مرسوم اتحادي بالتصديق على وثائق الاتحاد البريدي العالمي بشأن قرارات مؤتمر أديس أبابا الاستثنائي 2018 ومؤتمر جنيف الاستثنائي لعام 2019 ومؤتمر أبيدجان لعام 2021

) ﻣﺮﺳﻮم اﺗﺤﺎدي رﻗﻢ186 ( ﻟﺴﻨﺔ2022 ʄڴﺑﺎﻟﺘﺼﺪﻳﻖ ﻋ وﺛﺎﺋﻖ اﻻﺗﺤﺎد اﻟ؄فﻳﺪي اﻟﻌﺎﳌﻲ Ȋﺸﺄن ﻗﺮارات ﻣﺆﺗﻤﺮ أدʇﺲ أﺑﺎﺑﺎ اﻻﺳﺘثﻨﺎئﻲ 2018 وﻣﺆﺗﻤﺮ ﺟﻨﻴﻒ اﻻﺳﺘثﻨﺎئﻲ ﻟﻌﺎم2019 وﻣﺆﺗﻤﺮ أﺑﻴﺪﺟﺎن ﻟﻌﺎم2021 ﻧﺤﻦ ﻣﺤﻤﺪ ﺑﻦ زاﻳﺪ آل ٰڈﻴﺎن رﺋيﺲ دوﻟﺔ اﻹﻣﺎرات اﻟﻌﺮȋﻴﺔ اﳌﺘﺤﺪة، - ،Ȋﻌﺪ اﻻﻃﻼع ﻋڴʄ اﻟﺪﺳﺘﻮر - ) وﻋڴʄ اﻟﻘﺎﻧﻮن اﻻﺗﺤﺎدي رﻗﻢ1 ( ﻟﺴﻨﺔ1972 ،Ȋﺸﺄن اﺧﺘﺼﺎﺻﺎت اﻟﻮزارات وﺻﻼﺣﻴﺎت اﻟﻮزراء، وȖﻌﺪﻳﻼﺗﮫ - ) وﻋڴʄ اﳌﺮﺳﻮم ﺑﻘﺎﻧﻮن اﺗﺤﺎدي رﻗﻢ21 ( ﻟﺴﻨﺔ2019 ،Ȋﺸﺄن ﺷﺮﻛﺔ ﻣﺠﻤﻮﻋﺔ ﺑﺮʈﺪ اﻹﻣﺎرات - ʄڴوȋﻨﺎءً ﻋ ﻣﻮاﻓﻘﺔ ﻣﺠﻠﺲ اﻟﻮزراء، وﺗﺼﺪﻳﻖ اݝجﻠﺲ اﻷﻋڴʄ ﻟﻼﺗﺤﺎد، :رﺳﻤﻨﺎ ﺑﻤﺎ هﻮ آت ʄڲاﳌﺎدة اﻷو ʄڴﺻــــ ُﻮدق ﻋ وﺛـﺎﺋﻖ اﻻﺗﺤـﺎد اﻟ؄فﻳـﺪي اﻟﻌـﺎﳌﻲ Ȋﺸـــــﺄن ﻗﺮارات ﻣﺆﺗﻤﺮ أدʇﺲ أﺑـﺎﺑـﺎ اﻻﺳــــﺘثﻨـﺎئﻲ 2018 ، وﻣﺆﺗﻤﺮ ﺟﻨﻴﻒ اﻻﺳﺘثﻨﺎئﻲ ﻟﻌﺎم 2019 ، وﻣﺆﺗﻤﺮ أﺑﻴﺪﺟﺎن ﻟﻌﺎم2021 .، اﳌﺮﻓﻖ ﻧﺼﻮﺻهﺎ اﳌﺎدة اﻟﺜﺎﻧﻴﺔ ʇُﻌﻤﻞ ٭ڈﺬا اﳌﺮﺳﻮم ﻣﻦ ﺗﺎرʈﺦ ﺻﺪورﻩ، وʈُنﺸﺮ ࢭʏ اݍجﺮʈﺪة اﻟﺮﺳﻤﻴﺔ . ﻣﺤﻤـــــــــــﺪ ﺑـــــــــــﻦ زاﻳـــــــــــﺪ آل ٰڈﻴـــــــــــﺎن رﺋـــيﺲ دوﻟـــﺔ اﻹﻣـــﺎرات اﻟﻌﺮȋﻴـــﺔ اﳌﺘﺤـــﺪة _____________________ ___________ ﺻﺪر ﻋﻨﺎ ࡩʏ ﻗﺼﺮ اﻟﺮﺋﺎﺳﺔ – أﺑﻮﻇۗي : ﺑﺘـــﺎرʈـﺦ : 19 / ʄڲﺟﻤﺎدى اﻷو / 1444 هـ اﳌﻮاﻓﻖ : 13 / ف؄دʇﺴﻤ / 2022 م Decisions of the 2018 Addis Ababa Extraordinary Congress Final texts of the Acts signed at Addis Ababa, decisions other than those amending the Acts, and consolidated versions of these Acts Berne 2018 Universal Postal Union 2 The present volume should be quoted under the following reference: Decisions of the 2018 Addis Ababa Extraordinary Congress Note on the printing of the texts adopted by the 2018 Addis Ababa Extraordinary Congress reproduced in this volume. Bold type appearing in the texts of the Tenth Additional Protocol to the Constitution, the Constitution, the second Additional Protocol to the General Regulations, the General Regulations, the Rules of Procedure of Congresses, the Additional Protocol to the Convention, the Final Protocol to the Additional Protocol to the Convention and the Convention indicates amendments adopted by the 2018 Addis Ababa Extraordinary Congress. No changes were made to the Postal Payment Services Agreement at the 2018 Addis Ababa Extraordinary Congress. The declarations made on signature of the Acts, the Rules of Procedures of Congresses and the consolidated versions of the said Acts are reproduced in part II of this volume for information purposes; however, it should be noted that, in accordance with article 22 of the UPU Constitution, these texts do not, strictly speaking, form part of the Acts adopted by the second Extraordinary Congress in Addis Ababa. Table of contents 3 Page Table of contents List of abbreviations and acronyms used in the Decisions of the 2018 Addis Ababa 5 Extraordinary Congress Part I – Decisions of the 2018 Addis Ababa Extraordinary Congress (including the declarations made on signature of the Acts) Tenth Additional Protocol to the Constitution of the Universal Postal Union 9 Second Additional Protocol to the General Regulations of the Universal Postal Union 15 Additional Protocol to the Universal Postal Convention 35 Final Protocol to the Additional Protocol to the Universal Postal Convention 43 Declarations made on signature of the Acts 81 Rules of Procedure of Congresses 89 Decisions of the 2018 Addis Ababa Extraordinary Congress other than those amending the Acts 105 Part II – Acts of the Union amended by the 2018 Addis Ababa Extraordinary Congress (consolidated versions with entry into force on 1 July 2019) Constitution of the Universal Postal Union 125 General Regulations of the Universal Postal Union 139 Universal Postal Convention 173 Final Protocol to the Universal Postal Convention 205 List of abbreviations and acronyms 5 List of abbreviations and acronyms used in the Decisions of the 2018 Addis Ababa Extraordinary Congress art. Article of an Act C number/year Decision, resolution, recommendation or formal opinion of Congress CA Council of Administration CA number/year Decision, resolution, recommendation or formal opinion of the Council of Administration CC Consultative Committee CEP number/year Decision, resolution, recommendation or formal opinion of the Postal Operations Council Congress–Doc Congress document Const. or Constitution Constitution of the Universal Postal Union Convention Universal Postal Convention EMS Express Mail Service Gen. Regs or General Regulations of the Universal Postal Union General Regulations IBRS International business reply service J Day of posting of items M bag Bag made up by a sender and containing printed matter addressed to a single addressee and for a single destination. POC Postal Operations Council SDR Special drawing right UN United Nations UPU or Union Universal Postal Union Part I – Decisions of the 2018 Addis Ababa Extraordinary Congress (including the declarations made on signature of the Acts) Tenth Additional Protocol to the Constitution of the Universal Postal Union Second Additional Protocol to the General Regulations of the Universal Postal Union Additional Protocol to the Universal Postal Convention and Final Protocol to the Additional Protocol to the Universal Postal Convention Declarations made on signature of the Acts Rules of Procedure of Congresses Decisions of the 2018 Addis Ababa Extraordinary Congress other than those amending the Acts Tenth Additional Protocol to the Constitution of the Universal Postal Union Constitution, Tenth Additional Protocol 11 Tenth Additional Protocol to the Constitution of the Universal Postal Union Table of contents Article I. (Art. 1 amended) Scope and objectives of the Union II. (Art. 8 amended) Restricted Unions. Special Agreements III. (Art. 18 amended) Postal Operations Council IV. Entry into force and duration of the Additional Protocol to the Constitution of the Universal Postal Union Constitution, Tenth Additional Protocol 13 Tenth Additional Protocol to the Constitution of the Universal Postal Union The plenipotentiaries of the governments of the member countries of the Universal Postal Union, having met in Extraordinary Congress at Addis Ababa, in view of article 30.2 of the Constitution of the Universal Postal Union concluded at Vienna on 10 July 1964, have adopted, subject to ratification, the following amendments to that Constitution. Article I (Art. 1 amended) Scope and objectives of the Union 1 The countries adopting this Constitution shall form, under the intergovernmental organization entitled the Universal Postal Union, a single postal territory for the reciprocal exchange of postal items. Freedom of transit shall be guaranteed throughout the entire territory of the Union, subject to the conditions specified in the Acts of the Union. 2 The aim of the Union shall be to secure the organization and improvement of the postal services and to promote in this sphere the development of international collaboration. 3 The Union shall take part, as far as possible, in postal technical assistance sought by its member countries. Article II (Art. 8 amended) Restricted Unions. Special Agreements 1 Member countries, or their designated operators if the legislation of those member countries so permits, may establish Restricted Unions and make Special Agreements concerning the international postal service, provided always that they do not introduce provisions less favourable to the public than those provided for by the Acts to which the member countries concerned are parties. 2 Restricted Unions may send observers to Congresses, to the Council of Administration, to the Postal Operations Council, and to other conferences and meetings organized by the Union. 3 The Union may send observers to Congresses, conferences and meetings of Restricted Unions. Article III (Art. 18 amended) Postal Operations Council 1 The Postal Operations Council (POC) shall be responsible for operational, commercial, technical and economic questions concerning the postal service. 2 Members of the Postal Operations Council shall carry out their functions in the name and in the interests of the Union. Constitution, Tenth Additional Protocol 14 Article IV Entry into force and duration of the Additional Protocol to the Constitution of the Universal Postal Union 1 This Additional Protocol shall come into force on 1 July 2019 and shall remain in force for an indefinite period. In witness whereof the plenipotentiaries of the governments of the member countries have drawn up this Additional Protocol, which shall have the same force and the same validity as if its provisions were inserted in the text of the Constitution itself, and they have signed it in a single original which shall be deposited with the Director General of the International Bureau. A copy thereof shall be delivered to each party by the International Bureau of the Universal Postal Union. Done at Addis Ababa, 7 September 2018 Second Additional Protocol to the General Regulations of the Universal Postal Union General Regulations, Second Additional Protocol 17 Second Additional Protocol to the General Regulations of the Universal Postal Union Table of contents Article I. (Art. 103 amended) Functions of Congress II. (Art. 104 amended) Rules of Procedure of Congresses III. (Art. 105 amended) Observers to the Union’s bodies IV. (Art. 106 amended) Composition and functioning of the CA V. (Art. 107 amended) Functions of the CA VI. (Art. 108 amended) Organization of CA sessions VII. (Art. 109 amended) Observers VIII. (Art. 110 amended) Reimbursement of travel expenses IX. (Art. 112 amended) Composition and functioning of the POC X. (Art. 113 amended) Functions of the POC XI. (Art. 114 amended) Organization of POC sessions XII. (Art. 115 amended) Observers XIII. (Art. 116 amended) Reimbursement of travel expenses XIV. (Art. 117bis added) Coordination Committee for the Permanent Bodies of the Union XV. (Art. 123 amended) Representatives of the Consultative Committee at the Council of Administration, the Postal Operations Council and Congress XVI. (Art. 127 amended) Duties of the Director General XVII. (Art. 130 amended) Preparation and distribution of documents of the Union bodies XVIII. (Art. 138 amended) Procedure for submitting proposals to Congress XIX. (Art. 144 amended) Entry into force of the Regulations and of the other decisions adopted between Congresses XX. (Art. 146 amended) Regulation of member countries’ contributions XXI. (Art. 150 amended) Contribution classes XXII. (Art. 152 amended) Organization of user-funded subsidiary bodies XXIII. Entry into force and duration of the Additional