Regulations for holding meetings of the Representative Organization of the Advisory Council of the Heads of Protestant Churches in Russia (ACHPCR) in (region/city or town)
The format of the discussion and adoption of joint decisions within the Representative Organization involves quarterly meetings of all members of the RO ACHPCR, that are being regulated by the Regulations and the Code of Behavior of the RO ACHPCR.
1. Duration and frequency of meetings.
1.1. Meetings are held once every quarter, with dates and frequency adjusted by the RO ACHPCR.
1.2. Duration of meetings is 3 hours, it ranges from 1 to 7 p.m. In exceptional circumstances, meetings might last up to 1 hour longer.
2. Location of meetings.
Meetings of the RO are held alternately at locations hosted by the next meeting chair's church, or at the location presented by any ACHPCR member church. The chairperson of the meeting is responsible for the technical preparation and the conduct of the session.
3. Preparation of meeting.
3.1 The agenda for the upcoming meeting is developed by the chairperson based on suggestions from all members of the RO ACHPCR.
3.2 The agenda should not be overloaded; the number of items to be discussed should not exceed seven topics, including reviewing the minutes from the previous meeting and discussing miscellaneous topics.
For each topic on the agenda, a presenter is being designated, who introduces the issue and proposes a solution.
3.3 Information on specific points of the agenda may be presented by individuals directly involved in the issue being discussed. However, these persons attend only those parts of the meeting that pertain to their particular issue. If the Advisory Council decides otherwise, they may be allowed to attend other discussions. The Final agenda and the list of invitees are agreed with all RO members no later than 1 (one) week before the meeting. This information is sent to all members and invited guests within this period.
3.4 The precise address and the time of the meeting are being added to the agenda and the draft solutions, they are provided to members of the RO no later than 1 (one) week before the meeting. This document includes:
4. Conduct of meeting.
4.1. Meetings are held in accordance with the rules set out in the General Provisions of the RO ACHPCR in (region/city or town), the Code of Conduct of RO members as well as these Regulations.
4.2. All members of the RO ACHPCR, including church, union association heads participate in the meetings; their replacement by deputies is only permitted in force majeure circumstances. Deputies and assistants may attend the meetings alongside the primary participants. If one of the chairpersons cannot attend the meeting, the matter of holding the meeting is resolved collectively, depending on the circumstances. For example, if the absent person is either the next chairperson or the speaker on a major topic, the meeting is postponed. If there are two missing chairs, the meeting is canceled.
4.3. Meetings begin and end with a common prayer.
4.4. The meeting agenda should include the following sections: approval of the agenda for the upcoming meeting, then approval of the minutes from the previous meeting (with clear formulations of solutions for each issue discussed). Next, discussion of substantive issues. At the end of the meeting, the chair suggests the draft of the next meeting's agenda of a purely preliminary nature.
Recommended structure for discussing the agenda issues:
a) Presentation of the issue – up to 5 minutes;
b) Discussion of the issue – up to 20 minutes;
c) Formulation of the solution – up to 3 minutes.
5. Rules governing interaction and communication form and style during discussions (see the Code of Conduct for ACHPCR members.
6. Chairman.
The chairperson leads the meeting and monitors execution of the General Provisions, the Code of Conduct and Regulations for holding meetings of the RO ACHPCR
He/she especially ensures that
- the discussion stays within the bounds of the approved agenda;
- unprepared questions are being removed from the agenda in a timely manner;
- the discussion stays within the bounds of the approved time, both for individual agenda issues and for the entire meeting;
- equal opportunities for all participants in the meeting to express their position;
- the discussion is conducted in a businesslike manner, but at the same time the personal dignity of those present and absent is respected.
7. Secretary.
The secretary Records all meetings of the ACHPCR, as well as performs the following functions:
The format of the discussion and adoption of joint decisions within the Representative Organization involves quarterly meetings of all members of the RO ACHPCR, that are being regulated by the Regulations and the Code of Behavior of the RO ACHPCR.
