• • Tasks
  • Working Group
  • Secretariat
  • Terms of Reference

• Partner

• 
• Union of the Baltic Cities
• 
• Commission on Youth Issues
• 
• BSSSC
• 
• Baltic Sea Net

• Council of the
  Baltic Sea States

Terms of Reference

Terms of Reference 2006-2008

1. Aims of the Baltic Sea cooperation in the youth field

The aim of the Baltic Sea co-operation in the field of youth policy is to promote an active participation of young people, encourage youth exchange in order to promote a better understanding and knowledge of the Baltic Sea countries. The aim is furthermore to highlight the potential of young people and to recognise young people as resource. This should be done by supporting youth cooperation through information and counselling and by promoting the development of youth policies, through exchange of experiences, knowledge and common project.

2. Tasks of the Baltic Sea Working Group on Youth Affaires (WGYA)

The tasks of the WGYA are based on the general objectives in the Visby and the Vilnius Plan of Action. The tasks of the WGYA are to implement these through the work plan adopted yearly by the WGYA. The WGYA is responsible for the intergovernmental cooperation on youth affairs between the Baltic Sea States. The WGYA shall:

• promote youth cooperation in the Baltic Sea Region,
• promote intergovernmental co-operation in the Baltic Sea Region
• function as a forum for exchange of experiences and knowledge to contribute to youth policy developments in the Baltic Sea Countries
• cooperate with the Baltic Youth Forum and the national youth councils in the Baltic Sea region
• encourage close co-operation between the governmental and non-governmental actors in the field of youth policy
• encourage co-operation with other working groups of the CBSS especially the Working Group for cooperation on Children at Risk
• promote a cross-sectoral approach to youth policies taking in consideration co-management and co-decision making. Support active youth participation in the civil society and in democratic processes in general.

The WGYA shall therefore:

• decide on and implement the work plan
• decide about the operation of a secretariat to realise there tasks.

3. Membership in the WGYA

Members of the CBSS are members of the WGYA (Denmark, Estonia, Finland, Germany, Iceland, Latvia, Lithuania, Norway, Poland, Russia and Sweden). Each Ministry responsible for Youth Affaires should nominate one member and at least one deputy as members of the working group.

4. Observers

The Baltic Youth Forum (BYF) and the European Commission have a permanent observer status at the meetings of the WGYA.

5. Finances

The financial contributions of the member states to the work of the WGYA are stated in a separate document. The WGYA take decisions on the annual budget for the cooperation.

6. Decision making and quorum

The quorum is given, if at least 6 of the members are present at the meeting. The Working Group should strive for consensus. If consensus cannot be reached then decisions are taken by a 2/3 majority of the members present. Every member state has one vote.

7. Chairmanship of the WGYA

The country holding the chairmanship of the CBSS should have the chairmanship of the WGYA and host the meeting. If a country is not prepared to hold the chairmanship the WGYA will decides on a new chair.

8. Executive group

Within the WGYA there is an executive group of three countries consisting of the representatives from the chairmanship country of the WGYA, incoming chairmanship country and one representative who is appointed by the WGYA. Geographical balance should be secured. The chair of the WGYA is the chair of the executive group. The group will meet if considered necessary. The executive group is responsible for operational decisions between the meetings of the WGYA. The decisions shall be based on the working plan and the budget of the WGYA. The other members and the observers of the WGYA shall immediately be informed about the decisions taken. The executive group is responsible for sending out a financial report, yearly, together with recommendations from the executive group for adoption of the WGYA. The members of the executive group are responsible for one year.

9. Meetings of the WGYA

The WGYA meets once a year, preferably in September or October. If considered necessary the WGYA, or the Executive group, can decide on an extra meeting. The convocation and draft agenda should be sent out at least three weeks before the meeting. Working papers for the meetings of the WGYA, should be sent out one week before the meeting. The costs of hosting the meeting, (meeting room and meals) are covered by the hosting country. These costs are additional to the agreed financial contributions to the WGYA. The travel costs and cost for the accommodation have to be covered by the participants. Travel and accommodation costs of the representative of the BYF will be covered by the budget of the WGYA. The WGYA can decide on exceptions from these rules. The WGYA can also invite experts to the meeting.