Protocol to the General Regulations of the Universal Postal Union General Regulations, Second Additional Protocol 19 Second Additional Protocol to the General Regulations of the Universal Postal Union The plenipotentiaries of the governments of the member countries of the Universal Postal Union, having met in Extraordinary Congress at Addis Ababa, in view of article 22.2 of the Constitution concluded at Vienna on 10 July 1964, have, by common consent and subject to article 25.4 of the Constitution, adopted the following amendments to the General Regulations. Article I (Art. 103 amended) Functions of Congress 1 On the basis of proposals by member countries, the Council of Administration and the Postal Operations Council, Congress shall: 1.1 determine the general principles for achieving the object and purpose of the Union set out in the Preamble and article 1 of the Constitution; 1.2 consider and adopt, where appropriate, proposals for amendments to the Constitution, General Regulations, Convention and Agreements submitted by member countries and the Councils, in accordance with article 29 of the Constitution and article 138 of the General Regulations; 1.3 set the date for the entry into force of the Acts; 1.4 adopt its Rules of Procedure and the amendments to those Rules; 1.5 consider the comprehensive reports on the work of the Council of Administration, the Postal Operations Council and the Consultative Committee, covering the period from the previous Congress, presented by these respective bodies in accordance with articles 111, 117 and 125 of the General Regulations; 1.6 adopt the Union’s strategy; 1.6bis approve the draft quadrennial UPU business plan; 1.7 fix the maximum amount of the Union’s expenditure, in accordance with article 21 of the Constitution; 1.8 elect the member countries to sit on the Council of Administration and the Postal Operations Council, in accordance with, inter alia, the electoral procedures laid down in the Congress resolutions pertaining to this matter; 1.9 elect the Director General and Deputy Director General; 1.10 set in a Congress resolution the ceiling of the costs to be borne by the Union for the production of documents in Chinese, German, Portuguese and Russian. 2 Congress, as the supreme body of the Union, shall deal with such other questions concerning postal services. General Regulations, Second Additional Protocol 20 Article II (Art. 104 amended) Rules of Procedure of Congresses 1 For the organization of its work and the conduct of its debates, Congress shall apply its Rules of Procedure. 2 Each Congress may amend its Rules of Procedure under the conditions laid down in those Rules of Procedure. 3 Paragraphs 1 and 2 shall also be applicable by analogy to Extraordinary Congresses. Article III (Art. 105 amended) Observers to the Union’s bodies 1 The following entities shall be invited to participate in the plenary sessions and committee meetings of Congress, the Council of Administration and the Postal Operations Council as observers: 1.1 the United Nations; 1.2 Restricted Unions; 1.3 members of the Consultative Committee; 1.4 entities authorized to attend Union meetings as observers by virtue of a resolution or decision of Congress. 2 The following entities, if duly designated by the Council of Administration in accordance with arti- cle 107.1.12 shall be invited to attend specific meetings of Congress as ad hoc observers: 2.1 specialized agencies of the United Nations and other intergovernmental organizations; 2.2 any international body, any association or enterprise, or any qualified person. 3 In addition to the observers defined in paragraph 1 of this article, the Council of Administration and the Postal Operations Council may designate ad hoc observers to attend their meetings in accordance with their Rules of Procedure, when this is in the interests of the Union and its bodies. Article IV (Art. 106 amended) Composition and functioning of the CA 1 The Council of Administration shall consist of forty-one members who shall exercise their functions during the period between two successive Congresses. 2 The chairmanship shall devolve by right on the host member country of Congress. If that member country waives this right, it shall become a de jure member and, as a result, the geographical group to which it belongs shall have at its disposal an additional seat, to which the restrictive provisions of paragraph 3 shall not apply. In that case, the Council of Administration shall elect to the chairmanship one of the members belonging to the geographical group of the host member country. 3 The forty other members of the Council of Administration shall be elected by Congress on the basis of an equitable geographical distribution. At least a half of the membership is renewed at each Congress; no member country may be chosen by three successive Congresses. 4 Each member of the Council of Administration shall appoint its representative(s). The members of the Council of Administration shall take an active part in its work. 5 The office of member of the Council of Administration shall be unpaid. The operational expenses of this Council shall be borne by the Union. General Regulations, Second Additional Protocol 21 6 The CA shall define, formalize and/or set up the standing groups and task forces or other bodies to be established within its structure, with due regard being paid to the Union’s strategy and business plan adopted by Congress. Article V (Art. 107 amended) Functions of the CA 1 The Council of Administration shall have the following functions: 1.1 Supervises all the activities of the Union between Congresses, ensuring compliance with the deci- sions of Congress, studying questions with respect to governmental policies on postal issues, and taking account of international regulatory developments such as those relating to trade in services and to competition. 1.2 Promotes, coordinates and supervises all forms of postal technical assistance within the framework of international technical cooperation. 1.3 Examines the draft quadrennial UPU business plan approved by Congress, and finalizes it by bring- ing the activities set out in the draft plan for the four-year period into line with the actual resources available. The plan should also, if appropriate, be in line with the results of the prioritization process carried out by Congress. The finalized version of the quadrennial business plan, completed and approved by the CA, will then form the basis for the preparation of the annual UPU Programme and Budget as well as for the annual operating plans to be drawn up and implemented by the CA and POC. 1.4 Considers and approves the annual programme and budget and the accounts of the Union, while taking into account the final version of the UPU Business Plan, as described in article 107.1.3. 1.5 Authorizes the ceiling of expenditure to be exceeded, if circumstances so require, in accordance with article 145.3 to 5. 1.6 Authorizes election of a lower contribution class, if it is so requested, in accordance with the condi- tions set out in article 150.6. 1.7 Authorizes a change of geographical group if it is so requested by a member country, taking into account the views expressed by the member countries which are members of the geographical groups concerned. 1.8 Creates or abolishes International Bureau posts financed by the regular budget, taking into account the restrictions imposed by the expenditure ceiling fixed. 1.9 Decides on the contacts to be established with member countries in order to carry out its functions. 1.10 After consulting the Postal Operations Council, decides on the relations to be established with the organizations which are not observers within the meaning of article 105.1 and 105.2.1. 1.11 Considers the reports by the International Bureau on UPU relations with other international bodies and takes the decisions which it considers appropriate on the conduct of such relations and the action to be taken on them. 1.12 Designates in due course, after consulting the Postal Operations Council and the Secretary General, the specialized agencies of the United Nations, international organizations, associations, enterprises and qualified persons to be invited as ad hoc observers to specific meetings of Congress and its Committees when this is in the interest of the Union or the work of the Congress and instructs the Director General of the International Bureau to issue the necessary invitations. 1.13 Designates the member country where the next Congress is to be held in the case provided for in article 101.3. 1.14 Determines in due course and after consulting the Postal Operations Council the number of Committees required to carry out the work of Congress, and specifies their functions. 1.15 Designates, after consulting the Postal Operations Council and subject to the approval of Congress, the member countries prepared: General Regulations, Second Additional Protocol 22 1.15.1 to assume the vice-chairmanships of Congress and the chairmanships and vice-chairmanships of the Committees, taking as much account as possible of the equitable geographical distribution of the member countries; and 1.15.2 to sit on the Restricted Committees of the Congress. 1.16 Designates those of its members that will serve as members of the Consultative Committee. 1.17 Considers and approves, within the framework of its competence, any action considered necessary to safeguard and enhance the quality of and to modernize the international postal service. 1.18 Studies, at the request of Congress, the Postal Operations Council or member countries, adminis- trative, legislative and legal problems concerning the Union or the international postal service; it shall be for the Council of Administration to decide, in the above-mentioned fields, whether it is expedient to undertake the studies requested by member countries between Congresses. 1.19 Formulates proposals which shall be submitted for the approval either of Congress or of member countries in accordance with article 140. 1.20 Submits subjects for study to the Postal Operations Council for examination in accordance with arti- cle 113.1.6. 1.21 Reviews and approves, in consultation with the Postal Operations Council, the draft Strategy for presentation to Congress. 1.22 Receives and discusses reports and recommendations from the Consultative Committee and con- siders recommendations from the Consultative Committee for submission to Congress. 