Pompidou Group

Co-operation Group to Combat Drug Abuse and Illicit Trafficking in Drugs

Strasbourg, 17 October 2003                                                                       P-PG/Minconf (2003) 5

POMPIDOU GROUP MINISTERIAL CONFERENCE

Dublin 16-17 October 2003

STATEMENT ON THE STRUCTURE AND WORKING METHODS

OF THE POMPIDOU GROUP

1. The core tasks and activities of the Pompidou Group

The Pompidou Group is a multidisciplinary forum for European ministers co-operating to combat drug abuse and illicit trafficking in drugs, together with duly appointed Permanent Correspondents and a secretariat provided by the Council of Europe.

The PG’s core mission is to contribute to the development of effective, workable, evidence-based, innovative, balanced, multidisciplinary drug policies in the countries that participate in the PG. In particular this means

·         enhancing the influence of scientific knowledge on drug policies and the supporting role of science in day-to-day practices;

·         crating a platform function for those who are responsible in day-to-day practice for implementing drug policies (health workers, social workers, police and justice officials, customs, local administrators, etc);

·         promoting exchanges of experiences; stimulate professional discussions;

·         stimulate innovations;

·         dissemination of knowledge; training.

The Pompidou Group will continue to follow developments in fields related to its core concern of illicit drugs, such as the use of alcohol, tobacco, psychotropic medicines and doping substances and, where there is an interrelationship with illicit drugs or it is otherwise relevant, it can incorporate them into the Pompidou Group’s activities.

In addition, the Pompidou Group will continue  to undertake a bridging role both between EU and non-EU European countries and towards neighbouring countries in the Mediterranean region.

In carrying out its mission, the  Pompidou Group will give particular attention to emphasising its attachment to the Council of Europe through mainstreaming its activities with those of other parts of the Council and emphasising ethical issues.

2. The structure of the PG.

The structure of the PG supports its objectives.  The following elements of the structure can be distinguished:

a.   The Ministerial Conference

This is attended by the ministers from each member country of the PG who have principal responsibility for the questions covered by the Group. A specific decision will be taken before each conference as to possible invitation of non-members. The conference is held once every three years.  Its function is to formulate the strategic direction of pan-European drugs policy and to formulate priorities within that framework.  The ministers endorse the evaluation report drawn up by the PCs on the activities of the past three years, and they approve the work programme for the coming period.  The conference also provides the ministers with an opportunity to meet one another and exchange information. Extraordinary conferences may also be held on specific themes.

b.   The meeting of Permanent Correspondents (PCs)

The government or relevant minister of each country participating in the PG appoints a PC who represents his government or his country in respect of all questions concerning drugs and drug addiction.  The PCs assemble regularly at a plenary meeting.  The meetings should serve as an intellectual and political forum.  They should also be platforms where contacts can be made and exchanges of views can take place. 

They focus on exchanging information and opinions about recent developments in the drug policies pursued by the individual countries and within the international frameworks.  The meeting also monitors and manages the progress of the PG’s activities.  The meeting of PCs can appoint a number of PCs to act as coordinators for implementing fields of the work programme.  These co-ordinators, together with the chair and vice-chair, ensure the multisectoral coherence of the activities and promote the development of new initiatives within the framework of an integrated strategy.

c.   Working groups and seminars

These are used to implement the work programme, and their main function is to satisfy the need for an exchange or transfer of new knowledge, information and opinions between policy makers, professionals and other field workers and scientists.  The number, the form and the frequency of these implementation activities vary according to the subject, and are determined by the meeting of PCs.  The main criterion is an efficient and flexible way of working.  Subjects from the working programme are clustered together where possible to be handled within working groups and seminars.

In principle, and where possible, they are chaired by one of the PCs.

d.   The Secretariat

The Secretariat assists in the preparation, implementation and facilitation of the PG’s activities.  The Secretariat should play an active role in supporting and stimulating the human network.  The (clusters of) activities are supported by a member of the secretariat assigned to this task.  The chairman of the PG gives guidanceto the secretariat.  Where necessary, external experts supply specific expertise.  The secretariat’s duties also include monitoring the synergy of relevant activities within the Council of Europe.

3. The PG’s way of working.

a.   Drawing up and implementing the work programme; drawing up the evaluation report.

