“The Committee of Ministers considered that an adequate legal framework exists, under Resolution (71) 44 and Resolution (89) 40, for the preparation of Conferences of Specialised Ministers. It called on all parties involved in the preparation of Conferences of Specialised Ministers to ensure that the provisions of these resolutions are applied.
The Committee of Ministers decides whether or not an event falls within the scope of Resolution (71) 44 on Conferences of Specialised Ministers. It is also recalled that when a member state takes the initiative of convening a Conference of Specialised Ministers for which no special working relationship already exists under the provisions of Resolution (71) 44, the agreement of the Committee of Ministers should be sought for the establishment of such a relationship and/or for the provision of secretarial services by the Secretary General of the Council of Europe.
To assist in the implementation of the provisions of these resolutions, the Committee of Ministers agreed the following:
(i) upon receipt of the notification that the government of a member state of the Council of Europe proposes to convene a Conference of Specialised Ministers which has never met before, the competent rapporteur group should examine the matter, in the light of an opinion to be received from the relevant steering committee; the proposal to hold the conference at a Ministerial level should be clearly justified and include budgetary implications;
(ii) steering committees should include in their abridged meeting reports a brief outline of the reasons for proposing a particular theme for a Conference of Specialised Ministers. All the aspects of the preparation of Conferences of Specialised Ministers, including budgetary implications, will be examined by the competent rapporteur group, who will hold an exchange of views and, if need be, will bring specific comments to the attention of the steering committee and of the Deputies when taking the relevant decisions;
(iii) the Secretariat should communicate to Permanent Representations any draft texts to be adopted by the conference four to six weeks before the conference. This would enable delegations which so wish to liaise with their competent ministries. If need be, a Permanent Representation may ask to raise any relevant matter with the competent steering committee and in the competent rapporteur group.” (CM/Del/Dec(2009)1055/1.8 (April 2009))