1.23 Provides control over the activities of the International Bureau. 1.24 Approves the annual report on the work of the Union and the annual Financial Operating Reports prepared by the International Bureau and, where appropriate, furnishes observations on them. 1.25 Establishes principles, as may be considered necessary, for the Postal Operations Council to take into account in its study of questions with major financial repercussions (charges, terminal dues, transit charges, basic airmail conveyance rates and the posting abroad of letter-post items), follows closely the study of these questions, and reviews and approves, for conformity with the aforemen- tioned principles, Postal Operations Council proposals relating to these questions. 1.26 Approves, within the framework of its competence, the recommendations of the Postal Operations Council for the adoption, if necessary, of regulations or of a new procedure until such time as Congress takes a decision in the matter. 1.27 Considers the annual report prepared by the Postal Operations Council and any proposals submitted by the Council. 1.28 Approves the four-yearly report prepared by the International Bureau in consultation with the Postal Operations Council, on the performance of member countries in respect of the execution of the Union Strategy approved by the preceding Congress, for submission to the following Congress. 1.29 Establishes the framework for the organization of the Consultative Committee and concurs in the organization of the Consultative Committee, in accordance with the provisions of article 122. 1.30 Establishes criteria for membership of the Consultative Committee and approves or rejects applica- tions for membership in accordance with those criteria, ensuring that action on the applications is accomplished through an expedited process between meetings of the Council of Administration. 1.31 Lays down the Financial Regulations of the Union. 1.32 Lays down the rules governing the Reserve Fund. 1.33 Lays down the rules governing the Special Fund. 1.34 Lays down the rules governing the Special Activities Fund. 1.35 Lays down the rules governing the Voluntary Fund. 1.36 Lays down the Staff Regulations and the conditions of service of the elected officials. 1.37 Lays down the Regulations of the Social Fund. General Regulations, Second Additional Protocol 23 1.38 Exercises, within the context of article 152, overall supervision of the creation and activities of user-funded subsidiary bodies. 1.39 Adopts its Rules of Procedure and the amendments to those Rules. Article VI (Art. 108 amended) Organization of CA sessions 1 At its constituent meeting, which shall be convened and opened by the Chairman of Congress, the Council of Administration shall elect four Vice-Chairmen from among its members and draw up its Rules of Procedure. The Chairman and four Vice-Chairmen shall be member countries from each of the five geographical groups of the Union. 2 The Council of Administration shall meet twice a year, or additionally on an exceptional basis, at Union headquarters, in accordance with the relevant procedures set forth in its Rules of Procedure. 3 The Chairman and Vice-Chairmen, and the Committee Chairmen, Co-Chairmen and Vice- Chairmen, of the Council of Administration shall form the Management Committee. This Committee shall pre- pare and direct the work of each session of the Council of Administration. It shall approve, on behalf of the Council of Administration, the annual report prepared by the International Bureau on the work of the Union and it shall take on any other task which the Council of Administration decides to assign to it or the need for which arises in the course of the strategic planning process. 4 The Chairman of the Postal Operations Council shall represent that body at meetings of the Council of Administration when the agenda contains questions of interest to the Postal Operations Council. 5 The Chairman of the Consultative Committee shall represent that organization at meetings of the Council of Administration when the agenda contains questions of interest to the Consultative Committee. Article VII (Art. 109 amended) Observers 1 Observers 1.1 To ensure effective liaison between the work of the two bodies, the Postal Operations Council may designate representatives to attend Council of Administration meetings as observers. 1.2 Member countries of the Union which are not members of the Council, as well as the observers and ad hoc observers referred to in article 105, may participate in the plenary sessions and Committee meetings of the Council of Administration, without the right to vote. 2 Principles 2.1 For logistical reasons, the Council of Administration may limit the number of attendees per observer and ad hoc observer participating. It may also limit their right to speak during the debates. 2.2 Observers and ad hoc observers may, at their request, be allowed to cooperate in the studies undertaken, subject to such conditions as the Council may establish to ensure the efficiency and effectiveness of its work. They may also be invited to chair standing groups and task forces when their experience or expertise justifies it. The participation of observers and ad hoc observers shall be carried out without additional expense for the Union. 2.3 In exceptional circumstances, members of the Consultative Committee and ad hoc observers may be excluded from a meeting or a portion of a meeting or may have their right to receive documents restricted if the confidentiality of the subject of the meeting or document so requires. This restriction may be decided on a case-by-case basis by any body concerned or its Chair. The case-by-case situations shall be reported to the Council of Administration and to the Postal Operations Council General Regulations, Second Additional Protocol 24 when matters of interest to the Postal Operations Council are concerned. If it considers this neces- sary, the Council of Administration may subsequently review restrictions, in consultation with the Postal Operations Council where appropriate. Article VIII (Art. 110 amended) Reimbursement of travel expenses 1 The travel expenses of each representative of each of the members of the Council of Administration participating in its meetings shall be borne by his member country. However, one representative of each of the member countries classified as developing or least developed countries according to the lists established, respectively, by the Council of Administration and the United Nations shall, except for meetings which take place during Congress, be entitled to reimbursement of the price of an economy class return air ticket or first class return rail ticket, or expenses incurred for travel by any other means, subject to the condition that the amount does not exceed the price of the economy class return air ticket. The same entitlement shall be granted to each member of its Committees or other bodies when these meet outside Congress and the sessions of the Council. Article IX (Art. 112 amended) Composition and functioning of the POC 1 The Postal Operations Council shall consist of forty-eight members who shall exercise their functions during the period between successive Congresses. 2 The members of the Postal Operations Council shall be elected by Congress on the basis of qualified geographical distribution. At least one third of the members of each geographical group shall be renewed at each Congress. 3 Each member of the Postal Operations Council shall appoint its representative(s). The members of the Postal Operations Council shall take an active part in its work. 4 The operational expenses of the Postal Operations Council shall be borne by the Union. Its members shall not receive any payment. 5 The Postal Operations Council shall define, formalize and/or set up the standing groups, task forces, user-funded subsidiary bodies or other bodies to be established within its structure, with due regard being paid to the Union’s strategy and business plan adopted by Congress. Article X (Art. 113 amended) Functions of the POC 1 The Postal Operations Council shall have the following functions: 1.1 Coordinates practical measures for the development and improvement of international postal ser- vices. 1.2 Takes, subject to Council of Administration approval within the framework of the latter’s competence, any action considered necessary to safeguard and enhance the quality of and to modernize the international postal service. 1.3 Decides on the contacts to be established with member countries and their designated operators in order to carry out its functions. 1.4 Takes the necessary steps to study and publicize the experiments and progress made by certain member countries and their designated operators in the technical, operational, economic and voca- tional training fields of interest to other member countries and their designated operators. General Regulations, Second Additional Protocol 25 1.5 Takes, in consultation with the Council of Administration, appropriate steps in the sphere of technical cooperation with all member countries of the Union and their designated operators and in particular with the new and developing countries and their designated operators. 1.6 Examines any other questions submitted to it by a member of the Postal Operations Council, by the Council of Administration or by any member country or designated operator. 1.7 Receives and discusses reports as well as recommendations from the Consultative Committee and, when matters of interest to the Postal Operations Council are involved, to examines and comments on recommendations from the Consultative Committee for submission to Congress. 1.8 Designates those of its members that will serve as members of the Consultative Committee. 1.9 Conducts the study of the most important operational, commercial, technical, economic and technical cooperation problems which are of interest to all member countries or their designated operators, including questions with major financial repercussions (charges, terminal dues, transit charges, air- mail conveyance rates, parcel-post rates, and the posting abroad of letter-post items), and prepares information, opinions and recommendations for action on them. 1.10 Provides input to the Council of Administration for the development of the draft Union Strategy and draft quadrennial business plan to be submitted to Congress. 1.11 Studies teaching and vocational training problems of interest to member countries and their desig- nated operators, as well as to the new and developing countries. 