Statutes and RoP adopted by the 32nd BSPC

1 (12)Baltic Sea Parliamentary Conference(BSPC)Statutes and Rules of Procedure1Revised and adoptedby the 32nd Baltic Sea Parliamentary Conference (BSPC) in Berlin on 28 and 29 August 2023Contents1. Fundamentals, Core Principles, Mission and Objectives2. Participants3. Decision -making4. Presidency5. Annual Conference6. Standing Committee7. Drafting Committee8. Other BSPC Bodies9. Observers10. Secretariat11. Joint Financing MechanismAnnex 1. BSPC MembersAnnex 2. ObserversAnnex 3 . Joint Financing Mechanism1 First adopted by the 8th Baltic Sea Parliamentary Conference (BSPC) on 8th September 1999 in Mariehamn; amendedby the 11th BSPC in St Petersburg on 1 October 2002; amended by the 14th BSPC in Vilnius on 30 August 2005; amendedby the 16th BSPC in Berlin on 28 August 2007; amended by the 18th BSPC in Nyborg on 1 September 2009; amendedby the 19th BSPC in Mariehamn on 31 August 2010; amended by the 20th BSPC in Helsinki on 30 August 2011 ; amendedby the 24th BSPC in Rostock on 1 September 2015; amended by the 25th BSPC in Riga on 30 August 2016 ; revised andadopted by the 2 6th BSPC in Hamburg on 5 September 2017 ; amended by the 28th BSPC in Oslo on 27 August 2019 ;revised and adopted by t he 31st BSPC in Stockholm on 13 and 14 June 2022 , revised and adopted by the 3 2nd BSPC inBerlin on 28 and 29 August 2023 .2 (12)1. Fundament als, Core Principles, Mission and Objectives1.1 The Baltic Sea Parliamentary Conference (BSPC) was established in 1991 as a forumfor political dialogue between parliamentarians from the Baltic Sea Region.1.2 The fundament als and core principles of the cooperation in the BSPC are– democratic values,– the rule of law,– human rights ,– peaceful neighbourliness ,– respect for international law ,– a resilient civil society and robust NGOs .1.3 The mission of the BSPC isto raise awareness of and provide opinion s on issues of current political interest and relevancefor the Baltic Sea Region;to promote and drive various initiatives and efforts to support a sustainable environmental, socialand economic development of the Baltic Sea Region;and to enhance the visibility of the Baltic Sea Region and its issues in a wider European context.1.4 The objectives and decisions of the BSPC are geared toinitiate and guide political activities in the Baltic Sea Region, endowing them with additionaldemocratic legitimacy and parliamentary authority with a particular focus on contributing tosecurity, prosperity and a sound and sustainable status for its environmen t;initiate all necessary measures ensuring the security of the peoples and the defence of thedemocratic values and democracies of its Member States .The BSPC and its members are convinced of the need toprotect free and independent media, including combatting disinformation and fake news;support and strengthen democratic institutions in the participating states ;improve dialogue between governments, parliaments and civil society ;strengthen the common identity of the Baltic Sea Region by mean s of close co -operation betweennational and regional parliaments with legislative power s on the basis of equality ;3 (12)intensify people -to-people contacts on all levels – parliaments, governments and civil society –as the backbone for peace, prosperity and the protection of the environment in the Region;promote the exchange among and the inclusion of the youth and young people as a prerequisitefor guaranteeing and securing the foundations of the Baltic Sea Region for future generations aswell;promote equal opportunities, gender equity and diversity in our societies.1.5 The BSPC may consider any matter of specific interest and relevance for the BalticSea Region, and may, if needed, give its opinion on such issues.2. Participants2.1 The Baltic Sea Parliamentary Conference shall be composed of members of thenational parliaments, regional parliaments with legislative power s and parliamentaryorgani sations around the Baltic Sea (state or supranational parliaments, regional parliamentswith legislative powers, parliamentary bodies and organisations) .Adherence to and advocacy for compliance with the recognised rules of international law are asine qua non for participation and cooperation in the BSPC and its work.Members of the BSPC must adhere to the fundamentals, core principles, mission and objectivesof the BSPC, as stated in the BSPC Statutes and Rules of Procedure and other basic documents.If a Member State blatantly violates the aforementioned foundations and principles by flagrantviolation of the rules of international law, the member or members from that country may, bydecision of the remaining members in the BSPC, be suspended from mem bership for an indefiniteperiod and all cooperation with those members may be frozen.Such a decision includes the suspension from the Annual Conference, the meetings of the BSPCworking bodies, proceedings, work and projects of the BSPC and freezing of any joint activitieswith them until cooperation under the fundamental principles of international law will once agai nbecome possible. It can be taken by the Standing Committee of the BSPC with immediate effectand must be confirmed by the Annual Conference to be permanent.Any amendment to the decision about a suspension requires* a recommendation of the Standing Committee