1. Duration and frequency of meetings.
1.1. Meetings are held once every quarter, with dates and frequency adjusted by the RO ACHPCR.
1.2. Duration of meetings is 3 hours, it ranges from 1 to 7 p.m. In exceptional circumstances, meetings might last up to 1 hour longer.
2. Location of meetings.
Meetings of the RO are held alternately at locations hosted by the next meeting chair's church, or at the location presented by any ACHPCR member church. The chairperson of the meeting is responsible for the technical preparation and the conduct of the session.
3. Preparation of meeting.
3.1 The agenda for the upcoming meeting is developed by the chairperson based on suggestions from all members of the RO ACHPCR.
3.2 The agenda should not be overloaded; the number of items to be discussed should not exceed seven topics, including reviewing the minutes from the previous meeting and discussing miscellaneous topics.
For each topic on the agenda, a presenter is being designated, who introduces the issue and proposes a solution.
3.3 Information on specific points of the agenda may be presented by individuals directly involved in the issue being discussed. However, these persons attend only those parts of the meeting that pertain to their particular issue. If the Advisory Council decides otherwise, they may be allowed to attend other discussions. The Final agenda and the list of invitees are agreed with all RO members no later than 1 (one) week before the meeting. This information is sent to all members and invited guests within this period.
3.4 The precise address and the time of the meeting are being added to the agenda and the draft solutions, they are provided to members of the RO no later than 1 (one) week before the meeting. This document includes:
- Current agenda listing speakers;
- List of invited attendees;
- Materials covering the discussion topics;
- Draft solutions for each item on the agenda;
- Draft of future agenda.
4. Conduct of meeting.
4.1. Meetings are held in accordance with the rules set out in the General Provisions of the RO ACHPCR in (region/city or town), the Code of Conduct of RO members as well as these Regulations.
4.2. All members of the RO ACHPCR, including church, union association heads participate in the meetings; their replacement by deputies is only permitted in force majeure circumstances. Deputies and assistants may attend the meetings alongside the primary participants. If one of the chairpersons cannot attend the meeting, the matter of holding the meeting is resolved collectively, depending on the circumstances. For example, if the absent person is either the next chairperson or the speaker on a major topic, the meeting is postponed. If there are two missing chairs, the meeting is canceled.
4.3. Meetings begin and end with a common prayer.
4.4. The meeting agenda should include the following sections: approval of the agenda for the upcoming meeting, then approval of the minutes from the previous meeting (with clear formulations of solutions for each issue discussed). Next, discussion of substantive issues. At the end of the meeting, the chair suggests the draft of the next meeting's agenda of a purely preliminary nature.
Recommended structure for discussing the agenda issues:
a) Presentation of the issue – up to 5 minutes;
b) Discussion of the issue – up to 20 minutes;
c) Formulation of the solution – up to 3 minutes.
5. Rules governing interaction and communication form and style during discussions (see the Code of Conduct for ACHPCR members.
6. Chairman.
The chairperson leads the meeting and monitors execution of the General Provisions, the Code of Conduct and Regulations for holding meetings of the RO ACHPCR
He/she especially ensures that
- the discussion stays within the bounds of the approved agenda;
- unprepared questions are being removed from the agenda in a timely manner;
- the discussion stays within the bounds of the approved time, both for individual agenda issues and for the entire meeting;
- equal opportunities for all participants in the meeting to express their position;
- the discussion is conducted in a businesslike manner, but at the same time the personal dignity of those present and absent is respected.
7. Secretary.
The secretary Records all meetings of the ACHPCR, as well as performs the following functions:
- Provides technical assistance to the chairman in preparing the meeting.
- Prepares the minutes of the previous meeting for approval at the subsequent meeting and its signing by the chairmen.
- Together with the Expert Council ACHPCR, prepares the draft of the next meeting's agenda for approval at the co-chairmen meeting.