Procedural Framework for the Special session of the Regional Committee being held through Video Conferencing on 28 March 2019

Procedural Framework for the Special session of the Regional Committee being held through Video Conferencing on 28 March 2019 A. Credentials: • Member States should communicate to the Regional Director, South-East Asia Region the names of their representatives, including all alternates and advisers at the earliest. • The formal credentials of representatives, including all alternates and advisers, should be submitted, at the very latest, by 9 am Delhi time on 27 March 2019. Credentials will be reviewed by the officers of the Committee in the morning of 28 March prior to the start time of 10 am in New Delhi; they will report thereon to the Committee at its opening in accordance with the usual practices of the Regional Committee. B. Suspension of the Rule 3 of the Rules of Procedure of the Regional Committee • Rule 3 of the Rules of Procedure of the Regional Committee has been understood to require the submission of original credentials. Due to the decentralized nature of the meeting it would be preferable to enable a review of credentials exclusively based on electronic versions provided to the Secretariat. • Against this background, it is the Chairperson`s proposal that the Regional Committee suspend rule 3 of the Rules of Procedure of the Regional Committee at its special session insofar as this rule requires the submission of original credentials. This suspension will allow the Regional Committee to proceed with a special session by videoconference in full accordance with the rules of procedure. C. Participation in the special session and election of Officer-bearers • Rule 6 of the Rules of Procedure provides that the meetings of the Committee shall be held in public, unless the Committee decides otherwise. The Regional Office will, therefore, enable a webcasting of the videoconference which could be switched off were the Regional Committee to decide to hold the special session in private at the opening of the meeting. • The Officers elected at the regular annual session in New Delhi in September 2018 can continue to serve in their functions as Chair / Vice-Chairs. Should the Chair / Vice-Chairs not attend the special session; the rules of procedure provide that the Regional Committee elect a Chairman for the session. D. Adoption of report and recording of the session • A summary report of the special session reflecting the discussions on the agenda item and containing any resolution/decision adopted will be prepared and will be adopted prior to the closure of the videoconference. Additionally, a recording of the videoconference will be made and kept by the Regional Office. E. Suspension of secret ballot measures in event of Voting • The rules of procedure of SEAR RC are not adapted to an electronic vote by secret ballot. It is the Chairperson`s proposal that the Regional Committee suspend the Rules of Procedure of the Regional Committee insofar as they enable voting by secret ballot. This suspension will allow the Regional Committee to proceed with a special session by videoconference in full accordance with the rules of procedure. F. Video Conferencing Arrangements • To ensure smooth and uninterrupted connection for Honorable Delegates, Member States have been requested to confirm whether they would attend from their own offices or avail the facilities from WHO. Where honorable delegates will be joining from their respective offices, WHO colleagues have been requested to help coordinate testing up to and on the date of the meeting.