1.12 Studies the present position and needs of the new and developing countries and prepares appropri- ate recommendations on ways and means of improving their postal services. 1.13 Revises the Regulations of the Union within six months following the end of the Congress unless the latter decides otherwise; the Postal Operations Council may also amend the said Regulations at other sessions; in both cases, the Postal Operations Council shall be subject to Council of Administration guidance on matters of fundamental policy and principle. 1.14 Formulates proposals which shall be submitted for the approval either of Congress or of member countries in accordance with article 140; the approval of the Council of Administration is required when these proposals concern questions within the latter’s competence. 1.15 Examines, at the request of a member country, any proposal which that member country forwards to the International Bureau under article 139, prepares observations on it and instructs the International Bureau to annex these observations to the proposal before submitting it for approval to the member countries. 1.16 Recommends, if necessary, and where appropriate after approval by the Council of Administration and consultation of all the member countries, the adoption of regulations or of a new procedure until such time as Congress takes a decision in the matter. 1.17 Prepares and issues, in the form of recommendations to member countries and their designated operators (or as binding provisions if the Acts of the Union so provide), standards for techno- logical, operational and other processes within its competence where uniformity of practice is essen- tial; it shall similarly issue, as required, amendments to standards it has already set. 1.18 Establishes the framework for the organization of user-funded subsidiary bodies and concurs in the organization of these bodies in accordance with the provisions of article 152. 1.19 Receives and discusses reports from the user-funded subsidiary bodies on an annual basis. 1.20 Adopts its Rules of Procedure and the amendments to those Rules. Article XI (Art. 114 amended) Organization of POC sessions 1 At its first meeting, which shall be convened and opened by the Chairman of Congress, the Postal Operations Council shall choose from among its members a Chairman and four Vice-Chairmen, and the Committee Chairmen/Vice-Chairmen/Co-Chairmen, and draw up its Rules of Procedure. The Chairman and four Vice-Chairmen shall be member countries from each of the five geographical groups of the Union. General Regulations, Second Additional Protocol 26 2 The Postal Operations Council shall meet twice a year, or additionally on an exceptional basis, at Union headquarters, in accordance with the relevant procedures set forth in its Rules of Procedure. 3 The Chairman and Vice-Chairmen, and the Committee Chairmen, Co-Chairmen and Vice- Chairmen, of the Postal Operations Council shall form the Management Committee. This Committee shall prepare and direct the work of each meeting of the Postal Operations Council and take on all the tasks which the latter decides to assign to it or the need for which arises in the course of the strategic planning process. 4 On the basis of the Union Strategy adopted by Congress and, in particular, the part relating to the strategies of the permanent bodies of the Union, the Postal Operations Council shall, at its session following Congress, prepare a basic work programme containing a number of tactics aimed at implementing the strate- gies. This basic work programme, which shall include a limited number of projects on topical subjects of com- mon interest, shall be revised annually in the light of new realities and priorities. 5 The Chairman of the Consultative Committee shall represent that organization at meetings of the Postal Operations Council when the agenda contains questions of interest to the Consultative Committee. Article XII (Art. 115 amended) Observers 1 Observers 1.1 In order to ensure effective liaison between the work of the two bodies, the Council of Administration may designate representatives to attend Postal Operations Council meetings as observers. 1.2 Member countries of the Union which are not members of the Council, as well as the observers and ad hoc observers referred to in article 105, may participate in the plenary sessions and Committee meetings of the Postal Operations Council, without the right to vote. 2 Principles 2.1 For logistical reasons, the Postal Operations Council may limit the number of attendees per observer and ad hoc observer participating. It may also limit their right to speak during the debates. 2.2 Observers and ad hoc observers may, at their request, be allowed to cooperate in the studies undertaken, subject to such conditions as the Council may establish to ensure the efficiency and effectiveness of its work. They may also be invited to chair standing groups and task forces when their experience or expertise justifies it. The participation of observers and ad hoc observers shall be carried out without additional expense for the Union. 2.3 In exceptional circumstances, members of the Consultative Committee and ad hoc observers may be excluded from a meeting or a portion of a meeting or may have their right to receive documents restricted if the confidentiality of the subject of the meeting or document so requires. This restriction may be decided on a case-by-case basis by any body concerned or its Chair. The case-by-case situations shall be reported to the Council of Administration and to the Postal Operations Council when matters of interest to the Postal Operations Council are concerned. If it considers this neces- sary, the Council of Administration may subsequently review restrictions, in consultation with the Postal Operations Council where appropriate. General Regulations, Second Additional Protocol 27 Article XIII (Art. 116 amended) Reimbursement of travel expenses 1 Travelling and living expenses incurred by representatives of member countries participating in the Postal Operations Council shall be borne by these member countries. However, one representative of each of the member countries considered to be one of the least developed countries according to the list estab- lished by the United Nations shall, except for meetings which take place during Congress, be entitled to reim- bursement of the price of an economy class return air ticket or first class return rail ticket, or expenses incurred for travel by any other means, subject to the condition that the amount does not exceed the price of the econ- omy class return air ticket. Article XIV (Art. 117bis added) Article 117bis Coordination Committee for the Permanent Bodies of the Union 1 The Chairman of the CA, the Chairman of the POC and the Director General of the International Bureau shall form the Coordination Committee for the Permanent Bodies of the Union (CCoord). 2 The CCoord shall have the following attributions and functions: 2.1 Contribute to the coordination of the work of the permanent bodies of the Union; 2.2 Meet, when needed, in order to discuss important questions relating to the Union and the postal service and provide the Union’s bodies with an evaluation of such questions; 2.3 Ensure proper implementation of the strategic planning process so that all decisions on the Union’s activities are taken by the appropriate bodies in accordance with the respective responsibilities as specified in the Acts of the Union. 3 On convocation by the Chairman of the CA, the CCoord shall meet twice a year, at Union headquarters. The date and place of the meetings shall be fixed by the Chairman of the CA in agree- ment with the Chairman of the POC and the Director General of the International Bureau. Article XV (Art. 123 amended) Representatives of the Consultative Committee at the Council of Administration, the Postal Operations Council and Congress 1 In order to ensure effective liaison with the bodies of the Union, the Consultative Committee may designate representatives to attend meetings of Congress, the Council of Administration, and the Postal Operations Council, and their respective Committees, as observers without the right to vote. 2 Members of the Consultative Committee are invited to plenary sessions and Committee meetings of the Council of Administration and the Postal Operations Council in accordance with article 105. They may also participate in the work of standing groups and task forces under terms established in articles 109.2.2 and 115.2.2. 3 The Chairman of the Council of Administration and the Chairman of the Postal Operations Council shall represent those bodies at meetings of the Consultative Committee when the agenda of such meetings contains questions of interest to those bodies. General Regulations, Second Additional Protocol 28 Article XVI (Art. 127 amended) Duties of the Director General 0bis The Director General shall be the legal representative of the Union. 1 The Director General shall organize, administer and direct the International Bureau. 2 Regarding the classification of posts, appointments and promotions: 2.1 the Director General shall be empowered to classify posts in grades G 1 to D 2 and to appoint and promote officials in those grades. 2.2 for appointments in grades P 1 to D 2, he shall consider the professional qualifications of the candi- dates recommended by the member countries of which the candidates are nationals or in which they exercise their professional activities, taking into account equitable geographical distribution with respect to continents and languages. D 2 posts shall as far as possible be filled by candidates from different regions and from regions other than those from which the Director General and Deputy Director General originate, bearing in mind the paramount consideration of the efficiency of the International Bureau. In the case of posts requiring special qualifications, the Director General may seek applications from outside; 2.3 he shall also consider, for the appointment of a new official, that, in principle, persons occupying grade D 2, D 1 and P 5 posts must be nationals of different member countries of the Union; 2.4 for the promotion of an official of the International Bureau to grades D 2, D 1 and P 5, he shall not be bound to apply the same principle as under 2.3; 2.5 the requirements of equitable geographical and language distribution shall rank behind merit in the recruitment process; 2.6 the Director General shall inform the Council of Administration once a year of appointments and promotions in grades P 4 to D 2. 