Guidelines concerning observer status of international non-governmental organisations in the International Organisation of Vine and Wine

Status: In force

Guidelines concerning observer status of international non-governmental organisations in the International Organisation of Vine and Wine

RESOLUTION AGE 4/2007

GUIDELINES CONCERNING OBSERVER STATUS OF INTERNATIONAL NON-GOVERNMENTAL ORGANISATIONS IN THE INTERNATIONAL ORGANISATION OF VINE AND WINE

THE GENERAL ASSEMBLY OF THE INTERNATIONAL ORGANISATION OF VINE AND WINE,

CONSIDERING that the Strategic plan of OIV 2005-2008 adopted on 14 October 2005 by the Extraordinary General Assembly of the OIV provided in point B.1.1 to establish criteria for the selection of international organisations with which the OIV should interact,

IN VIEW of chapter II of the Agreement of 3 April 2001 establishing the International Organisation of Vine and Wine and particularly article 3.5 related to observers,

IN VIEW of article 3.2.c of Title I « General Provisions » of the Internal Rules related to international non-governmental organisations which may be Observers,

DECIDES, by consensus, to introduce in Title I « General provisions » of the Internal Rules an appendix entitled:

GUIDELINES CONCERNING OBSERVER STATUS OF INTERNATIONAL NON-GOVERNMENTAL ORGANISATIONS IN THE INTERNATIONAL ORGANISATION OF VINE AND WINE

1.      OBJECTIVE

In accordance with the provisions of article 26 of the Internal Rules of Procedure of the OIV, the purpose of collaboration with international non-governmental organisations is to enable the International Organisation of Vine and Wine to exchange information and professional views in addition to mutual assistance from specialists from the said organisations.

Relations with said organisations shall aim at enabling the International Organisation of Vine and Wine to accomplish its objectives by maintaining and developing the best cooperation possible to pursue the objectives of the OIV, as set out in the Agreement of 3 April 2001 with international non-governmental organisations and to implement its strategic plan.

2.      TYPES OF RELATIONS

Only the category of observers shall be recognised for this type of international organisation as per article 3.2 paragraph c of the Internal Rules of Procedure.

3.      CRITERIA FOR ELIGIBILITY:

International non-governmental organisations wishing to obtain observer status must:

  1. Have a structure and an international field of activity with an international outlook and be representative of a specialised field where the organisation is engaged in activities; if representation is not worldwide it must be made up of members representing  public territorial communities on a subnational level of recognised expertise;
  2. Have activities which coincide in part or completely with the responsibilities of the International Organisation of Vine and Wine as set out in article 2 paragraph 2 of the Agreement of 3 April 2001:
  3. Have goals and objectives in accordance with the Agreement of 3 April 2001 establishing the International  Organisation of Vine and Wine; 
  4. Have a permanent policy-making body, duly authorised representatives, and a procedure and mechanism to enable communication with their members in different countries. Their members must have decision-making authority within these organisations on policies to follow and action proposals or have other appropriate means to express their opinions; and
  5. Have a proven reputation in a particular field of expertise.

In the case of several NGO with similar objectives, interests and points of view in a given field,  they shall be invited to form a committee or another body together representing the group in view of obtaining observer status with the OIV.

4.      PROCEDURE TO OBTAIN "OBSERVER STATUS"

In accordance with articles 3.2 paragraph c and 3.3 and 7.1 paragraph l of the Internal Rules, all requests for "observer status" shall be presented by the Director General to the Executive Committee for approval following the opinion of the Scientific and Technical Committee.

This written request shall include the following information (in one of the official languages of the OIV):

  1. Official names (s) of the organisation (with initials);
  2. Complete postal address, telephone, fax and e-mail address, and web site where available;
  3. Objectives and field (mandate) of the organisation, operating mode (Include statutes, constitutional instrument, regulations, deliberations (or any other official acts) of the decision making body requesting observer status from the OIV;
  1. Members (name and address of each organisation and related firms, method of affiliation, indicate the number of members if possible, and the names of main persons in charge. If there are individual members in the organisation, please indicate approximate number from each country);
  2. Structure (assembly or conference); council or other governing body: type of general secretariat; commissions on particular issues, where relevant;
  3. Indication of source of financing (for example contributions, direct financing, outside contributions or subsidies);
  4. Meetings (indicate the frequency and average number of participants; send last two annual activity reports and the report from the last meeting, including resolutions adopted );
  5. Relations with other international organisations (indicate consultative status or other relations, where relevant)
  6. Field(s) of activity in which participation as observer is requested (commissions and/or sub-commissions and/or expert groups), while demonstrating realisations made in the field(s);
  7. Language (English, French, Spanish, Italian or German) in which documentation shall be sent to international non-governmental organisations;
  8. Name, position and person in charge of relations with the OIV;
  9. And date and signature (name and position of signatory)

5.      PRIVILEGES AND OBLIGATIONS

International non-governmental organisations with observer status shall have the following privileges and obligations:

5.1.      PRIVILEGES OF INTERNATIONAL NON-GOVERNMENTAL ORGANISATIONS GRANTED "OBSERVER STATUS"

In accordance with article 3.4 of the Internal Rules, organisations granted observer status:

  1. May attend[1] the General Assembly and may intervene[2] in the working sessions of the Commissions, Sub-commissions and groups of experts;
  2. Receive documents and information concerning the meetings;
  3. May, under the responsibility of their policy-making body, submit written exposés; 

5.2.      OBLIGATIONS OF INTERNATIONAL NON-GOVERNMENTAL ORGANISATIONS GRANTED "OBSERVER STATUS"

Organisations granted observer status agree to:

  1. Cooperate with the International Organisation of Vine and Wine in order to carry out objectives of the OIV;
  2. Support the work of the OIV and promote the circulation of information on its activities;
  3. Present their reports and publications on an annual basis concerning their activities to the Director General;
  4. Keep the Director General of the OIV up-to-date on modifications made on their objectives, structure, and composition, as well as important changes made by their secretariat; 
  5. Pay an annual financial contribution in accordance with article 3.5 of the Internal Rules;

and

  1. Use one of the official languages in their relations with the OIV.

6.      DISCONTINUANCE OF "OBSERVER STATUS"

6.1. Observer status granted to an international non-governmental organisation can be revised conditions which lead the OIV to grant this status have been modified requiring a review of this observer status. The Executive Committee shall decide on revising observer status.

6.2. In accordance with article 3.5 of the Internal Rules of Procedure of the OIV, and in the event of non-payment of three successive annual financial contributions, the Director General of the O.I.V shall notify the beneficiary granted “observer status”. If the situation is not regularised during the two years following the thirty-first of December of the third year of non-payment, the beneficiary granted « observer status » in question shall be automatically excluded from the Organisation. The Director General shall notify this exclusion to the concerned observer status members and shall inform the Executive Committee.

6.3. In accordance with article 3.5 of the Internal Rules of Procedure of the OIV, any observer may withdraw from the Organisation at any time, following six months written notice addressed to the Director General of the O.I.V. Such Observers shall be liable for their financial contribution, calculated prorata temporis, to the effective date of their withdrawal.

[1] Attend: To receive official documents (such as agendas, reports, minutes of meetings) and to be present at meetings of the Organisation's constituent bodies. Does not include the possibility to intervene or contribute to the making of decisions

[2] Intervene: To “attend” plus to be able to present documents and to give an opinion at meetings (taking into account the precedence of Members followed by Observers followed by others, on invitation from the President and with the agreement of official participants) without contributing to the making of decisions