P-PG /MinConf (2010) 4
12 October 2010
The Pompidou Group:
Mission, organisation, governance & working methods
I. Mission
1. The scope and purpose of the Pompidou Group
1.1. The Co-operation Group to Combat Drug Abuse and Illicit Trafficking in Drugs (Pompidou Group) is an inter-governmental body formed in 1971 at the initiative of the late French President Georges Pompidou.
1.2. In 1980 the Group was incorporated into the institutional framework of the Council of Europe as an Enlarged Partial Agreement and at present it comprises 35 member states (Resolution (80) 2 of the Committee of Ministers of the Council of Europe). The European Commission is a participant to the Group since 1986.
1.3. Since 1990, technical co-operation has been extended to countries of central and Eastern Europe
which are not members of the Pompidou Group. Furthermore, non-European countries, like Canada, the USA, Australia and Mexico have been invited to take part in activities, as well as other international institutions and agencies such as the European Union, in particular the European Commission, the European Monitoring Centre for Drugs and Drug Addiction and EUROPOL; the United Nations, in particular UNODC, INCB, UNAIDS, WHO, as well as WCO and Interpol.
1.4. Since 1999 the Group has also developed co-operation activities for and with non member States from the Mediterranean Basin.[1]
2. Role
The role of the Pompidou Group (PG), and its added value in comparison to other international organisations and agencies, continues to lie with its capacity to be a forum of open debate, a think-tank for innovative ideas, and to be a facilitator for linking policy-research-practice. This will be achieved by:
2.1.Bringing together government expertise from different levels (national, regional and local) and disciplines to ensure real-time connection with developments and trends.
2.2.Linking in expertise from research and professional practice to ensure cohesive and efficient policy implementation.
2.3.Incorporating contacts with civil society and the private sector as actors of increasing relevance in areas of concerns for policies in different spheres (health care and social services, trans-frontier transport and aviation, manufacturing of precursor products etc.).
2.4.Bridging EU and non-EU countries in Europe, connecting Europe with neighbouring countries and regions, and by being the inter-face between European countries for the exchange of new ideas and models of best practice.
3. Aims
In fulfilling its core mission to combat drug abuse and illicit trafficking in drugs the PG contributes to the development of effective and evidence-based drug policies in its Member States. This is achieved by:
3.1.Linking policy, practice and research: developing perspectives based on scientific evidence, professional experience and political feasibility by engaging policy makers, researchers and practitioners in the work of the Group.
3.2.Bridging in Europe and beyond: fulfilling the mission of an Enlarged Partial Agreement by cooperating with all countries in Greater Europe, beyond the Council of Europe, and with its neighbouring regions;
3.3.Providing a forum for open debate: facilitating a multidisciplinary forum for policy makers and policy advisors to exchange information and ideas on drug abuse and trafficking problems by engaging in an open debate;
3.4.Serving as a think tank: adopting a transversal approach to drugs issues by engaging in multidisciplinary work and inter-sectoral cooperation;
3.5.Identifying proposals for action : promoting examples of best practice and developing models for effective responses to drug-related problems;
3.6.Facilitating knowledge: empowering policy managers and professionals responsible for implementing drugs policies by supporting knowledge transfer, training and capacity building;
3.7.Working with concerted action: providing a mechanism for regular consultation between key European and international stakeholders on an institutional level to foster increased cooperation, synergy and avoid duplication.
4. Expected results
The overall expected results from the work of the Pompidou Group are primarily aimed at serving governments and policymakers’ needs, but are also addressed to researchers and professionals. Expected results include:
4.1.Better understanding of different drug policy concepts across Europe;
4.2.New insights from research and practice on psychoactive substance abuse;
4.3.Enhanced capacity and competences of prevention and care services to deal with the drug abuse;
4.4.Enhanced ccapacity and competence in combating drug-related organised crime and illicit drug trafficking;
4.5.Cooperation strengthened with third countries within and neighbouring Europe, which are not members of the Pompidou Group;
4.6.Enhanced competences for more effective cooperation across sectors and among stakeholders;
4.7.Increased professional capacities for developing, implementing and managing drug policies.
II. Organisation
5. Membership
5.1. The PG has been incorporated as a Partial Agreement into the Council of Europe (CoE) by a decision of the CoE’s Committee of Ministers on 27 March 1980 (Resolution (80) 2) and is thus open to all Member States of the CoE. It is an Enlarged Partial Agreement that allows for countries that are not Members States of the CoE to join the PG. The European Commission is a participant to the Group since 1986.
5.2. All Council of Europe Member States can accede to the PG by government decision. The Foreign Ministry of an accession country informs the Secretary General of the CoE of the government’s decision to join. Since all CoE Member States have the right to join any of the CoE’s partial agreements, a country will become a member of the PG from the date stipulated in the accession notice without requiring a further decision by the Committee of Ministers.
