
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Introduction
The 17th Session of the Ministerial Conference will take place on 3-4 November in Ukraine and will be held in the Ukrainian House, in Kyiv.
A conference registration website will be opened shortly, which will include all information about hotels, transportation etc as well as give contact details for host organisation team. CDLR members will be informed of the web-address of the conference site as soon as possible.
A provisional draft for the general information document for Ministers is appended. It is based on the most recent information available and the draft agenda and draft programme as they appear in document CDLR(2011)40. However, on a number of points information or confirmation is still forthcoming, so the document will still needs further completing and may be subject to change.
At the CDLR meeting the current document is to be examined together with document 40.
Action required
The CDLR is invited to review and approve the provisional draft general information document, making any changes and/or additions it deems appropriate.
APPENDIX I
MCL-17(2011)…[1]
Council of Europe Conference
of Ministers responsible
for Local and Regional Government
17th Session, Kyiv, 3-4 November 2011
Provisional Draft
General introductory document
Preface
On 3 and 4 November 2011 the European Ministers responsible for Local and Regional Government will hold the 17th Session of their Conference to take further steps in their co-operation and in particular to :
1. review the economic situation of local government and adopt guidelines for policies to tackle the crisis, enhance recovery and ensure a sustainable future;
2. examine the perspectives for intergovernmental cooperation on local and regional democracy issues in the Council of Europe in the light of the reviews agreed upon at Utrecht, the proposal for a partnership between the Committee of Ministers and the Ministerial Conference and a review of progress with the implementation of the Utrecht Agenda;
3. address the role of central government in removing obstacles to transfrontier cooperation;
4. examine the human rights dimension of local governance.
This introductory document gives an overview of events on the programme and items on the agenda (see document MCL-17(2011)1), as well as a guide to the conference documents (the full list of documents appears in Appendix I). The document follows the order of the programme for the 17th Session. It starts by setting out the arrangements for speaking at the sessions and for proposing amendments to the final declaration (the Kyiv Declaration).
Arrangements for speaking at the Session
1. All Ministers/Heads of delegation and observers may ask the Chair to be given the floor on any item of the agenda. In order to facilitate the task of the Chair, they are invited to make their request known prior to the Session (by e-mail to the host Ministry: ………………….and the Secretariat: [email protected]). At the working sessions, requests are to be made through designated representatives of the Host Ministry and Secretariat. All decisions on speaking during the sessions are taken by the Chair only.
2. As a general rule, speaking time under each item on the agenda is limited to 5 minutes. This time is subject to change in function of the number of requests and the amount of time foreseen for the item on the agenda.
Arrangements for (proposing) amendments to the draft Kyiv Declaration
1. The draft for the Kyiv Declaration as agreed by the European Committee on Local and Regional Democracy (CDLR) can be amended only by decision of the Ministers in session.
2. Ministers/Heads of delegation and observers wishing to do so may propose amendments (additions and/or changes) to the relevant section of the draft for the Kyiv Declaration. Any amendment must be proposed or announced orally during the discussion of the agenda item and has to be submitted in writing to the Secretariat. Delegations are invited to make known at the earliest possible time any intention to propose an amendment and if possible well before the Session.
3. If necessary, final decisions on any proposals for amendment will be taken on Friday morning under item 11 of the Agenda: Adoption of the Kyiv Declaration and Final Resolution. However, all amendments must have been proposed or announced during the discussion of the relevant item on the agenda.
4. An overview linking the various parts of the draft Kyiv Declaration to the items on the Agenda appears at Appendix II.
Wednesday, 2 November 2011
Arrival and registration
All participants arriving will be met at their point of arrival in Ukraine; they will also receive information about registration for obtaining their conference badge and conference documentation. Transport to the hotels will be provided.
Meeting of the European Committee on Local and Regional Democracy (CDLR)
A meeting of the European Committee on Local and Regional Democracy (CDLR) will be held in the Ukraine Hall from 17.00–18.30. Transport from and to the hotels will be provided.
Dinner and fireside chat for Ministers (only)
On the evening of Wednesday 2 November, two separate events are proposed, one for Ministers (exclusively) and one for the other participants.
For Ministers a dinner will be hosted by…………….., in the …………… in Kyiv starting at…….. Transport from and to the hotels will be provided at………...