10. Working language

The working language is English.

11. Changing the terms of reference

These terms of reference can be changed or amended by the Member States.

Terms of Reference 2003-2005

The tasks of the WG (on Youth Affairs) are defined by the Visby and the Vilnius Plans of Action. The WG is responsible for the intergovernmental cooperation on youth affairs between the Baltic Sea States.

The WG shall:

• promote youth cooperation in the Baltic Sea Region,
• promote a cross-sectoral approach of working with youth issues within the CBSS
• follow up the implementation of the Visby and Vilnius Plans of Action,
• take the decisions about the annual work plan and the annual budget for the Baltic Sea Secretariat for Youth Affairs,
• function as a forum for exchange of experiences for the national ministries and
• cooperate with the Baltic Youth Forum.

1. Membership in the WG

Members of the WG are the Baltic Sea States (Denmark, Estonia, Finland, Germany. Iceland, Latvia, Lithuania, Norway, Poland, Russia, Sweden) and the European Commission. They are represented by their ministries responsible for youth affairs. Each member nominates one representative for the meetings of the WG eligible to vote and also nominates a deputy.

• Observers and Guests
• The Regional Youth Council of Schleswig-Holstein (RYC SH) as the administrative body of the Secretariat will, as long as the Secretariat is located in Kiel, be a permanent observer in the Working Group. The Baltic Youth Forum (BYF) has a permanent observer status at the meetings of the WG and is invited to send one representative to the WG meetings.

The observers are not eligible to vote.

The WG can invite guests to the meeting. Cost for one representative of the BYF and for one representative from the RYC SH will be covered by the Secretariat.

2. Finances

The financial contributions of the WG member countries are defined in the agreement on the mandate of the Baltic Sea Secretariat. The members will decide on the contributions in kind.
Member countries of the WG that do not contribute in cash or in kind to the budget of the Secretariat cannot vote or decide on financial and/or budgetary questions.

3. Decision making and quorum

The quorum is given, if at least 6 of the members are present at the meeting. The Working Group should strive for consensus. If consensus cannot be reached then decisions are taken by a 2/3 majority of the members present and eligible to vote. The backup information, i.e. agenda and working papers for the meetings of the WG, should be sent out at least 3 weeks before the next meeting.

4. Advisory Group

Within the WG there is an advisory group consisting of the representatives of the outgoing, present and incoming countries chairing the CBSS. Where necessary the Secretariat can consult this group for guidance or support. The advisory group takes its decisions on the basis of the working plan of the Secretariat, acts as a special adviser and counselor to the Secretariat and stays in close contact with it. The other members will be informed after the decision was taken.

5. Meetings of the WG

The WG shall meet twice a year. Until the end of the term of the current mandate of the Secretariat, Germany hosts the meetings once a year. The hosting of the second meeting rotates between the members according to the CBSS presidency, unless otherwise decided.

The costs of hosting the meeting, (i.e. board and lodging, meeting room) are covered by the hosting country. These costs are additional to the regular contribution to the Secretariat. The travel costs have to be covered by the participants. The WG can decide on exceptions from these rules.

6. Chairmanship of the WG

The country holding the chairmanship of the CBSS also holds the chairmanship of the WG, unless otherwise decided.

7. Working language

The working language for the WG is English.

8. Tasks of the Secretariat

The Secretariat supports the members according to the Visby/Vilnius Plans of Action and the agreement on the mandate of the Secretariat. The Secretariat implements the decisions made in the WG.

The Secretariat prepares the meetings of the WG in close cooperation with the advisory group and the hosting country.

On the basis of the working plan, or by decision at meetings of the WG, the Secretariat can get a mandate from the WG to act on its behalf.

The Secretariat reports on its activities throughout the year. Additionally, at the beginning of each year, the Secretariat gives a audited written financial and narrative report for the previous year.

9. Changing the terms of reference

These terms of reference can be changed or amended by consensus of the WG members.