5.3. States that are not members of the CoE have to send a formal accession request to the CoE. Upon receipt such a request will be forwarded by the Secretary General of the CoE to the PG. The Committee of Ministers, restricted in its composition to the Members States of the PG, will decide about the accession request.
5.4. States and international organisations, as well as agencies of international organisations can obtain observer status. States already enjoying observer status with the CoE can obtain observer status to the PG by notifying the CoE accordingly. States and organizations not holding an observer status with the CoE apply for observer status with the PG to the CoE (for analogy of procedure see 5.3.).
6. Structure
The revised structure and working methods for the 2011-2014 Work Programme are contained in document P-PG/MinConf (2010) 3. A chart on the work flow from idea to result under the PG’s structure is included on page 9.
7. Finances
7.1. All member States pay an annual contribution set by the Committee of Ministers of the CoE which composes the PG’s annual budget. In addition, Member States cover the costs for the participation of their representatives, in particular their PCs, and nominated national experts in meetings and activities, unless otherwise stipulated under specific terms of reference for certain PG activities.
7.2. Member States, Observers, foundations and other public and private entities can make voluntary contributions towards specific activities of the PG. The expenditure of voluntary contributions is subject to the financial regulations of the Council of Europe. Voluntary contributions are managed under special accounts set up for this purpose. Special Accounts are not restricted to one budgetary year.
7.3. The PG annual budget is adopted by the Committee of Ministers of the CoE, restricted in composition to the Members States of the PG, and managed under the financial rules and regulations of the Council of Europe.
7.4. The Secretariat provides regular updates on the expenditure under the ordinary budget and the special accounts to the Permanent Correspondents (PCs).
8. Activities
The PG conducts its work in 4 year cycles between Ministerial Conferences under a Work Programme which sets the framework for its activities. Under the Work Programme the PCs have the flexibility to address any emerging question of concern to policy makers on an ad hoc basis by setting up ad hoc experts groups. The work Programme is adopted by the Ministerial Conference and resourced from the statutory contributions by Member States and voluntary contributions for specific activities.
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III. Governance
The PG’s governance is organized on four levels: the Ministerial Conference, the Permanent Correspondents (PCs), the Bureau of the Permanent Correspondents, and the Presidency and Vice-Presidency. |
9. The Ministerial Conference
9.1. The Ministerial Conference (MinConf) is the political authority of the PG. It is the high-level political forum of the PG where Ministers responsible for drug policies meet and discuss the challenges and policy responses in area of drugs and related problems.
9.2. As the political authority for the PG, the role of the Ministerial Conference is to formulate the strategic direction of, and priorities for, the PG’s work. The Ministers consider a report drawn up by the PCs on the activities of the past four years and the messages for policy makers that it contains. They approve the work programme for the next 4 year period. The Ministers then adopt a declaration, based on the results and conclusions from the PCs work, which gives the political orientation to the work of the Group in the years to come.
9.3. In principle it is held every four years. Supplementary Conferences may be held at the discretion of the Member State that holds the Presidency of the PG. It is attended by Ministers having responsibility for drugs policies in their own countries. Ministers from non-Member States may also attend, subject to a specific decision being taken by the PG to that end. The non-binding nature of the PG’s work means that the conference also provides Ministers with an opportunity for discussions in an open atmosphere.
9.4. The Ministerial Conference elects a Presidency and Vice-Presidency for the next 4 year work cycle.
10. Presidency and Vice-presidency
10.1. Presidencies are elected by the Ministerial Conference for a period of 4 years.
10.2. The Presidency is the main representation of the PG on the political level with governments of member and non-member states, as well as international organisations.
10.3. Contacts and negotiations with states that are not Members of the PG, in view of cooperation or possible accession to the PG, are taken up and supervised by the Presidency in close cooperation with the Bureau and the Secretariat.
10.4. The Presidency nominates the Chairperson of the PCs and the Vice-presidency the Vice-chairperson. The Member State holding the Presidency may nominate an additional representative as Permanent Correspondent.
10.5. The Presidency hosts the next Ministerial Conference. The Council of Europe headquarters are available to hold ministerial meetings should a Presidency not be in a position to hold the Ministerial Conference in its own country.
10.6. The member State holding the Presidency may nominate an additional representative as Permanent Correspondent. If on any occasion a Member State holding the Presidency is unable to provide a Chairperson, the State holding the Vice-presidency will become Acting Chairperson.
10.7. The Chairperson or the Acting Chairperson is entitled to the reimbursement of travel and subsistence expenses for certain additional duties performed in office, based on the rules of the Council of Europe, and within the limits of the budget provision for this purpose.
