Rules of Procedure Committee

Background

An association of retired and former international civil servants brings together individuals with diverse institutional backgrounds, governance cultures, and procedural traditions. While this diversity is a strength, it also necessitates a clear, consistent, and transparent set of rules of procedure to guide the association’s operations. 

Rules of Procedure are living tools. They need periodic review to stay effective, fair and relevant. The AFICS ROP which was developed and established in 2022 and subsequently adopted by the General Assembly in 2024 now requires review and updating to allow refining of procedures, as well as eliminate ambiguities and possible gaps in the rules. In view of this, the 2022 ROP Committee has been reconvened with two additional members to conduct this year's review.

Purpose

The Committee on Rules of Procedure (hereafter referred to as the "Committee”) shall serve as the advisory and monitoring body responsible for the review, updating, interpretation and implementation of the Association’s governing rules and procedural frameworks.

Objectives

The Committee shall ensure that the Association’s governance documents (By-Laws, policies, and internal regulations, i.e. Rules of Procedure) remain coherent, clear, up-to-date, and aligned with best practices in international organizations and nonprofit governance by: 

• • reviewing the ROP and recommending amendments as required.

  • updating and improving the ROP and procedural frameworks to reflect evolving needs, legal considerations, and organizational growth.

It shall provide authoritative guidance on interpretation of rules, thereby minimizing ambiguity and disputes.

It shall promote adherence to principles of good governance (fairness, transparency, and accountability in decision-making processes).

Membership: 

• The Committee, established by the President with the assistance of the Executive Committee, shall consist of 5 to 7 members led by a Chairperson or co-Chairs, elected from among its members.

• There shall also be a Vice-Chairperson (optional) and a Rapporteur or Secretary.

• The Members should preferably have experience in governance or administration in international organizations, legal, parliamentary or procedural matters.

• The Chair shall recruit AFICS-Phil members as volunteers to support the work of the Committee, taking into account the above-mentioned desirable professional experience.

• Additional volunteers may be engaged on an ad hoc basis to support specific assignments or analytical and research work without being appointed as regular members of the Committee.

• The Committee’s term of office shall be two years, co-terminus with the leadership that established and convened it.

Meetings

The Committee shall meet quarterly and ad hoc, as required. 

For this year's periodic review, the Committee met during the first quarter of the year (April) for the purpose of initiating the year’s tasks and determining the frequency and timings of meetings required based on issues already identified or deemed to be just emerging.

In addition to scheduled reviews, the Committee shall also meet immediately as and when there are significant event-driven situations such as audit findings, changes in leadership or applicable laws and regulations. 

Meetings may be conducted virtually or in person.

Decisions shall be made by consensus, or where necessary, by majority vote.

Reporting:

The Committee shall report to the President or the Executive Committee.

It shall submit an annual report of activities, as well as reports of its deliberations and specific recommendations on proposed amendments or procedural changes.

Objective 1: To review the ROP and recommend amendments as required 

Output 1: First draft revision of ROP

Objective 2: To update and improve the ROP and procedural frameworks to reflect evolving needs, legal considerations, and organizational growth.

Output 2: Second and pre-final draft

Objective 3: To finalize the revision for submission to the Executive Committee.

Output 3: Revised Rules of Procedure