MCL-16(2009)2 rev.[1]

                  Council of Europe Conference

of Ministers responsible

for Local and Regional Government

                “Good local and regional governance in

             turbulent times: the challenge of change”

                16th Session, Utrecht, 16 - 17 November 2009

General introductory document

                       

Preface

On 16 and 17 November 2009 the European Ministers responsible for Local and Regional Government will hold the 16th Session of their Conference to take further steps in their co-operation and in particular to :

1.       decide steps and measures to enhance the work of the Council of Europe in the field of local and regional democracy;

2.       address the impact of the economic downturn on local government and the role of central government in removing obstacles to transfrontier co-operation;

3.       have an occasion to sign two new Council of Europe instruments, the Additional Protocol to the European Charter of Local Self-Government on the right to participate in the affairs of a local authority and Protocol No. 3 to the European Outline Convention on Transfrontier Co-operation between Territorial Communities or Authorities concerning Euroregional Co-operation Groupings (ECGs), as well as to adopt a reference framework for regional democracy; and

4.       adopt the Utrecht Agenda for the work of the Council of Europe in support of their common objective of delivering good local and regional governance to all citizens, agreed in Budapest in 2005.

This introductory document gives an overview of events on the programme and items on the agenda (see document MCL-16(2009)1), as well as a guide to the conference documents (the full list of documents appears in Appendix 1). The document follows the order of the programme for the Session. It starts by setting out the arrangements for speaking at the session and for proposing amendments to the final declaration (the Utrecht 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: [email protected] and the Secretariat: [email protected]). At the Sessions, request are to be made through designated representatives of the Host Ministries and Secretariat. All decisions on speaking during the Session are taken by the Chair only.

2. As a general rule speaking time under each item on the agenda is limited to 2 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 Utrecht Declaration

1. The draft for the Utrecht 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 Utrecht Declaration. Any amendment must be 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. 

3. Final decisions on any proposals for amendment will be taken on Tuesday morning under item 13 of the Agenda: Adoption of the Utrecht Declaration.

4. An overview linking the various parts of the draft Utrecht Declaration to the items on the Agenda appears at Appendix 2.

Sunday, 15 November 2009

Arrival and registration

All participants arriving will be met at their point of arrival in the Netherlands; they will also receive information about registration for obtaining their conference badge and conference documentation. Transportation to the hotels will be provided.

Meeting of the European Committee on Local and Regional Demcoracy (CDLR)

A meeting of the European Committee on Local and Regional Democracy (CDLR) will be held in the Jaarbeurs Congres Gebouw (Jaarbeursplein) Utrecht 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 Sunday 15 November, two separate events are proposed, one for Ministers (exclusively) and one for the other participants.

For Ministers a dinner will be hosted by the Queen’s Commissioner in the Province of Utrecht, in the Paushuis (Kromme Nieuwegracht 4) in Utrecht starting at 18:45. Transportation from and to the hotels will be provided at 18:20.

The dinner will be followed by a fireside chat, hosted by the Minister of the Interior and Kingdom Relations and the Minister for European Affairs of the Netherlands. Ministers will previously receive information on the topic of the fireside chat and about arrangements for interpretation. A background paper entitled “Innovations in sub-national Government in Europe – a quick scan” has been prepared and will be sent to Ministers by the Host Ministers.

During the fireside chat, interpretation will be available in English, French, German, Russian and Spanish. During the dinner, the Chief government Architects of the Netherlands and Flanders (Belgium) will make an imaginative presentation on cross-border issues along the joint border.

Dinner for other participants

For other participants, at 19:00, a welcome reception and buffet dinner will be hosted by the Province of Utrecht in the National Museum from Musical Clock to Street Organ (Steenweg 6) in Utrecht. Transportation from and to the hotels will be provided.

Monday, 16 November 2009

The 16^th Session takes place in the Polar zaal of the Jaarbeurs Congres Gebouw (Jaarbeursplein) in Utrecht. Transportation from the hotels will be provided.

9.00 – 10.00  Opening session 

The opening of the 16^th Session, in addition to the opening statements, includes the adoption of the Agenda (document MCL(2009)1) and the election of the Chair and Vice-Chair of the Conference.