3 Furthermore, the Director General shall have the following duties: 3.1 acts as depositary of the Acts of the Union and as intermediary in the procedure of accession and admission to and withdrawal from the Union; 3.2 notifies the decisions taken by Congress to all the Governments of member countries; 3.3 notifies all member countries and their designated operators of the Regulations drawn up or revised by the Postal Operations Council; 3.4 prepares the draft annual budget of the Union at the lowest possible level consistent with the require- ments of the Union and submits it in due course to the Council of Administration for consideration; communicates the budget to the member countries of the Union after approval by the Council of Administration and executes it; 3.5 executes the specific activities requested by the bodies of the Union and those assigned to him by the Acts; 3.6 takes action to achieve the objectives set by the bodies of the Union, within the framework of the established policy and the funds available; 3.7 submits suggestions and proposals to the Council of Administration or to the Postal Operations Council; 3.8 following the close of Congress, submits proposals to the Postal Operations Council concerning changes to the Regulations required as a result of Congress decisions, in accordance with the Rules of Procedure of the Postal Operations Council; 3.9 prepares, for the Council of Administration and on the basis of directives issued by the Councils, the draft Union Strategy and draft quadrennial UPU business plan to be submitted to Congress; 3.10 prepares, for approval by the Council of Administration, a four-yearly report on the member countries’ performance in respect of the Union Strategy approved by the preceding Congress, which will be submitted to the following Congress; General Regulations, Second Additional Protocol 29 3.11 (Deleted.) 3.12 acts as an intermediary in relations between: 3.12.1 the UPU and the Restricted Unions; 3.12.2 the UPU and the United Nations; 3.12.3 the UPU and the international organizations whose activities are of interest to the Union; 3.12.4 the UPU and the international organizations or the associations or enterprises that the bodies of the Union wish to consult or associate with their work; 3.13 assumes the duties of Secretary General of the bodies of the Union and supervises in this capacity, taking into account the special provisions of these General Regulations, in particular: 3.13.1 the preparation and organization of the work of the Union’s bodies; 3.13.2 the preparation, production and distribution of documents, reports and minutes; 3.13.3 the functioning of the secretariat at meetings of the Union’s bodies; 3.14 attends the meetings of the bodies of the Union and takes part in the discussions without the right to vote, with the possibility of being represented. Article XVII (Art. 130 amended) Preparation and distribution of documents of the Union bodies 1 The International Bureau shall prepare and make available through the Union website all the docu- ments published, in the language versions specified in article 155, in accordance with the Rules of Procedure of the Council of Administration and Postal Operations Council. The International Bureau shall also indicate, to the representatives of member countries in particular, new e-document publications on the Union website by means of an efficient web-signalling system. 2 Furthermore, the International Bureau shall physically distribute Union publications, such as International Bureau circulars and CA and POC Summary Records, only at the request of an individual mem- ber country. Article XVIII (Art. 138 amended) Procedure for submitting proposals to Congress 1 Subject to the exceptions provided for in paragraphs 2 and 5, the following procedure shall govern the submission of proposals of all kinds to Congress by member countries: 1.1 proposals which reach the International Bureau at least six months before the date fixed for Congress shall be accepted; 1.2 no drafting proposal shall be accepted during the period of six months preceding the date fixed for Congress; 1.3 proposals of substance which reach the International Bureau in the interval between six and four months before the date fixed for Congress shall not be accepted unless they are supported by at least two member countries; 1.4 proposals of substance which reach the International Bureau in the interval between four and two months preceding the date fixed for Congress shall not be accepted unless they are supported by at least eight member countries; proposals which arrive after that time shall no longer be accepted; 1.5 declarations of support must reach the International Bureau within the same period of time as the proposals to which they refer. 2 Proposals concerning the Constitution or the General Regulations shall reach the International Bureau not later than six months before the opening of Congress; any received after that date but before the General Regulations, Second Additional Protocol 30 opening of Congress shall not be considered unless Congress so decides by a majority of two thirds of the member countries represented at Congress and unless the conditions laid down in paragraph 1 are fulfilled. 3 Every proposal must, as a rule, have only one aim and contain only the changes justified by that aim. Similarly, each proposal liable to lead to significant costs for the Union shall be accompanied by an indication of its financial impact, prepared by the member country submitting the proposal, in consultation with the International Bureau, so that the financial resources needed for its implementation can be determined. 4 Drafting proposals shall be headed “Drafting proposal” by the member countries which submit them and shall be published by the International Bureau under a number followed by the letter R. Proposals which do not bear this indication but which, in the opinion of the International Bureau, deal only with drafting points shall be published with an appropriate annotation; the International Bureau shall draw up a list of these pro- posals for Congress. 5 The procedure prescribed in paragraphs 1 and 4 shall apply neither to proposals concerning the Rules of Procedure of Congresses, nor to proposals submitted by the Council of Administration or the Postal Operations Council. Article XIX (Art. 144 amended) Entry into force of the Regulations and of the other decisions adopted between Congresses 1 The Regulations shall come into force on the same date and shall have the same duration as the Acts laid down by Congress. 2 Subject to the provisions of paragraph 1, decisions on amending the Acts of the Union which are adopted between Congresses shall not take effect until at least three months after their notification. However, this time requirement shall not apply to any amendments to the Regulations which are adopted follow- ing the drawing up of the new Regulations but still prior to their entry into force as per paragraph 1. Article XX (Art. 146 amended) Regulation of member countries’ contributions 1 Countries which accede to the Union or are admitted to the status of members of the Union as well as those which leave the Union shall pay their contributions for the whole of the year during which their admis- sion or withdrawal becomes effective. 2 Member countries shall pay their contributions to the Union’s annual expenditure in advance on the basis of the budget laid down by the Council of Administration. These contributions shall be paid not later than the first day of the financial year to which the budget refers. After that date, the sums due shall be chargeable with interest in favour of the Union at the rate of 5% per annum from the fourth month. 3 Where the arrears of mandatory contributions, not including interest, owed to the Union by a member country are equal to or more than the amount of the contributions of that member country for the preceding two financial years, such member country may irrevocably assign to the Union all or part of the credits owed it by other member countries, in accordance with the arrangements laid down by the Council of Administration. The conditions of this assignment of credit shall be determined by agreement reached between the member country, its debtors/creditors and the Union. 4 A member country which, for legal or other reasons, cannot make such an assignment must under- take to conclude a schedule for the amortization of its arrears. 5 Other than in exceptional circumstances, recovery of arrears of mandatory contributions owed to the Union may not extend over more than ten years. 6 In exceptional circumstances, the Council of Administration may release a member country from all or part of the interest owed if that country has paid the full capital amount of its debts in arrears. General Regulations, Second Additional Protocol 31 7 A member country may also be released, within the framework of an amortization schedule approved by the Council of Administration for its accounts in arrears, from all or part of the interest accumulated or to accrue; such release shall, however, be subject to the full and punctual execution of the amortization schedule within an agreed period of ten years at most. 8 The provisions under paragraphs 3 to 7 apply by analogy to the translation costs billed by the International Bureau to member countries belonging to the language groups. 9 The International Bureau shall send bills to member countries at least three months before their due date. The original bills shall be sent to the correct address provided by the member country concerned. Electronic copies of the bills shall be sent via e-mail as pre-advice or alerts. 