The work programme specifies the activities that will be carried out during a three-year period.  The programme defines the purpose of these activities as well as, to the extent possible, the form that they will take, their target group, the schedule and the financial aspects.  The work programme gives special attention to innovative aspects, implementing practical solutions, pro-active policies and the scientific contribution to activities.  However the work programme must be realistic, and must contain a restricted number of themes.  The PG avoids in its work programme the risk of duplication with other international bodies.  Where possible, the work programme indicates how subjects will be specified further (working groups or seminars).

The work programme and the evaluation report are drawn up by the Permanent Correspondents and are submitted for consideration and approval by the Ministers from the member countries during the Ministerial Conference.  The evaluation report describes how work programme activities have been implemented and the results achieved and draws conclusions with a view to the next work programme. 

The PCs are mandated by their ministers to add specific items to the work programme or to change the intended activities for urgent reasons, such as current developments or subsequent events that may occur.  The motivation for real changes will be clearly expressed in the evaluation report submitted to the subsequent ministerial meeting.

b.  The management of the PG

At the start of a new work programme, the ministers choose at the Ministerial Conference a chairperson and vice-chairperson from their members. The candidate(s) for these functions are  proposed after consultations between the PCs.  The chairperson and vice-chairperson are in function during the next three years, including the next Ministerial Conference  at the end of this period.  The PC of the country that holds the presidency chairs the meeting of the PCs.  The responsible minister appoints another person during this period who will act as PC on behalf of his country.  The chair of the PCs consults with the secretariat at least four times a year about the preparations for the meeting of PCs and the progress of other activities. Where relevant, these consultations are also attended by the vice-chair and the persons responsible for coordinating the implementation of activities, although such consultations will normally take place by telephone or electronic mail.  During these discussions, the chair can also make decisions that cannot or need not wait until the meeting of PCs.  The secretariat informs the PCs of the results of the discussions.

c.  The meeting of PCs

In principle this is held twice a year and lasts for a maximum of two full days.  The agenda includes at least the following:

-  Official business

-  Information about the progress of the work programme

-  Information about recent policy developments at national and international level

-  Discussion of one or two substantive topics.

The secretariat prepares the official business in written form as far as possible.  The information about the progress of activities is also prepared in written form, and if necessary it is elucidated by the PCs responsible for co-ordination in this area.  The PCs provide brief information about important developments in their countries; the representatives of international organizations do the same for their activities.

The substantive topics are selected by the chair from his/her own suggestions or the suggestions of other PCs, and they should preferably be presented by one or more PCs.  External experts can also give these presentations.

The secretariat and the chair are jointly responsible for ensuring that the meeting of PCs is well prepared by providing concise documentation.  As a rule, this will consist of a summary, the points for decision and any financial consequences.  The documents should be clearly numbered.

Permanent Correspondents should strive to prevent a standstill during their deliberations resulting from a lack of consensus.  They could either set up a small group with the mandate of examining the issue and reporting back to the plenary on the outcome of its proceedings or proceed by majority vote.  However, important documents like the Political Declaration and the Work Programme should always be adopted by consensus. 

Permanent Correspondents could make the decisions regarding the implementation of the work programme by voting with a simple majority of members.

d.  Publicity and external relations

The PG is striving to improve the visibility of its activities.  The chair of the Group or the chair of PC's represents the PG at international meetings, and in contacts with non-member countries and the other international organisations.  They may designate the vice-chair or the secretariat to replace them.  These contacts will especially seek to create synergies and avoid over-lapping.

The chair and secretariat also communicate actively with the outside world through the media.  The PCs must also play an active role in their own countries.  Their national governments provide them with a mandate to do so and facilitate them.  To assist in this area, a PC job profile will be drawn up.  The PG’s publications must be targeted at the needs of the separate target groups.  More publicity will be given to the PG’s activities by means of a Newsletter.  More use will also be made of the Internet and other electronic media.  The PG will call in an external consultant to advise on publicity and external relations.

4. The PG’s financing.

The PG aims to introduce this modernization programme within the constraints of its current budget.  By employing a number of measures, such as restricting the work programme, reducing the volume of documents and the associated translation costs, making use of new media, etc., it can achieve savings and so create scope for new activities.

Besides their contribution to the general budget, participating countries can also contribute towards specific goals.  Such additional contributions are particularly relevant where a country or countries propose(s) an activity which is a priority only for a small group of members.  Proposal for funding from a non-governmental source must be approved specifically by the Permanent Correspondents after examination of the appropriateness of the proposal.  The meeting of PCs also ensures that these specific or extra contributions do not lead to monopolisation or politicisation of certain subjects.