The dinner will be followed by a fireside chat, hosted by…………… Ministers will previously receive information on the topic of the fireside chat and about arrangements for interpretation. A background paper entitled…………….. has been prepared and will be sent to Ministers by the Host Minister.
Dinner for other participants
For other participants, at 19.00, a welcome reception and buffet dinner will be hosted by the …………. in the ……………… in Kyiv. Transport from and to the hotels will be provided.
Thursday, 4 November 2011
The 17th Session takes place in the Ukrainian House in Kyiv. Transport from the hotels will be provided.
9.00 – 10.00 Opening session
The opening of the 17th Session, in addition to the opening statements, includes the adoption of the Agenda (document MCL-17(2011)1) and the election of the Chair and Vice-Chair of the Conference (items 1, 2 and 3 of the Agenda).
The press, subject to prior registration, will be allowed to attend the opening session. Subsequently access to the meeting room will be limited to registered participants only.
10.00 – 12.30 Local government in critical times: policies for crisis, recovery and sustainable future?
This session (Agenda item 4) is devoted to the presentation and discussion of the report “Crisis, recovery and sustainable future” of the CDLR, prepared by the Editorial Group established in partnership with the Open Society Institute.
The report will be presented to Ministers by Professor Ken Davey, Chair of the Editorial Group and Minister(s) … of ….
Ministers are expected to hold a discussion further to the report, referring to developments in their own country or more generally and to adopt the Kyiv Guidelines proposed by the CDLR.
Ministers/Heads of Delegation and observers wishing to do so may propose amendments (additions and/or changes) to the relevant section of the draft for the Kyiv Declaration, including the Kyiv Guidelines. Any amendment must be proposed or announced orally during the session and has to be submitted in writing to the Secretariat. Delegations are invited to make known at the earliest possible time any intention to propose an amendment and if possible well before the session.
Decisions on any proposals for amendment will be taken at the end of the discussion of the item or, should more time be needed, on Friday morning (see below).
A break will be held from 11.00-11.30 during which also the family photograph (Ministers and Heads of Delegation) will be taken.
12.30-14.30 Luncheon and Exchange of views
The luncheon will be given in two separate rooms.
The luncheon for Ministers/Heads of delegation (item 6 of the Agenda) will be hosted by the Secretary General of the Council of Europe. Formal invitations will be issued at the Session. The luncheon will include an Exchange of views between the Ministers, the Parliamentary Assembly and the Congress of Local and Regional Authorities.
In order to facilitate discussion, guests will be seated taking account of their linguistic preferences.
Further information on the exchange of views is contained in document MCL-17(2011)….
The luncheon for other participants will be offered by ……………………………..
14.30 – 16.15 Outlook to the future
The session in plenary resumes after lunch with the examination of the perspectives for intergovernmental cooperation on local and regional democracy issues in the Council of Europe in the light of the reviews agreed upon at Utrecht, the proposal for a partnership between the Committee of Ministers and the Ministerial Conference and a review of progress with the implementation of the Utrecht Agenda (item 5 of the Agenda).
Minister Manuel Chaves of Spain will introduce the discussion with a statement further to the reviews he was entrusted with by his colleagues at the 16th Session in Utrecht.
Ministers will discuss this theme having regard to the introductory documents.
Ministers will also have at their disposal the proposal for a partnership between the Committee of Ministers and the Ministerial Conference made further to the 16th Session and the reply it received.
Finally Ministers will have before them the reports on progress under all the strands of action under the Utrecht Agenda, as well as including information on relevant aspects of the reform of the Council of Europe, including budgetary perspectives for 2012-2013.
Ministers are also expected to adopt the relevant parts of the Kyiv Declaration.
Ministers/Heads of Delegation and observers wishing to do so may propose amendments (additions and/or changes) to the relevant section of the draft for the Kyiv Declaration. Any amendment must be proposed or announced orally during the discussion of the Agenda item and has to be submitted in writing to the Secretariat. Delegations are invited to make known at the earliest possible time any intention to propose an amendment and if possible well before the Session.
Decisions on any proposals for amendment will be taken at the end of the discussion of the item or, should more time be needed, on Friday morning (see below).