to the Annual Conference and* a final decision by the Annual Conference.If the flagrant violation of international law and the foundations and principles of the BSPCcontinues unabated over a longer period of time and there is no decision of the member(s) towithdraw from the BSPC, affected by the suspension, one of the next A nnual Conferences mayunanimously decide on the total expulsion of the member (s).Any future conferment of membership also requires a recommendation of the StandingCommittee to the Annual Conference and a final decision by the Annual Conference.A list of eligible member parliaments and parliamentary organi sations is attached in Annex 1.4 (12)2.2 Other institutions or organisations can be granted observer status to the BSPC. Alist of observers is attached in Annex 2. Guidelines for Observers are de tailed in section 9 below.3. Decision -Making3.1 Decision -making in the BSPC bodies is made by consensus among the memberspresent in a given meeting or in the Conference. Abstentions do not disrupt consensus.3.2 In matters pertaining to economic and financial issues of the BSPC, decision -makingrights include only those member parliaments which pay financial contributions to the BSPC JointFinancing Mechanism.4. Presidency4.1 The BSPC is headed by a presidency , consisting of a President and two VicePresident s. The mandate of the presidency runs from the closure of the Annual Conference untilthe closure of the following Conference.4.2 The President is, as a rule, proposed by the parliament hosting the upcomingConference.4.3 The President and Vice President for the upcoming Conference are appointed by theStanding Committee at its meeting in connection with the Annual Conference.5. Annual Conference5.1 Conferences shall be held annually.5.2 The venue follows the principle of rotation. All national and regional memberparliaments can offer to host the Conference.5.3 Parliamentary delegations may consist of up to 5 delegates or their substitutes fromeach member parliament and parliamentary organi sation. Where appropriate, the size of5 (12)delegation as well as the kind and numbe r of additional participants should be decided by theStanding Committee in consultation with the Host Parliament.5.4 The Host Parliament issues invitations to the Conference . In cooperation with theBSPC Secretariat, the host is responsible for practical arrangements, necessary documentation,press coverage and the conference report.5.5 The Host Parliament and the BSPC Secretariat agree on a cost -sharing formula forexpenditures for practical arrangements in connection with the Conference (premises,interpretation, travel costs for external experts, documentation, catering etc .). All participantscover their own costs for taking part in the Conference .5.6 The programme , agenda and chairing procedures of the Conference are elaboratedin consultation between the Standing Committee and the Host Parliament.5.7 The working language of the Conference is English. Interpretation may also beprovided into other languages whenever possible .5.8 After introductory statements and presentations in the part -sessions, the floor isopened for debate. Only parliamentarians and speakers who are listed in the programme areentitled to take the floor. At the discretion of the chairperson of the part -session , otherparticipant s may be allowed to take the floor.5.9 Decisions and adoptions in plenary session are made by consensus . Abstentions donot disrupt the consensus. Dissenting views may be explained in the plenary session .5.10 The Conference Resolution is prepared and adopted in accordance with theprocedures detailed in section 7 below. The adopted Resolution shall be submitted to thegovernments of the Baltic Sea Region , the CBSS and the EU, and disseminated to other relevantnational, regional and local stakeholders in the Baltic Sea Region and its neighbourhood.6. Standing Committee6.1 The BSPC Standing Committee is the highest decision -making body of the BSPCbetween the Annual Conferences. The Standing Committee considers and decides on strategicissues concerning the fundament als, principles, mission, political priorities, working modes,finances and administration of the BSPC. Decisions on the Fundament als and Principles as wellas changes in the Statutes and Rules of Procedure must be confirmed by the Annual Conference.6.2 The Standing Committee consists of parliamentarians from all national parliaments,regional parliaments and parliamentary organisations throughout the Baltic Sea Region (seeAnnex 1). Each member parliament and organi sation appoints its member(s) in accordance withits own rules.6 (12)6.3 The President and Vice Presidents of the BSPC are also Chairperson and ViceChairperson s of the Standing Committee.6.4 The Standing Committee has the overall responsibility for administering thestructures and functions of the BSPC, including, but not limited to,• preparing the Annual Conference in consultation with the Host Parliament;• preparing the Conference Resolution;• following up on the implementation of the Conference Resolutions;• drafting an annual Strateg y and Work Programme for the BSPC;• submitting an annual report to the Conference on the activities of the BSPC andon the annual work programme;• preparing and approving an annual budget for the BSPC Joint