10.8. Annual meetings of the Interagency-Group bringing together the PG, EU Commission, EU Presidency and Troika, EMCDDA, UNODC and WHO are convened by the Presidency and held at the invitation of the country holding the Presidency.
10.9. The Presidency is the key interlocutor for the Secretariat between meetings of the PCs and the Bureau.
10.10. The Presidency takes primary responsibility for overseeing the preparation of the PG’s outputs, in particular recommendations, policy papers, guidelines, examples of best practice, key messages from research and practice, in so far as to meet policy makers’ needs in the most appropriate manner.
10.11. The Presidency takes responsibility to ensure that an appropriate mid-term evaluation, through for example, a high-level meeting is conducted as an important means to monitor and assess the implementation of the Work Programme. The primary aim of the exercise being the need to verify if the PG’s work is in line with the expressed expectations and needs of policy makers.
10.12. By providing overall supervisory attention to aspects of transversal importance to different activities under the PG’s Work Programme the Vice-presidency plays a key role in ensuring coherent activities and results.
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11. The Permanent Correspondents |
The PCs (PC) are the officials from each Member State of the PG who formally represent their Government. They constitute the main decision-making body during the Work Programme cycle between Ministerial Conferences and resume a steering role as regards the group’s activities. Besides preparing the draft Work Programmes and the Ministerial Conferences the PCs have the overall supervision over the activities and budgets. They mandate the Secretariat with the execution of tasks. PCs elect the Bureau members and nominate experts and facilitate their participation in expert ad hoc expert groups and professional networks. They agree on in advance and supervise contacts with third countries.
11.1. In principle PCs hold 2 meetings a year. The meetings are attended by the PCs and their delegations and the observers to the PG. Extraordinary meetings may be called for.
11.2. The meetings of the PCs are essentially the forum of open debate where policy advisors come together to discuss effective responses to drugs problems based in particular on the signals and results generated by the activities. Bringing to bear their knowledge and expertise on the drugs policies, practices and situations in their home countries, their specific tasks are to:
a) elect a Bureau;
b) organise their regular meetings as a forum for open discussions;
c) agree on topics and questions for thematic debate;
d) set up ad hoc groups, networks and projects where required and initiate their work by:
· issuing specific terms of reference for activities;
· proposing suitable members following an agreed profile;
· agreeing on membership and participation;
e) consider the results and products emerging from the activities;
f) receive updates on the progress of the PG’s activities under the existing Work Programme;
g) adopt conclusions, recommendations and guidelines;
h) prepare the Ministerial Conferences, in particular: elaborate the Conference programme, prepare the documentation on activities and results, draft the next work programme, and identify elements for the draft declaration.
i) ensure that the outcomes of the PG’s work are adequately related back to their own authorities, so that they may be made use of in the formulation of policy and practice as individual Governments and practitioners in Member States may consider appropriate or useful;
j) supervise contacts with third countries, and may give a mandate to approach specific countries on the possibility of future accession to the PG.
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12. Bureau of the Permanent Correspondents |
12.1. The Bureau of the PCs consists of the Chairperson of the PCs and the Vice-chairperson and a maximum of 6 members elected by and from among the PCs bringing its total maximum membership to 8. It coordinates and supervises the implementation of the activities of the PG and plays the key role in ensuring that the work is conducted in an appropriate manner, in particular by supporting cooperation across sectors and stimulate work on transversal issues.
12.2. Bureau members are responsible for the supervision of activities conducted under the work programme. They give guidance to the Secretariat on the implementation of activities and prepare the PC meetings. Once the Bureau is set up its members agree on who takes up responsibilities to act as coordinator for a specific area of work or a set of activities. The Bureau keeps the PCs informed of their decisions and act on their behalf in between PC meetings.
12.3. In principle the Bureau meets four times per year.
12.4. The Bureau’s tasks include taking necessary decisions between meetings of Permanent Correspondents, specifically in respect to:
a) ensuring the cooperation within the PG and between activities where appropriate and needed;
b) supervising the implementation of activities, the work of ad hoc groups, networks and projects, in particular by issuing specific terms of reference for activities;
c) monitoring the expenditure for activities;
d) proposing terms of reference for ad hoc groups, projects and agreed activities to PCs;
e) reporting to Permanent Correspondents on the progress of work;
f) preparing the meetings of the Permanent Correspondents.
12.5. The Bureau can, at any time when it deems it necessary, initiate a written consultation to seek a decision by all PCs based on silent procedure.