10 Furthermore, the International Bureau shall provide member countries with clear information each time it charges them interest on overdue payment of particular bills, so that member countries can easily verify to which bills the interest corresponds. Article XXI (Art. 150 amended) Contribution classes 1 Member countries shall contribute to defraying Union expenses according to the contribution class to which they belong. These classes shall be the following: – class of 50 units; – class of 47 units; – class of 45 units; – class of 43 units; – class of 40 units; – class of 37 units; – class of 35 units; – class of 33 units; – class of 30 units; – class of 27 units; – class of 25 units; – class of 23 units; – class of 20 units; – class of 17 units; – class of 15 units; – class of 13 units; – class of 10 units; – class of 7 units; – class of 5 units; – class of 3 units; – class of 1 unit; General Regulations, Second Additional Protocol 32 – class of 0.5 units, reserved for least developed countries as listed by the United Nations and for other countries designated by the Council of Administration; – class of 0.1 units, reserved for countries which are recognized by the United Nations as Small Island Developing States with a population of under 200,000 (as per the latest statistical infor- mation published by the relevant office of the United Nations). 2 Notwithstanding the contribution classes listed in paragraph 1, any member country may elect to contribute a higher number of units than that corresponding to the contribution class to which it belongs, for a minimum term equivalent to the period between Congresses. The announcement of a change shall be made at the latest at Congress. At the end of the period between Congresses, the member country shall return automatically to its original number of contribution units unless it decides to maintain its contribution of a higher number of units. The payment of additional contributions will increase the expenditure accordingly. 3 Member countries shall be included in one of the above-mentioned contribution classes upon their admission or accession to the Union, in accordance with the procedure laid down in article 21.4 of the Constitution. 4 Member countries may subsequently be placed in a lower contribution class, on condition that the request for this change is sent the International Bureau at least two months before the opening of Congress. Congress shall give a non-binding opinion on these requests for a change in contribution class. The member country shall be free to decide whether to follow the opinion of Congress. The final decision of the member country shall be transmitted to the International Bureau Secretariat before the end of Congress. This change request shall take effect on the date of the entry into force of the financial provisions drawn up by Congress. Member countries that have not made known their wish to change contribution class within the required time shall remain in the class to which they belonged up to that time. 5 Member countries may not insist on being lowered more than one class at a time. 6 Nevertheless, in exceptional circumstances such as natural disasters necessitating international aid programmes, the Council of Administration may authorize a temporary reduction in contribution class once between two Congresses when so requested by a member country if the said member establishes that it can no longer maintain its contribution at the class originally chosen. In the same circumstances, the Council of Administration may also authorize a temporary reduction for the non-least developed countries already in the class of 1 unit by placing them in the class of 0.5 units. 7 The temporary reduction in contribution class in application of paragraph 6 may be authorized by the Council of Administration for a maximum period of two years or up to the next Congress, whichever is earlier. On expiry of the specified period, the country concerned shall automatically revert to its original contribution class. 8 Notwithstanding paragraphs 4 and 5, changes to a higher class shall not be subject to any restriction. Article XXII (Art. 152 amended) Organization of user-funded subsidiary bodies 1 Subject to the approval of the Council of Administration, the POC may establish a number of user- funded subsidiary bodies, funded by voluntary means, in order to organize operational, commercial, technical and economic activities which fall within its competence under article 18 of the Constitution, but which may not be financed by the regular budget. 2 Upon the creation of such a body under the POC, the POC shall decide on the basic framework of the rules of procedure of the body, taking due consideration of the fundamental rules and principles of the UPU as an intergovernmental organization, and shall submit it to the CA for approval. The basic framework shall include the following elements: 2.1 the mandate; 2.2 the constituency, including the categories of members participating; General Regulations, Second Additional Protocol 33 2.3 decision-making rules, including its internal structure and its relationship with other Union bodies; 2.4 voting and representation principles; 2.5 financing (subscription, usage fees, etc.); 2.6 composition of secretariat and management structure. 3 Each user-funded subsidiary body shall organize its activities in an autonomous manner within the basic framework decided by the POC and approved by the CA, and shall prepare an annual report on its activities for consideration by the POC. 4 The Council of Administration shall establish the rules concerning support costs that user-funded subsidiary bodies should contribute to the regular budget, and shall publish them in the UPU Financial Regulations. 5 The Director General of the International Bureau shall administer the secretariat of the user-funded subsidiary bodies in accordance with the relevant Staff Regulations and Rules, as applicable to the staff recruited for the user-funded subsidiary bodies. The secretariat of the subsidiary bodies shall be an integral part of the International Bureau. 6 Information concerning user-funded subsidiary bodies established in accordance with this article shall be reported to Congress following their establishment. Article XXIII Entry into force and duration of the Additional Protocol to the General Regulations of the Universal Postal Union 1 This Additional Protocol shall come into force on 1 July 2019 and shall remain in force for an indefi- nite period. In witness whereof the plenipotentiaries of the governments of the member countries have drawn up this Additional Protocol, which shall have the same force and the same validity as if its provisions were inserted in the text of the General Regulations itself, and they have signed it in a single original which shall be deposited with the Director General of the International Bureau. A copy thereof shall be delivered to each party by the International Bureau of the Universal Postal Union. Done at Addis Ababa, 7 September 2018 Additional Protocol to the Universal Postal Convention Convention, Additional Protocol 37 Additional Protocol to the Universal Postal Convention Table of contents Article I. (Art. 17 amended) Basic services II. (Art. 18 amended) Supplementary services III. Entry into force and duration of the Additional Protocol to the Universal Postal Convention Convention, Additional Protocol 39 Additional Protocol to the Universal Postal Convention The plenipotentiaries of the governments of the member countries of the Universal Postal Union, having met in Extraordinary Congress at Addis Ababa, having regard to article 22.3 of the Constitution of the Universal Postal Union concluded at Vienna on 10 July 1964, have by common consent and subject to article 25.4 of the Constitution drawn up in this Additional Protocol the following amendments to the Universal Postal Convention adopted at Istanbul on 6 October 2016. Article I (Art. 17 amended) Basic services 1 Member countries shall ensure that their designated operators accept, handle, convey and deliver letter-post items. 2 Letter-post items containing only documents are: 2.1 priority items and non-priority items, up to 2 kilogrammes; 2.2 letters, postcards and printed papers, up to 2 kilogrammes; 2.3 items for the blind, up to 7 kilogrammes; 2.4 special bags containing newspapers, periodicals, books and similar printed documentation for the same addressee at the same address called “M bags”, up to 30 kilogrammes. 3 Letter-post items containing goods are: 3.1 priority and non-priority small packets, up to 2 kilogrammes; 3.2 items for the blind, up to 7 kilogrammes, as specified in the Regulations; 3.3 special bags containing newspapers, periodicals, books and similar printed documentation for the same addressee at the same address called “M bags”, up to 30 kilogrammes, as spec- ified in the Regulations. 4 Letter-post items shall be classified on the basis of both the speed of treatment of the items and the contents of the items in accordance with the Regulations. 5 Within the classification systems referred to in 4, letter-post items may also be classified on the basis of their format as small letters (P), large letters (G), bulky letters (E) or small packets (E). The size and weight limits are specified in the Regulations. 6 Higher weight limits than those indicated in paragraph 2 apply optionally for certain letter-post item categories under the conditions specified in the Regulations. 7 Member countries shall also ensure that their designated operators accept, handle, convey and deliver parcel-post items up to 20 kilogrammes. 8 Weight limits higher than 20 kilogrammes apply optionally for certain parcel-post items under the conditions specified in the Regulations. Convention, Additional Protocol 40 Article II (Art. 18 amended) Supplementary services 1 Member countries shall ensure the provision of the following mandatory supplementary services: 1.1 registration service for outbound priority and airmail letter-post items; 1.2 registration service for all inbound registered letter-post items. 2 Member countries may ensure the provision of the following optional supplementary services in relations between those designated operators which agreed to provide the service: 2.1 insurance for letter-post items and parcels; 2.2 cash-on-delivery service for letter-post items and parcels; 2.3 tracked delivery service for letter-post items; 2.4 delivery to the addressee in person of registered or insured letter-post items; 2.5 free of charges and fees delivery service for letter-post items and parcels; 2.6 cumbersome parcels services; 2.7 consignment service for collective items from one consignor sent abroad; 2.8 merchandise return service, which involves the return of merchandise by the addressee to the origi- nal seller, with the latter’s authorization. 