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Conduct of Annual Business and Technical Conference

WHO European Healthy Cities Network

Phase VII (2019–2024)

Conduct of Annual Business and Technical Conference

WHO European Healthy Cities Network

Phase VII (2019–2024)

ABSTRACT

© World Health Organization 2020

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This document outlines the Conduct of the Annual Business and Technical Conference of the WHO European Healthy Cities Network in Phase VII (2019–2024). It is a governing body text of the network and is intended to be read along with the Implementation framework for Phase VII (2019–2024) of the WHO European Healthy Cities Network: goals, requirements and strategic approaches (2019). It was adopted by the Network at the Annual Business Meeting held at the WHO International Healthy Cities Conference, Celebrating 30 years of the Healthy Cities movement held on 1–4 October 2018 in Belfast, United Kingdom of Great Britain and Northern Ireland.

Keywords

HEALTHY CITIES NETWORKURBAN HEALTH

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1. Introduction

2. Preparation

3. Frequency of the business and technical conferences

4. Obligation to attend

5. Attendance

6. Representation from other networks, organizations and bodies

7. Officers

8. List of participants

9. Hosting annual conferences

10. Languages

11. Mayor’s meetings

12. Voting

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Contents

1. INTRODUCTION

2. PREPARATION

4. OBLIGATION TO ATTEND

3. FREQUENCY OF THE BUSINESS AND TECHNICAL CONFERENCES

The annual business and technical conference represents the main occasion when all flagship cities and national networks collectively discuss and decide on policy and activities and managerial issues associated with the development of the WHO European Healthy Cities Network. As such, the conduct of these conferences is described in detail and the following articles can be considered as the governing text and the statutes of the network for Phase VII together with the Implementation framework for Phase VII (2019–2024) of the WHO European Healthy Cities Network: goals, requirements and strategic approaches (2019).

The partnership approach that is fundamental to the WHO European Healthy Cities Network will characterize the preparation and conduct of their meetings. These meetings will be planned and arranged with the active involvement of the Advisory Committee of the network. WHO will draw up and circulate the provisional agenda of such meetings in consultation with the Advisory Committee.

Flagship cities participating in the WHO European Healthy Cities Network are expected to be actively engaged in its development. It is therefore considered obligatory for all flagship cities in the WHO European Network to be represented, and their representation should involve the individuals responsible for the healthy city work at the operational and political levels within each city. The same applies to national networks, and they are also expected to be represented by the coordinator and the political chairperson of the network.

The WHO Phase VII papers for cities in the WHO European Network indicate that all designated flagship cities and accredited networks are required to pay an annual fee, and flagship cities and networks that have not paid their fee will participate in the capacity of observers.

During Phase VII (2019–2024), these will take place annually. At each main annual conference, the provisional time and place of the subsequent 1–2 conferences will be determined in advance.

1 WHO European Healthy Cities Network Phase VII (2019–2024)

6. REPRESENTATION FROM OTHER NETWORKS, ORGANIZATIONS AND BODIES

At least two representatives (healthy city coordinator and lead politician) from each of the flagship cities in the WHO European Healthy Cities Network should attend the annual conference. Advisers may accompany the representatives. During Phase VII (2019–2024), cities are encouraged to bring the relevant individuals in their city that are concerned with implementing the Phase VII goals of: improving health for all and reducing health inequalities; improving leadership and participatory governance for health and the themes of: the life course and empowering people; tackling the major public health challenges in the European Region; strengthening people-centred health systems, public health capacity and emergency preparedness, surveillance and response; and creating resilient communities and supportive environments. The delegation of a flagship city in the WHO European Healthy Cities Network should not normally exceed five people.

Cities that have submitted applications for membership of the WHO European Healthy Cities Network are invited to participate in the conference and its discussions but will not be eligible to vote, take decisions or stand for election to the WHO European Healthy Cities Network. The city delegation of an applicant city should not normally exceed three people.

Further, accredited European national healthy cities networks will be represented as a minimum by the coordinator (or equivalent), the political chairperson of the network and up to two observers from member cities of the network. National networks that have applied for accreditation are invited to participate in the conference but are not eligible to vote, take decisions or stand for election. The delegation of applicant national networks should not normally exceed three people.

Representatives of other international organizations, networks and bodies may be invited to participate, without voting rights, in the annual conference in the interests of furthering international cooperation.

Cities, national networks and invited people and bodies should communicate the names of their representatives to the WHO secretariat and to the host city of the conference no less than two weeks before the date fixed for the opening of any such conference. In the event that the healthy city coordinator or lead politician is unable to attend, the WHO European Regional Office must be informed in writing in advance with an alternative nomination.

The annual business and technical conference of the WHO European Healthy Cities Network is intended primarily for all the cities that are members of the WHO European Healthy Cities Network in Phase VII and accredited national networks. Representatives of other agencies and bodies (such as the OECD, Council of Europe and other networks of local authorities), WHO collaborating centres and WHO regions will be invited to attend the conference as observers.

Conduct of Annual Business and Technical Conference 2

5. ATTENDANCE

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7. OFFICERS

8. LIST OF PARTICIPANTS

The WHO Regional Office for Europe Focal Point for the WHO European Healthy Cities Network will act as overall chair of the business and technical conference but can appoint someone for the conference to act on his or her behalf. A co-chair will be appointed for the plenary sessions from the host city. The chair Conference Steering Committee will decide the chair for the various sessions, in close consultation with the two Advisory Committees and host city. WHO will appoint the rapporteur.