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 – 12.15 The Kiviniemi report: How to enhance the work of the Council of Europe in the field of local and regional democracy? 

This session (item 4) is devoted to the presentation and discussion of the report that was requested at the 15^th Session of the Ministerial Conference (Valencia, October 2007) from Minister Mari Kiviniemi (Finland) on how to enhance the work of the Council of Europe in the field of local and regional democracy (document MCL-16(2009)3).

Mrs Kiviniemi will introduce her report.

Ministers are expected to comment on the report and discuss the proposals for steps and measures in follow up to it as contained in the draft for the Utrecht Declaration (document MCL-16(2009)12, Section II, pp 10-13 + appendix).

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 Utrecht Declaration. Any amendment must be 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 on Tuesday morning (see below).

A break will be held from 11.10-11.40 during which also the family photograph (Ministers and Heads of Delegation) will be taken.

12.15 – 12.45 Progress review reports

In this session (item 5) Ministers will, prior to discussing their future Agenda (see below), review progress made further to their sessions in Budapest (February 2005) and Valencia (October 2007).

Thus Ministers will have the occasion to consider the implementation of the Budapest Agenda by the Council of Europe and member States, the Strategy for Innovation and Good Governance, the European Local Democracy Week, the Centre of Expertise for Local Government Reform and the Co-operation programmes.

Reports on all activities and achievements are included in document MCL-16(2009)4 a,b,c,d,e,f and their Addenda.

References to the progress review are contained in the draft for the Utrecht Declaration (document MCL-16(2009)12, Section III, pp 14-17).

Ministers may comment on the implementation of the Budapest/Valencia Agenda and its achievements.

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 Utrecht Declaration. Any amendment must be 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 on Tuesday morning.

12.55-14.30 Luncheon and Exchange of views

The luncheon will be given in two separate rooms.

The luncheon for Ministers / Heads of delegation will be hosted by the Secretary General of the Council of Europe. Formal invitations will be issued at the Session. The luncheon willl 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-16(2009)5.

The luncheon for other participants will be hosted by the Dutch Ministry of the Interior and Kingdom Relations.

14.30 – 16.15 Debate on key topics

The session in plenary resumes after lunch with the following topical debates:

-                     Impact of the economic crisis on local and regional government: what policy responses by governments?

-                     Transfrontier co-operation: the role of central government in removing obstacles

Ministers will debate these two issues (item 7) having regard to the introductory documents on each (documents MCL-16(2009) 6a and 6b respectively).

On the first key topic an overview on the impact so far of the economic crisis on local government based on up-to-date country data will be presented by professor Ken Davey of the Open Society Institute’s Local Government Reform Initiative (see document MCL(2009)Inf 1).

 

Ministers are also expected to discuss the proposed declarations on these topics contained in the draft for the Utrecht Declaration (document MCL-16(2009)12, Sections I (A) and I (B), pp. 3-5 and 6-8).

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 Utrecht Declaration. Any amendment must be 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 on Tuesday morning.

16.15-16.45 Break

16.45–17.30 Debate on the Utrecht Agenda: What are the most important challenges governments face in local and regional democracy today?

The debate on the Utrecht Agenda (item 8) allows for exchange of views and opinions on the question of what are the most important challenges governments face in local and regional democracy today. Document MCL-16(2009)7 provides further guidance and supporting material for the discussion, including from the Pre-Conferences held in Enschedé (April 2009) and Maastricht (July 2009).

Ministers are also expected to discuss the proposed Utrecht Agenda contained in the draft for the Utrecht Declaration (document MCL-16(2009)12, Section III, pp. 14-17).

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 Utrecht Declaration. Any amendment must be 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 on Tuesday morning.

17.30-18.00 Vote to determine the Utrecht Agenda (2010-2013)

Under this item (item 9) Ministers and Heads of Delegation will vote by electronic means to identify those challenges which have the highest overall level of priority. The European Committee on Local and Regional Democracy (CDLR) has identified 13 challenges for ministers to prioritise. The voting arrangements and the full list of challenges are set out in document MCL-16(2009)8.

The results of the vote will be included in the Utrecht Declaration, as part of the Utrecht Agenda (MCL-16(2009)12, Section III, pp. 14-17).