IV. Working methods
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13. Ad hoc expert groups |
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13.1. Ad hoc expert groups serve as task forces in the PG’s activities that provide multi-disciplinary expertise on specific questions and topics. They deliver specifically defined results to PCs within a set period of time. The tasks are set out in specific terms of reference for each ad hoc group; they include: a) defined tasks b) expected results and outputs c) composition d) delivery date e) working methods and structures f) financing and resources provided 13.2. The ad hoc expert groups are answerable to the PCs. The Bureau ensures the overall supervision of the work of the ad hoc expert groups, initiatives and networks. They report on a regular basis on the progress of work to a designated Bureau member who acts as the liaison contact to the Bureau and the PCs. Upon completion of their tasks the ad hoc groups report the results of their work to the PCs within the prescribed timeframe. 13.3.Members for ad hoc expert groups are nominated by the member States through PCs based on agreed profiles. Provisions regulating covering of costs for participation in meetings of ad hoc groups are set out in the specific terms of reference adopted by PCs. 13.4.The ad hoc expert groups are set up by PCs as a flexible tool that provides information, insight and analysis on specific questions in a timely manner. They act as task forces who support PCs in deciding on taking action of identified subjects and issues. Furthermore ad hoc groups can be set up to prepare the following: a) Expert recommendations and proposals for guidelines; b) Policy papers proposing intervention models and strategies; c) Inventories of best practices; d) Capacity building and training seminars; e) Analytical and comparative studies and expert reports; f) On-line resources; g) Educational and Communication Tools; h) Study visits and Exchange Programmes. |
13.5. Any document produced by ad hoc expert groups can be published by the Pompidou Group as an ISBN publication in the name of the authors or disseminated as a PG document, including as an internet based resource such as document downloads. All such documents and publications do not reflect the formal position of the PG and its Member States but rather the opinions of the authors.
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14. Networks and Projects |
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14.1. The work of networks and projects set up by the PG aims at linking experience from practice into the discussion process on drugs policies and integrating the perspective of professionals working at the front line level into the PG’s work. The activities have a capacity building function and provide useful background to the realities at the front-line level of drug policies. 14.2. Projects and cooperation activities on specific issues help to establish networks of practitioners across European countries thereby facilitating an exchange of experience beyond the political level. 14.3. Professional networks and projects are mandated by the PCs. A designated member of the Bureau acts as the liaison contact to the Bureau and the PCs and ensures that the progress of work and delivered results is regularly reported on. The responsible member of the Bureau is invited to participate regularly in the meetings of networks and projects. |
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17. Monitoring and evaluation 17.1. The PCs, assisted by the Secretariat, have the primary responsibility for the monitoring and the evaluation of the implementation of PG activities (process evaluation) and an effective use of funds. It ensures that set objectives are reached and anticipated results are achieved. 17.2. The Secretariat maintains an up-to date log-frame that is available to the PCs. The log-frames are maintained under the restricted pages for PCs on the PG Website at: :: http://www.coe.int/T/dg3/pompidou 17.3. In order to evaluate if the work of the PG and the results of its activities meet the needs of policy makers, advisors and policy managers, a mid-term assessment process is conducted for an initial impact assessment. This assessment is conducted under the auspices of the Presidency and with the guidance of the Bureau by the Secretariat. PCs play an active role in providing relevant feedback and information to facilitate the assessment process. 17.4.In a similar manner as for the mid-term assessment an overall evaluation of the complete work cycle is conducted at its end prior to the following Ministerial Conference. |
Ideas Tasks Results
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Decision makers level |
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· Adopts work programme · Sets priority theme · Elects a President and Vice-President |
Ministerial Conference sets out: + Aims + Priorities + Way forward = Political Framework |
Ü Incorporates results into national policy where appropriate Ü Adopts political declaration Ü Endorses results of the work |
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· Elect the Bureau · Select topics for debate · Set tasks for experts · Nominate experts |
Permanent Correspondents identify + Questions + Activities + Expected results = Ways forward |
Ü Policy recommendations and guidelines Ü Models of good practice
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Executive level |
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· Chair PC and Bureau · Represents the PG · Convenes Inter-agency Group meetings |
President & Vice-president responsible for: + Chairperson + External relations + Inter-agency cooperation = Leadership |
Ü Dissent mediated Ü Contact with non-member states Ü Liaison with International Organisations |
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· Drafts terms of references · Ensures transversality · Oversees implementation |
Bureau + guidance + coordination + supervision = Implementation |
Ü Proposals for follow-up Ü Reports on implementation Ü |
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Implementation level |
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Ad hoc expert groups deliver: + Knowledge + Analysis + Data = Evidence |
Projects and programmes give insights into: + Experience + Know-how + Good practice = Experience |
Inter-agency coop creates + synergies + visibility + non-duplication
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Administration level |
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· Organises activities on implementation level · Identifies expert consultants · Facilitates know-how · Provides translation and interpretation |
Secretariat provides: + administrative services + link to CoE organs + practical organisation = Support |
Ü Publications (reports, manuals, handbooks etc.) Ü Conferences, seminars etc. Ü Regular meetings of PCs, Bureau and expert groups Ü Human resources and expertise
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Activities Outputs