3 The following three supplementary services have both mandatory and optional parts: 3.1 international business reply service (IBRS), which is basically optional. All member countries or their designated operators shall, however, be obliged to operate the IBRS “return” service; 3.2 international reply coupons, which shall be exchangeable in any member country. The sale of inter- national reply coupons is, however, optional; 3.3 advice of delivery for registered letter-post items, parcels and insured items. All member countries or their designated operators shall admit incoming advices of delivery. The provision of an outward advice of delivery service is, however, optional. 4 The description of these services and their charges are set out in the Regulations. 5 Where the service features below are subject to special charges in the domestic service, designated operators shall be authorized to collect the same charges for international items, under the conditions described in the Regulations: 5.1 delivery for small packets weighing over 500 grammes; 5.2 letter-post items posted after the latest time of posting; 5.3 items posted outside normal counter opening hours; 5.4 collection at sender’s address; 5.5 withdrawal of a letter-post item outside normal counter opening hours; 5.6 poste restante; 5.7 storage for letter-post items weighing over 500 grammes (with the exception of items for the blind), and for parcels; 5.8 delivery of parcels, in response to the advice of arrival; 5.9 cover against risks of force majeure; 5.10 delivery of letter-post items outside normal counter opening hours. Convention, Additional Protocol 41 Article III Entry into force and duration of the Additional Protocol to the Universal Postal Convention 1 This Additional Protocol shall come into force on 1 July 2019 and shall remain in operation until the entry into force of the Acts of the next Congress. In witness whereof the plenipotentiaries of the governments of the member countries have drawn up this Additional Protocol, which shall have the same force and the same validity as if its provisions were inserted in the text of the Convention itself, and they have signed it in a single original which shall be deposited with the Director General of the International Bureau. A copy thereof shall be delivered to each party by the International Bureau of the Universal Postal Union. Done at Addis Ababa, 7 September 2018 Final Protocol to the Additional Protocol to the Universal Postal Convention Convention, Final Protocol to the Additional Protocol 45 Final Protocol to the Additional Protocol to the Universal Postal Convention Table of contents Article I. (Art. VI amended) Basic services Convention, Final Protocol to the Additional Protocol 47 Final Protocol to the Additional Protocol to the Universal Postal Convention At the moment of proceeding to signature of the Additional Protocol to the Universal Postal Convention concluded this day, the plenipotentiaries of the governments of the member countries of the Universal Postal Union have agreed the following: Article I (Art. VI of the Additional Protocol to the Universal Postal Convention amended) Basic services 1 Notwithstanding the provisions of article 17, Australia does not agree to the extension of basic services to include postal parcels. 2 The provisions of article 17.2.4 shall not apply to the United Kingdom, whose national legislation requires a lower weight limit. Health and safety legislation in the United Kingdom limits the weight of mail bags to 20 kilogrammes. 3 Notwithstanding article 17.2.4, Azerbaijan, Kazakhstan, Kyrgyzstan and Uzbekistan shall be authorized to limit to 20 kilogrammes the maximum weight of inward and outward M bags 4 Notwithstanding article 17, Iceland accepts items for the blind only to the extent provided for in its internal legislation. In witness whereof, the plenipotentiaries of the governments of the member countries have drawn up this Final Protocol, which shall have the same force and the same validity as if its provisions were inserted in the text of the Convention itself, and they have signed it in a single original which shall be deposited with the Director General of the International Bureau. A copy thereof shall be delivered to each party by the International Bureau of the Universal Postal Union. Done at Addis Ababa, 7 September 2018. See signatures below. Declarations made on signature of the Acts 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 Declarations 83 Declarations made on signature of the Acts I. On behalf of the Republic of Turkey The delegation of the Republic of Turkey makes the following statement in connection with the participation of the delegation of the Greek Cypriot Administration of Southern Cyprus in the second Extraordinary Congress of the Universal Postal Union purportedly on behalf of “the Republic of Cyprus”. There is no single authority, in law or in fact, that is competent to represent jointly the Turkish Cypriots and the Greek Cypriots and, consequently, Cyprus as a whole. Turkey regards the Greek Cypriot authorities as exer- cising authority, control and jurisdiction only in the territory south of the buffer zone, as is currently the case, and as not representing the Turkish Cypriot people, and will treat the acts performed by them accordingly. In view of the above, Turkey declares that its presence and participation in the work of the Universal Postal Union, its signature of the Final Acts, and its approval of the Istanbul World Postal Strategy do not amount to any form of recognition of the Greek Cypriot Administration’s pretension to represent the so-called “Republic of Cyprus”, or imply any obligations on the part of Turkey to enter into any dealing with the so-called “Republic of Cyprus” within the framework of Universal Postal Union activities. (Congress–Doc 11.Add 1) II. On behalf of the Argentine Republic The Argentine Republic recalls the reservation it made upon ratifying the Constitution of the Universal Postal Union signed in Vienna, Austria, on 10 July 1964, and reaffirms its sovereignty over the Malvinas Islands, South Georgia and the South Sandwich Islands, and Argentine Antarctica, which are an integral part of its national territory. It also recalls that, with regard to the question of the Malvinas Islands, the United Nations General Assembly has adopted resolutions 2065 (XX), 3160 (XXVIII), 31/49, 37/9, 38/12, 39/6, 40/21, 41/40, 42/19 and 43/25, recognizing the existence of a sovereignty dispute and calling upon the Governments of the Argentine Republic and the United Kingdom of Great Britain and Northern Ireland to resume negotiations in order to resolve this dispute. The Argentine Republic also highlights that the United Nations Special Committee on Decolonization has repeatedly adopted resolutions to the same effect, the most recent being the resolution adopted on 21 June 2018, and that the General Assembly of the Organization of American States adopted on 5 June 2018 a new declaration on the question in similar terms. (Congress–Doc 11.Add 2) Declarations 84 III. On behalf of the Socialist Republic of Viet Nam The delegation of the Socialist Republic of Viet Nam declares that: Viet Nam reserves its right to take any action or measures, if necessary, to safeguard national rights and interests should any other UPU member countries in any way fail to comply with the provisions of the UPU Acts or should declarations or reservations by other UPU member countries jeopardize the sovereignty, rights, interests and postal services of the Socialist Republic of Viet Nam. Viet Nam reserves the right of its Government to make reservations, if necessary, upon ratification/approval of the UPU Acts. (Congress–Doc 11.Add 3) IV. On behalf of the Republic of Cyprus The delegation of the Republic of Cyprus to the second Extraordinary Congress of the Universal Postal Union reiterates the declaration it made at previous UPU Congresses, and rejects unreservedly the declaration and reservation made by the Republic of Turkey on 3 September 2018 (Congress–Doc 11.Add 1) at the second Extraordinary Congress in Addis Ababa in connection with the participation, rights and status of the Republic of Cyprus as a member of the UPU. The Turkish positions are totally inconsistent with the relevant provisions of international law and the specific provisions of the mandatory UN Security Council resolutions on Cyprus. It should be noted that, in its resolu- tions 541(1983) and 550(1984), inter alia, the UN Security Council condemned the purported secession of part of the Republic of Cyprus, regarded its “unilateral declaration of independence” as “legally invalid” and called for its withdrawal. It also called on all states not to recognize any Cypriot state other than the Republic of Cyprus and “not to facilitate or in any way assist the aforesaid secessionist entity”. Lastly, it called on all states to respect the sovereignty, independence, territorial integrity and unity of the Republic of Cyprus. The Republic of Cyprus has been a member state of the United Nations since its independence in 1960, and a member state of the European Union from 1 May 2004. It has also been a member of the Universal Postal Union since November 1961 and, in this capacity, participates in all of the organization’s activities. The Government of the Republic of Cyprus is the internationally recognized government in Cyprus, with the com- petence and authority to represent the state, notwithstanding the de facto division of the island as a result of the 1974 Turkish invasion. Since 1 May 2004, the Republic of Cyprus has been a full member of the European Union, underscoring the fact that there is only one state in Cyprus. In recognizing the problems caused by the occupation of part of its territory in implementing Community laws, Protocol 10 to the Act of Accession of the Republic of Cyprus to the European Union provides that implementation of the acquis communautaire shall be suspended in the area of the Republic of Cyprus over which its government exercises no effective control. In view of the above, the declaration and reservation made by the Republic of Turkey contravene both the letter and spirit of the UPU Constitution, Convention and Agreements. The delegation of the Republic of Cyprus therefore considers any such declaration or reservation to be illegal and null and void, and reserves its rights accordingly. (Congress–Doc 11.Add 4) Declarations 85 V. On behalf of Canada On signing the Final Acts of the second Extraordinary Congress of the Universal Postal Union (Addis Ababa, 2018), Canada declares that it will apply the Acts and other decisions adopted by this Congress in a manner consistent with