Rules of Procedure for APLMF Collaborations

The Asia-Pacific Legal Metrology Forum (APLMF) first published the Directory of Legal Metrology in the Asia-Pacific in 1995 and 1998. Provided by legal metrology authorities in the Asia-Pacific region, it contains vast information on the legislation, institutional and operational aspects of legal metrology and thus facilitates understanding of each of the national legal metrology systems, building confidence, and developing mutual recognition among those authorities in the region.

Information is added as Member Economies provide it.

Effective Date of Agreement: 1 October 2003

Article I - Scope
Article 2 - Terms of Reference of the APLMF
Article 3 - Membership
Article 4 - President
Article 5 - Collaboration
Article 6 - Working Parties
Article 7 - APLMF Secretariat
Article 8 - Meeting Requirements
Article 9 - Meeting Procedures
Article 10 - Business Correspondence
Article 11 - Amendment of Rules of Procedure.

Article I - Scope

These Rules of Procedure shall apply to APLMF meetings organised within the ambit of APLMF and to the organisation of Collaborative Projects.

Article 2 - Terms of Reference of the APLMF

The APLMF meets to plan and review the activities of APLMF and to discuss its aims and specific tasks.

Article 3 - Membership

3.1       Each Member shall appoint one person as the APLMF delegate and inform the President of the appointment. The Member shall advise the President of any changes in this appointment and of any observers nominated by the Member.

3.2      Each Member shall inform the President of the name, address and contact details of their appointed Delegate. The Delegate should have the authority to commit the Members to participate in Forum activities.

3.3       Each Delegate may be supported at APLMF meetings by observers but only the Delegate may vote for their economy. Each member economy shall be only entitled to one vote.

3.4       The Forum President may invite additional observers to specified meetings. Observers shall not be able to vote.

3.5       Corresponding Members: The same rules for Members shall apply for Corresponding Members, except that Corresponding Members do not have the right to vote.

Article 4 - President

4.1       The President shall be elected from among its Delegates at an APLMF meeting.

4.2       The President's term of office shall be two years ending at the first meeting following the completion of this term.

4.3       In the event of the President's term of office coming to an end prematurely, a new President shall be nominated by the President's member economy subject to the endorsement by the Executive Committee.

4.4       The President may be elected for only one further consecutive term of office.

4.5       The President shall ensure the effective operation of the APLMF Secretariat.

4.6       The President shall seek appropriate funding to assist Members to attend meetings, conferences and workshops when necessary.

4.7       The President shall be responsible for facilitating APLMF intercomparison programs.

4.8       The President shall maintain links between APLMF and other Regional bodies involved in measurement standards, pattern approval, testing and conformance, and other regional metrological bodies.

4.9       The President shall represent APLMF as appropriate, at Asia–Pacific Economic Cooperation (APEC) fora and inform Members of relevant APEC initiatives and recommendations.

4.10     The President shall facilitate the publication of the APLMF Newsletter and other publications.

4.11     The President shall ensure that the APLMF Directory of Legal Metrology is regularly updated, and all Members shall make every effort to assist in the compilation of this Directory and keeping the information up-to-date.

Article 5 - Collaboration

5.1       APLMF Members shall submit to the President for circulation to Delegates, details of projects, seminars, training and workshops for which they wish to seek collaboration within the APLMF.

5.2       The collaborating organisation shall appoint a Project Coordinator as the contact point for each Collaborative Project. The Project Coordinator shall be responsible for keeping the President informed of progress in that project.

5.3       The Project Coordinator shall submit a Management Plan for each Collaborative Project to the President who shall arrange for its distribution to all Delegates.

5.4       None of the foregoing Rules of Procedure shall restrict Member economies from entering into other agreements on individual projects as they see fit.

Article 6 - Working Parties

6.1 The APLMF may set up working groups to undertake specific tasks, which are limited in time and have clearly defined terms of reference.

6.2 Members of working groups may be either Delegates or persons nominated by Delegates.

Article 7 - APLMF Secretariat

7.1       The Secretariat for the APLMF shall be provided by the Member economy of the President. If this cannot be achieved, the President may request help from some other source.

7.2       The Secretariat shall assist the President in the administration of the APLMF.

7.3       The Secretariat shall ensure that written details of collaborations are circulated to all Delegates.

7.4       The Secretariat shall be responsible for producing a regular APLMF Newsletter.

7.5       The Secretariat shall maintain a complete set of APLMF publications and details of the APLMF Membership.

7.6       A retiring Secretariat shall use best efforts to ensure the efficient transfer of all Forum records and other material to the succeeding Secretariat.

Article 8 - Meeting Requirements

8.1       The APLMF shall meet as often as required but at least once per year.

8.2       The President in consultation with the Members shall decide the place and date of the meeting. The President shall convene the meeting at least ten weeks in advance.

8.3       The host economy for each Forum meeting shall nominate the Chair for the Forum meeting.

8.4       Delegates shall be asked to inform the President of items they wish to have included on the agenda at least seven weeks in advance of the meeting, unless the meeting is convened under Article 8.5.

8.5       A meeting may also be called at the initiative of the President or at least four Economies specifying the items to be discussed, within a minimum of six weeks notice.

8.6       Delegates shall be sent a draft agenda at least four weeks in advance of all meetings.

8.7       The agenda of all meetings shall be decided by the Forum at the start of the meeting.

Article 9 - Meeting Procedures

9.1       Eight Economies shall constitute a quorum.

9.2       The Forum shall attempt to reach decisions by unanimous consensus whenever possible.

9.3       In any event, all decisions shall be based upon at least a simple majority of votes cast.

9.4       If member Economies are unable to be present at a meeting, they may empower another member Economy to vote on their behalf, provided the
President is notified in writing.

9.5       A draft report of the APLMF meeting, including decisions, shall be circulated to all Forum members within one month of the meeting.

Article 10 - Business Correspondence

The APLMF may undertake any decisions or other business it wishes between meetings by correspondence involving all Delegates.

Article 11 - Amendment of Rules of Procedure

These Rules of Procedure shall only be amended by a majority of at least two thirds of Economies voting.