Terms of Reference of the Specialised Working Groups established under the Framework Agreement on Comprehensive Partnership and Cooperation between the European Union and its Member States, of the one part, and the Kingdom of Thailand, of the other part
ANNEX IISupplementary provisions
ANNEX II Terms of Reference of the Specialised Working Groups established under the Framework Agreement on Comprehensive Partnership and Cooperation between the European Union and its Member States, of the one part, and the Kingdom of Thailand, of the other part Article 1 1. At its meetings, each specialised working group may deal with the implementation of the Agreement in the areas it covers. 2. The specialised working groups may also discuss subjects or specific projects related to the relevant area of bilateral cooperation. 3. Individual cases may also be raised when either Party requires. Article 2 The specialised working groups shall work under the authority of the Joint Committee. They shall report and transmit their minutes and conclusions to the Chair of the Joint Committee within 30 calendar days after each meeting. Article 3 Each specialised working group shall be composed of representatives of the Parties competent for the matters it covers. Upon agreement of the Parties, the specialised working groups may invite experts to their meetings and may hear from them regarding specific points on the agenda, as appropriate. Article 4 The specialised working groups shall be chaired by the Parties alternately, according to the rules of procedure of the Joint Committee. The other Party shall act as Co-Chair. The Chair and Co-Chair shall be a representative of the authority competent for the matters covered by each body. Article 5 A representative of the European External Action Service and a representative of the Ministry of Foreign Affairs of Thailand shall act jointly as Secretaries of the specialised working groups, unless otherwise determined by each Party based on the tasks of the given specialised working group. All communications concerning the specific specialised working groups shall be forwarded to the two Secretaries. Article 6 1. The specialised working groups shall meet not less than every two years in Bangkok and Brussels alternately. Each meeting shall be held at a place and date agreed by the Parties. 2. Upon receipt of a request by one of the Parties for a meeting of a specialised working group, the Secretary of the other Party shall reply within 15 calendar days. 3. In cases of particular urgency, specialised working groups meetings may be convened at shorter notice, subject to the agreement of both Parties. 4. If both Parties agree, the meetings of the specialised working groups may exceptionally be held by means of video- or teleconference. 5. Before each meeting, the Chair and Co-Chair shall be informed of the intended composition of the delegation of both Parties. 6. Meetings of the specialised working groups are convened jointly by the two Secretaries. Article 7 Items for inclusion on the agenda shall be submitted to the Secretaries at least 20 calendar days prior to the date of the specialised working group meeting in question. Any supporting documentation shall be provided to the Secretaries at least 15 calendar days before the meeting. The Secretaries will communicate the draft agenda no later than 10 calendar days before the meeting. The agenda shall be finalised upon the agreement of both Parties. In exceptional circumstances, upon agreement of the Parties, items may be added to the agenda at short notice. Article 8 1. Minutes shall be taken for each meeting. 2. Unless otherwise decided, specialised working groups’ meetings shall not be public. Article 9 1. Each Party shall meet any expenses it incurs as a result of participating in the meetings of a specialised working group with regard to staff, travel, and subsistence expenditure as well as postal and telecommunications expenditure. 2. Expenditure in connection with the organisation of meetings and reproduction of documents shall be borne by the Party hosting the meeting. Article 10 For other aspects not covered by these terms of reference, the rules of procedure of the Joint Committee shall apply by analogy.