The chair of each session will direct the discussions, ensure observance of the rules of conduct, accord the right to speak, put questions and announce decisions. He or she will rule on points of order and, subject to these rules, will control the proceedings at any conference and will maintain order there.

The host city mayor will declare the opening and closing of each conference.

The provisional list of participants will be distributed at the beginning of each conference and will indicate in which of the following categories: cities that are members of the WHO European Healthy Cities Network; cities applying for membership of the WHO European Healthy Cities Network; national networks; observers; WHO collaborating centres; temporary and expert advisers; and the WHO Regional Office for Europe.

There are normally two business sessions at each annual technical and business conference. Business session 1 is usually held on the first day of the conference, and the second business session is usually held on the final day of the conference. Only flagship cities and national networks that are members of the WHO European Healthy Cities Network have the right to fully participate in the business sessions. Cities who have forwarded expression of interest letters, applicant cities (those at advanced stages of application to the WHO European Network) and national networks that have applied for accreditation may observe the business sessions but may not speak, participate in the debate or decision-making on business matters of the WHO European Healthy Cities Network.

In plenary, the right to speak shall be accorded to the head of the delegation (or his or her designate) from each member of the WHO European Healthy Cities Network and national network. Each city delegation should speak with one voice.

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9. HOSTING ANNUAL CONFERENCES

10. LANGUAGES

11. MAYOR’S MEETINGS

Full terms of reference are available on request regarding the responsibilities of hosting a WHO annual conference. The annual business and technical conference can be hosted by members of the WHO European Healthy Cities Network, ideally supported by the national healthy cities network and health ministry or by an accredited national network with the support of members of the WHO European Healthy Cities Network in that country.

Hosts will be asked to accept responsibility for local organization of the conference, accommodation and meals for participants. The annual conference on the final year of each phase is an open conference (open to anyone interested in attending), and a fee will be negotiated to allow the maximum number of participants. In either case, the host city will also be asked to provide a welcome reception for the participants by the mayor, a half-day visit to local projects and a farewell party.

For its symbolic value, it is recommended that the opening or the politicians’ sessions or a business session should be held in the town hall or in a city public building, if accessible and if facilities are available for such an event. Otherwise, hotels and conference centres are also acceptable.

Cities wishing to host the main annual joint technical and business conference are asked to formally apply through the office of the city mayor. The WHO Regional Office for Europe will decide on the location of the conference, considering the geographical balance within the Region.

English will be the working language of the conference. Simultaneous interpretation will be normally available in one or more other official WHO languages (Russian, French and German). Simultaneous translation into other languages may be offered by negotiation and if the interested country or group of countries covers interpretation costs. Any representative may speak in a language other than English but, in this case, he or she must provide for interpretation into English. Case studies and plenary presentations must be made in English unless simultaneous interpretation facilities are available.

Each annual conference will have at least one session for politicians. The possibility of organizing mayors’ meetings in connection with or separate from the annual business and technical conference will also be considered. These are particularly significant for securing political commitment to and understanding of Healthy Cities principles and strategies.

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12. VOTING

As has already been stated, the partnership approach is fundamental to the WHO European Healthy Cities Network. The style of decision-making is by consensus, but on occasion, a formal vote is required on some issues, as a last resort.

For most matters requiring a formal vote, there should be one vote per designated WHO Healthy City represented at the conference.

• Each member of the WHO European Healthy Cities Network entitled to vote will have one vote. WHO, in the capacity of chair of the conference, does not vote.

• The decisions will be made by a majority of the members of the WHO European Healthy Cities Network present and voting. Those abstaining from voting are considered as not voting. In a secret ballot, all invalid votes shall be reported as such and shall be counted as abstentions.

• If the votes are equally divided on a matter other than an election, the proposal shall be regarded as not adopted.

• Business session participants normally vote by a show of hands, except that any representative may request a roll call, which will then be taken in the English alphabetical order of the names of the members. The name of the member of the WHO European Healthy Cities Network to vote first will be determined by lot.

The same set of terms will apply to the national networks that who are voting on issues relating separately to them. Each accredited national network will have one vote. The decisions will be made by a majority of the national networks present and voting. Those abstaining from voting are considered as not voting.

The same set of terms will apply where decisions may require voting by both national networks and members of the WHO European Healthy Cities Network. In this case, each national network and member of the WHO European Healthy Cities Network will have one vote each.

For matters where consideration needs to be taken of geographical balance such as election to the Advisory Committees, there should be one vote per country represented in accordance with the procedures used for the WHO Regional Committee for Europe.

• Each Member State entitled to vote has one vote.

• Members of the WHO European Healthy Cities Network belonging to any individual Member State should confer among themselves on the proposal under discussion and elect a single spokesperson on behalf of the Member State.

• The decisions will be made by a majority of the Member States present and voting. Those abstaining from voting are considered as not voting. In a secret ballot, all invalid votes will be reported as such and will be counted as abstentions.

• If the votes are equally divided on a matter other than an election, the proposal will be regarded as not adopted.

For most matters requiring a formal vote, there should be one vote per designated WHO Healthy City represented at the conference.

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