Appendix ANNEX B Terms of reference of special working groups established under the Cooperation Agreement on Partnership and Development between the European Union and its Member States, on the one part, and the Islamic Republic of Afghanistan, of the other part
The special working groups may discuss the implementation of the Agreement in the areas they cover. They may also discuss subjects or specific projects related to the relevant area of bilateral cooperation.
The special 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.
The special working groups shall be composed of representatives of the Parties.
The special working groups may invite experts to their meetings and may hear them regarding specific points on the agenda.
The special working groups shall be chaired by the Party chairing the Joint Committee.
A representative of the European Union and a representative of the Government of Afghanistan shall act jointly as Secretaries of the special working groups.
The special working groups shall meet whenever circumstances require, on the basis of a written request from either Party, and at least once a year. Each meeting shall be held at a place and date commonly agreed by the Parties.
Where one Party requests a meeting of a special working group, the Secretary of the other Party shall reply within 15 working days of receipt of that request. In cases of particular urgency, a meeting of a special working group may be convened at shorter notice, subject to the agreement of the Parties.
Meetings of the special working groups shall be jointly convened by the two Secretaries.
Either Party may request the Chair to place an item on the agenda of a meeting of a special working group. Items for inclusion on the agenda shall be submitted to the Secretaries at least 15 working days before the date of the meeting in question. Any supporting documentation shall be provided to the Secretaries at least 10 working days before the meeting.
The Secretaries shall communicate the draft agenda to the Parties not later than 5 working days before the meeting. In exceptional circumstances, upon agreement of the Parties, items may be added to the agenda at short notice.
The Secretaries shall jointly draw up draft minutes of each meeting.
The meetings of the special working groups shall be held behind closed doors, unless the Chair, in agreement with the Parties, decides that the meeting shall be public.