FinancingMechanism as well as a follow -up of the financial results;• maintaining contacts and interaction with other relevant institutions andorganisations in the Baltic Sea Region and its neighbourhood.6.5 The Standing Committee convenes at least four times per year (beginning of theyear, spring/summer, in connection with the Conference and in autumn ). The first meeting ofthe year should include a report from the CBSS and could also include pr esentations on thestatus of relevant EU strategies and policies as well as the Northern Dimension .6.6 The Standing Committee is entrusted, where appropriate, to set up ad hoc workinggroups or other temporary bodies, to nominate Rapporteurs on specific issues, and to call onexternal experts for information.6.7 The Standing Committee serves as Drafting Committee during the AnnualConference (see section 7 below) .6.8 The working language of the Standing Committee is English.7. Drafting Committee7.1 The political recommendations of the annual Parliamentary Conferences areexpressed in a Conference Resolution adopted by consensus by the Conference. Therecommendations shall refer only to the topics of the Conference.7.2 A draft version of the resolution drawn up by the Standing Committee forms thebasis of the Drafting Committee’s deliberations. A draft baseline resolution shall be forwarded tothe delegations no later than six weeks prior to the Annual Conference . Motions for amendmentsto the draft resolution have to be submitted to the Secretariat no later than on the date agreedby the Standing Committee during its meeting in spring but in any case no later than one weekbefore the first meeting of the Drafting Committee. Motions received after the deadline set bythe Standing Committee will be dis regarded.7 (12)7.3 The Standing Committee serves as Drafting Committee during the AnnualConference. A deputy is admissible only in case the appointed member is prevented fromattending. The deputy must be a parliamentarian. One staff person per delegation is admittedto assist the member of the Drafting Committee in the proceedings.7.4 The working language of the Drafting Committee is English.7.5 The BSPC Secretar iat is responsible for the editorial revision of the final version ofthe adopted resolution.8. Other BSPC Bodies8.1 The Standing Committee can, where appropriate, set up ad hoc bodies andfunctions, such as Working Groups, Observers and Rapporteurs on specific issues.8.2 Ad hoc bodies should, as a rule, be temporary and targeted at specific issues.9. Observers to the BSPC9.1 The Baltic Sea Parliamentary Conference welcomes a widened interest in its workand in contributing to the pursuit of its objectives.9.2 Parliaments and parliamentary organi sations in the area adjacent to the Baltic SeaRegion, as well as other organi sations engaged or interested in the issues of the Baltic SeaRegion, are invited to apply for Observer status in the BSPC.9.3 Observers must adhere to the mission, objectives and principles of the BSPC, asstated in the BSPC Rules of Procedure and other basic documents;9.4 The Annual Conference of the BSPC decides by consensus on the granting ofObserver status to an applicant. A list of Observers to the BSPC Annual Conference is attachedin Annex 2.8 (12)9.5 Observers are automatically invited to the annual Baltic Sea ParliamentaryConference. They are subject to the general Conference rules. Parliamentarians belonging to theObservers have the right to speak at the Conference.9.6 Observers may, subject to a decision by the BSPC President or the Chairperson ofa BSPC Working Group, be invited to attend the activities of other BSPC bodies than theConference. Observers are not entitled to take part in the decision -making procedures in any ofthe BSPC bodies.9.7 Observers are encouraged to take an active interest in the issues of the BSPC andto contribute to the dissemination of BSPC resolutions and other statements and opinions.9.8 The Standing Committee of the BSPC has the right to review and, if deemedappropriate, suspend and freeze or annul the Observer status of a body.10. Secretariat10.1 The BSPC Secretariat consists of officials from the BSPC members and the SecretaryGeneral, who coordinates its work.10.2 The BSPC Secretariat is responsible for the preparation of the BSPC StandingCommittee and Working Groups meetings, as well as for overseeing the preparations of theAnnual Conference and for content. The Standing Committee is informed about the currentbusine ss in order to supervise it.10.3 The BSPC Secretary General manages the overall coordination of BSPC activities,prepares the groundwork in the BSPC bodies, delivers content, provides investigative resourcesand is responsible for administering the BSPC Joint Financial Mechanism, as well as f or otheradministrative and organi sational matters, and for follow -up. The members of the Secretariatare involved in administrative and organisational questions and support this work. Theremuneration of the BSPC Secretary General and the operat ing costs of the Secretariat arefinanced jointly by all national and regional parliaments of the BSPC.10.4 The Standing Committee decides on a new appointment of the BSPC SecretaryGeneral based on a public vacancy announcement in line with a self -imposed procedure.9 (12)11. Joint Financing Mechanism11.1 The national