16.15-16.45 Break
16.45–18.00 Transfrontier cooperation: the role of central government in removing obstacles
The item will be introduced by Minister… of …
Ministers will discuss this topic (item 7 of the Agenda) having regard to the findings of a survey conducted by the European Committee on Local and Regional Democracy on the obstacles to crossborder co-operation and the measures to overcome them (document MLR-17(2011)…). They are expected to present examples of effective mechanisms or successful initiatives that could be duplicated across Europe.
Ministers are also expected to review and adopt the relevant part of the Kyiv Declaration.
Ministers/Heads of delegation and observers wishing to do so may propose amendments (additions and/or changes) to the relevant section of the draft for the Kyiv Declaration. Any amendment must be announced or proposed orally during the session and has to be submitted in writing to the Secretariat. Delegations are invited to make known at the earliest possible time any intention to propose an amendment and if possible well before the session.
Decisions on any proposals for amendment will be taken at the end of the discussion of the item or, should more time be needed, on Friday morning (see below).
The discussion of this item completes the work of the plenary session for this day. Transport to the hotels will be provided.
18.00–19.00 Meeting of the European Committee on Local and Regional Democracy (CDLR) in Ukrainian House.
The CDLR will review any proposals for amendments to the Kyiv Declaration but not decide on them. Amendments will be collated and listed in a rational way for Ministers to decide on them.
For those having participated in the CDLR meeting, transport from the Ukrainian House to the venue of the dinner (…………) will be provided.
… Press conference by the Host Minister, open to all Ministers, and meetings of Ministers with the press, subject to prior appointment
This press conference takes place in the Ukrainian House. Ministers interested in joining the press conference and/or wishing to have individual meetings with members of the (foreign) press are invited to inform the Council of Europe Press Officer (contact: …).
19.45–20.30 Cocktail offered by …………………………
The cocktail for all participants is offered in the …… in……………..
20.30 Dinner hosted by ………………………………..
The dinner for all participants is offered in……………….
After dinner transport for all participants will be provided back to the hotels.
Friday, 4 November 2011
The plenary session resumes in the Ukrainian House in Kyiv. Transport from the hotels will be provided.
9.00–10.45 The human rights at local level
This item on the agenda (item 8) will be introduced by Minister Norman of Sweden.
Ministers will also have before them the report prepared by the CDLR (MCL-17(2011)…)
Ministers are also expected to discuss the declaration pertaining to this point contained in the draft for the Kyiv Declaration .
Ministers/Heads of delegation and observers wishing to do so may propose amendments (additions and/or changes) to the relevant section of the draft for the Kyiv Declaration. Any amendment must be proposed or announced orally during the session and has to be submitted in writing to the Secretariat. Delegations are invited to make known at the earliest possible time any intention to propose an amendment and if possible well before the session.
Decisions on any proposals for amendment will be taken at the end of the discussion of the item or subsequently, under Agenda item 11.
10.45–11.15 Break
11.15-12.15 Exchange of practice and experience
Under this item (item 9) it will be possible for Ministers to exchange practice and experience on issues of local and regional democracy and good governance.
Document MCL-17(2011).. gives guidance for the discussion.
12.15–12.45 Final session
Ministers may raise any other business under this item (10). Should they have the intention of doing so, they are invited to make this known to the Chair in advance.
Ministers will subsequently adopt (item 11 of the Agenda) the Kyiv Declaration, if need be through a vote, dealing first with any possible remaining amendments.
13.00 Press conference
The host Minister and the Secretary General of the Council of Europe will hold a press conference. Other ministers are welcome to join in, if they so wish.
13.00–14.30 Buffet lunch
A buffet lunch is offered to all participants by………… in…… .
For participants departing transportation will be provided to the airport.
14.45 Departure by bus for those participants taking part in the optional events
Optional events:
…………..
Information on these events and modalities for taking part will be available at ……..
APPENDIX II
(to be completed)
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LIST OF DOCUMENTS FOR THE 17th SESSION OF THE MINISTERIAL CONFERENCE |
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Reference |
Title |
Agenda item |
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MCL-17(2011)1 |
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MCL-17(2011)2 |
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MCL-17(2011)3 |
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APPENDIX III
(to be completed)
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Item |
Time |
Draft Kyiv Declaration |