The vote will conclude the work of the plenary session for this day. Transportation to the hotels will be provided.

18.00–19.00 Meeting of the European Committee on Local and Regional Democracy (CDLR) in the Polar Zaal of the Jaarbeurs Congres Gebouw

The CDLR will review any proposals for amendments to the Utrecht 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, transportation from the Jaarbeurs Congres Gebouw to the Railway Museum will be provided.

19.30–19.45 Ceremony of opening for signature of:

-                 the Additional Protocol to the European Charter of Local Self-Government on the right to         participate in the affairs of a local authority and

-                 Protocol No. 3 to the European Outline Convention on Transfrontier Co-operation       between Territorial Communities or Authorities concerning Euroregional Co-operation Groupings

This ceremony will take place in theRailway Museum(Maliebaanstation) in Utrecht and may be attended by all participants.  Ministers envisaging to sign one or both treaties are urged to contact the Council of Europe’s Treaty Office in order to ensure that all formalities are settled well in advance of the Session.

Transport will be provided from the hotels to the Railway Museum.

19.50 Press conference by host ministers, open to all ministersand meetings of ministers with the press, subject to prior appointment

This press conference takes place in the Railway Museum (Maliebaanstation) in Utrecht. 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 Ministry of the Interior and Kingdom Relations in good time (contacts: [email protected]  and  [email protected]). 

19.45–20.30  Cocktail offered by the Mayor of the City Utrecht

The cocktail for all participants is offered in the Railway Museum (Maliebaanstation) in Utrecht.

20.30 Dinner hosted by the Mayor of the City of Utrecht

The dinner for all participants is offered in the Railway Museum (Maliebaanstation) in Utrecht.

After dinner transport for all participants will be provided back to the hotels.

Tuesday, 17 November 2009

The plenary session resumes in the Jaarbeurs Congres Gebouw (Jaarbeursplein) in Utrecht. Transportation from the hotels will be provided.

9.00–09.30 Council of Europe Reference Framework for Regional Democracy

This item on the agenda (item 11) concerns the reference framework for regional democracy contained in document MCL-16(2009)11.

Ministers are also expected to discuss the declaration pertaining to this point contained in the draft for the Utrecht Declaration (document MCL-16(2009)12, Section I/C, p. 9).

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 Utrecht Declaration. Any amendment must be 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 on Tuesday morning under the item Adoption of the Utrecht Agenda.

9.30–10.45 Discussion of the draft for the Utrecht Declaration and the draft final resolution

Ministers will discuss and decide, if appropriate through a vote, on possible amendments to the draft Utrecht Declaration with a view to its adoption (see below).

10.45–11.15 Break

11.15–12.30 Exchange of practice and experience

Under this item (item 10) it will be possible to exchange practice and experience on issues of local and regional democracy and good governance. Document MCL-16(2009)9 gives guidance for the discussion.

It will also be the occasion to discuss the Report on developments on citizen participation in member states, covering also the integration of foreigners in local life, requested at the 15^th Session of the Ministerial Conference (Valencia, 2007) (Document MCL-16(2009)10).

12.30–13.00 Final session

This session will take up the final items on the agenda (items 12,13 and 14 respectively):

- Adoption of the Utrecht Declaration and the Final Resolution,

- Other business,

- Closing of the 16^th Session.

Ministers will adopt the Utrecht Declaration as eventually modified (ci-above) and the Final Resolution relative to the next session of the Conference. 

13.00 Press conference

The host ministers 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 the Ministry of the Interior and Kingdom Relations of the Netherlands (in the Jaarbeurs Congres Gebouw).

For participants departing transportation will be provided to Schiphol Airport or Utrecht Railway Station.

14.45 Departure by bus for those participants taking part in the optional events

Optional events:

-    Geldmuseum & Koninklijke Nederlandse Munt / Money Museum &
     Royal Dutch Mint

-    Utrecht and the Dutch Gaming Industry

-    Theatrical Utrecht Canal Tour

-    Peace of Utrecht and Domsquare – Origin of the City Tour.

Information on these events and modalities for taking part will be available at the Jaarbeurs Congres Gebouw.  

APPENDIX I

 

APPENDIX II