and regional member parliaments of the BSPC jointly contribute to theBSPC Joint Financing Mechanism (JFM). The relative cost shares of the BSPC members are listedin Annex 3.11.2 The joint financial resources for the BSPC Secretariat should be allocated to, butnot limited to,- Remuneration which includes the annual salary for the BSPC Secretary Generalcomprising mandatory social fees. ;- travelling expenses for the Secretariat to Standing Committee meetings,Secretary Level meetings and other relevant internal and external meetings andconferences;- compilation , layouting and – in exceptional cases - printing of the BSPCConference Report, as well as other joint documents from the BSPC workingbodies;- interpretation and meeting costs for meetings in various BSPC bodies, includingthe Annual Conference;- information activities and maintenance of the website ( www.bspc.net ).11.3 The Standing Committee decides, in its autumn meeting, on the nominal sum ofthe contributions to the Joint Financing Mechanism in the following year.11.4 The Secretariat is responsible for providing continuous information about the statusof the JFM, and to submit ting an Annual Financial Report of the JFM to the Standing Committeeat its first meeting of the year.11.5 If additional resources are needed for organi sing events, the Standing Committee,after receiving an application from the BSPC Secretary General , shall decide on the possibility ofgranting additional funding.11.6 The Standing Committee shall decide on the BSPC budget reserve fund and its use.11.7 The technical modalities for transferring contributions are forwarded annually to themembers of the BSPC .11.8 An audit of the usage of the Joint Financial Mechanism is made annually.11.9 After the approval by the BSPC Standing Committee, the Annual Financial Reportfor the BSPC Joint Financing Mechanism (JFM) shall be published on the BSPC website.¶¶¶10 (12)ANNEX 1BSPC Member Parliaments and Parliamentary Organi sationsMember Rep.sParliament of Denmark 1Parliament of Estonia 1Parliament of Finland 1Parliament of the Federal Republic of Germany 1Parliament of Iceland 1Parliament of Latvia 1Parliament of Lithuania 1Parliament of Norway 1Parliament of Poland 1Parliament of Sweden 1Parliament of Åland 1Parliament of the Free Hanse atic City of Bremen 1Parliament of Faeroe Islands 1Parliament of Greenland 1Parliament of the Free and Hanse atic City of HamburgParliament of Mecklenburg -VorpommernParliament of Schleswig -HolsteinBaltic AssemblyEuropean ParliamentNordic CouncilParliamentary Assembly of the Council of EuropePA of the Organization for Security and Co -operation in EuropeThe membership s of the Federal Assembly of the Russian Federation (2),the Parliament of the Kaliningrad Region (1), the Parliament of the KarelianRepublic (1), the Parliament of the Leningrad Region (1) and the Parliamentof the City of St Petersburg (1) are suspended and frozen.The Russian Federation has declared its withdrawal from the work of theBSPC through appropriate publications and a letter from the State Duma tothe President of the BSPC.The Legislative Assembly of St . Petersburg has also communicated this ina letter from its Chairman to the President of the BSPC.1111111111 (12)ANNEX 2(Status as per 29 August 2023 )Observers to the BSPC Annual Conference1. Adrian -Ionian Initiative (AII)2. Standing Committee of Parliamentarians of the Arctic Region (SCPAR)3. Baltic Council of Ministers4. Baltic Sea Commission/CPMR5. Baltic Sea Forum – Pro Baltica6. Baltic Sea Region University Network (BSRUN)7. Baltic Sea States Sub-Regional Co -operation (BSSSC)8. Baltic Sea Youth Forum9. Council of Baltic Sea States (CBSS)10. Conference of Community and European Affairs Committees of Parliaments of the EuropeanUnion (COSAC) Secretariat11. European Commission12. FUEN (Federal Union of European Nationalities )13. Helsinki Commission (HELCOM)14. Inter-Parliamentary Union (IPU)15. NGO Forum16. Nordic Council of Ministers17. Parliamentary Assembly of the Black Sea Economic Co -operation (PABSEC)18. Baltic Sea Trade Union Network (BASTUN)19. Union of the Baltic Cities (UBC)20. Nordic Investment Bank (NiB)21. Nordic Environment Finance Corporation (NEFCO)22. Northern Dimension Partnership in Public Health and Social Well -being (NDPHS)23. Skåne Regional County Council24. South -East European Cooperation Process (SEECP)The observer statu ses of the Inter -Parliamentary Assembly of the Commonwealth of Independent States(IPA-CIS) and the Parliamentary Association of North -West Russia (PANWR) are suspended and frozen.12 (12)ANNEX 3Joint Financing Mechanism of the BSPC SecretariatRelative Shares of Contributions to the JFMThe relative cost shares of the contribution of the BSPC members to the JFMare listed below:Member Parliament Share(in €)DenmarkFinlandGermanyNorwayPolandSwedenEstoniaIcelandLatviaLithuaniaBremenFaroe IslandGreenlandHamburgMecklenburg -VorpommernSchleswig -HolsteinÅland Islands 25.00025.00025.00025.00025.00025.00010.00010.00010.00010.0008.0008.0008.0008.0008.0008.0008.000Total 246.000The membership s of the Federal Assembly of the Russian Federation (2), the Parliament of the KaliningradRegion, the Parliament of the Karelian Republic, the Parliament of the Leningrad Region and the Parliamentof the City of St Petersburg are suspended and frozen.