all applicable laws and those international agreements to which it is a signatory party. (Congress–Doc 11.Add 5) VI. On behalf of the Syrian Arab Republic The Syrian Arab Republic reiterates the declaration in the 25th Congress Acts and declares that the signature of the Acts of the Universal Postal Union (second Extraordinary Congress), and any subsequent ratification of those Acts by its Government, shall not be valid vis-à-vis the member inscribed under the name of Israel, and shall in no way imply recognition of that member. (Congress–Doc 11.Add 6) VII. On behalf of New Zealand New Zealand will apply the Acts and other decisions adopted by this Congress only insofar as they are con- sistent with its other international rights and obligations and, in particular, with the General Agreement on Trade in Services of the World Trade Organization. (Congress–Doc 11.Add 7) VIII. On behalf of the Republic of Iceland, the Principality of Liechtenstein and the Kingdom of Norway The delegations of the Republic of Iceland, the Principality of Liechtenstein and the Kingdom of Norway declare that their countries will apply the Acts adopted by this Congress in accordance with obligations pursuant to the agreement establishing the European Economic Area and the General Agreement on Trade in Services of the World Trade Organization. (Congress–Doc 11.Add 8) IX. On behalf of the Republic of Austria, the Kingdom of Belgium, the Republic of Bulgaria, the Republic of Croatia, the Republic of Cyprus, the Czech Republic, the Kingdom of Denmark, the Republic of Estonia, the Republic of Finland, the French Republic, the Federal Republic of Germany, the Hellenic Republic, the Republic of Hungary, the Republic of Ireland, the Italian Republic, the Republic of Latvia, the Republic of Lithuania, the Grand Duchy of Luxembourg, the Republic of Malta, the Kingdom of the Netherlands, the Republic of Poland, the Portuguese Republic, Romania, the Slovak Republic, the Republic of Slovenia, the Kingdom of Spain, the Kingdom of Sweden, and the United Kingdom of Great Britain and Northern Ireland The delegations of the member countries of the European Union declare that their countries will apply the Acts adopted by this Congress in accordance with their obligations pursuant to the Treaty on European Union, the Treaty on the Functioning of the European Union, and the General Agreement on Trade in Services of the World Trade Organization. (Congress–Doc 11.Add 9) Declarations 86 X. On behalf of Australia Australia will apply the Acts and other decisions adopted by this Congress only insofar as they are consistent with its other international rights and obligations and, in particular, with the General Agreement on Trade in Services of the World Trade Organization. (Congress–Doc 11.Add 10) XI. On behalf of Israel The delegation of Israel to the second Extraordinary Congress of the Universal Postal Union supports the declaration presented by the Chair of Congress in regard to the signature of the Acts that: “Certain member countries issue unilateral declarations as a means of reacting to a given political situation or setting forth their relations with another member country. These declarations do not refer to the application of a provision of the Acts; they arise from political considerations external to the UPU. As such, they are not subject to any particular procedure and may be presented at any time during the second Extraordinary Congress to the Plenary Secretariat.” The delegation of Israel reiterates the declarations and reservations that it has made at previous UPU Congresses, and rejects unreservedly any declaration or reservation made by any other member of the Union at this second Extraordinary Congress (Addis Ababa) the intention of which is to disregard Israel’s rights and status as a member of the UPU. Furthermore, any such declaration or reservation is in contravention of both the letter and spirit of the UPU Constitution, Convention and Agreements. The delegation of Israel accordingly considers any such declaration or reservation to be illegal and void, and reserves its rights accordingly. The Government of the State of Israel states its position that the interpretation and application of any resolution or statement by all concerned must be in accordance with and subject to any existing or future bilateral agree- ments or arrangements. Furthermore, Israel shall interpret and apply any resolution or statement in accord- ance with applicable Israeli law. (Congress–Doc 11.Add 11) XII. On behalf of the Republic of Azerbaijan The Republic of Azerbaijan is one of the fully authorized members of the Universal Postal Union and is entitled to deliver postal services on the internationally recognized territory of the country pursuant to the Universal Postal Convention and other international legal documents. However, 20 percent of the internationally recog- nized territory of Azerbaijan, including the Nagorno-Karabakh region and seven surrounding administrative regions, is under the occupation of Armenia and therefore facing obstacles with respect to the delivery of postal services. Resolution Nos. 822 (30 April 1993), 853 (29 June 1993), 874 (14 October 1993) and 884 (12 November 1993) of the Security Council of the United Nations, as well as decisions and resolutions of other international organ- izations on the immediate, full and unconditional release of the occupied territories of Azerbaijan from Armenian invaders, have remained unfulfilled. The occupation has resulted in extensive damage to the country’s economy, including the postal sector. The working group established in order to assess the losses and damages incurred by the Republic of Azerbaijan is carrying out the evaluations. It is impossible to comply with article 6 of the Universal Postal Convention concerning the circulation of postage stamps on the territories of the Republic of Azerbaijan occupied by the Republic of Armenia. The issuance of postage stamps on behalf of the so-called “Nagorno Karabakh Republic” and the implementation of illegal postal operations by the illegal regime are still carried out in the occupied territories by Armenia, in contraven- tion of the above-mentioned article of the Universal Postal Convention. Declarations 87 Considering the above, the Republic of Azerbaijan declares once again that, according to the relevant rules of the Universal Postal Union, the Government of the Republic of Azerbaijan is the only legitimate structure enti- tled to issue and put into circulation postage stamps, as well as implement postal operations, on all territories of Azerbaijan recognized at international level, including on the occupied territories. No postal operations can be carried out on the occupied territories without the authorization of the Government of the Republic of Azerbaijan. These operations have no legal force and contravene the national legislation of the Azerbaijan Republic, as well as the international legal norms that exist in this field. We regret to inform that it will be impossible to comply with the provisions of the Universal Postal Convention and its Final Protocol until the territories occupied by the Republic of Armenia are released and the conse- quences of the occupation are eliminated. The Republic of Azerbaijan reserves the right not to apply the rights and obligations arising from the Universal Postal Convention and its Final Protocol in regard to the Republic of Armenia. (Congress–Doc 11.Add 12) Rules of Procedure of Congresses Rules of Procedure of Congresses 91 Rules of Procedure of Congresses Table of contents Article 1 General provisions 2 Delegations 3 Delegates’ credentials 4 Order of seating 5 Observers and ad hoc observers 6 Chairmanships and vice-chairmanships of Congress and Committees 7 Bureau of Congress 8 Membership of Committees 9 Working parties 10 Secretariat of Congress and of Committees 11 Languages of debates 12 Languages used for drafting Congress documents 13 Proposals 14 Consideration of proposals in Congress and in Committees 15 Debates 16 Motions on points of order and procedural motions 17 Quorum 18 Voting principle and procedure 19 Conditions of approval of proposals 20 Election of the members of the Council of Administration or the Postal Operations Council 21 Election of the Director General and the Deputy Director General of the International Bureau 22 Reports 23 Appeal against decisions taken by the Committees and by Congress 24 Approval by Congress of draft decisions (Acts, resolutions, etc.) 25 Assignment of studies to the Council of Administration and the Postal Operations Council 26 Reservations to Acts 27 Signature of Acts 28 Amendment of the Rules Rules of Procedure of Congresses 93 Rules of Procedure of Congresses Article 1 General provisions 1 The present Rules of Procedure (hereinafter referred to as “the Rules”) have been drawn up pursuant to the Acts of the Union and are subordinate to them. In the event of a discrepancy between one of their provisions and a provision of the Acts, the latter shall prevail. Article 2 Delegations 1 The term “delegation” shall denote the person or body of persons designated by a member country to take part in a Congress. The delegation shall consist of a Head of delegation and, if appropriate, his deputy, one or more delegates and, possibly, one or more attached officials (including experts, secretaries, etc.). 2 Heads of delegation, their deputies, and delegates shall be representatives of member countries within the meaning of article 14.2 of the Constitution if in possession of credentials which comply with the conditions laid down in article 3 of these Rules. 3 Attached officials shall be admitted to meetings, and shall have the right to participate in the pro- ceedings, but they shall not normally have the right to vote. However, they may be authorized by the Head of their delegation to vote on behalf of their country at Committee meetings. Such authorizations shall be handed, in writing, to the Chairman of the Committee concerned, before the beginning of the meeting. Article 3 Delegates’ credentials 1 Delegates’ credentials shall be drawn up in due and proper form and signed by the Head of State, the Head of Government or the Minister for Foreign Affairs of the country concerned, or by any other gov- ernment official duly authorized in writing by one of those authorities to sign the credentials. A copy of such authorization shall be presented together with the credentials. Credentials shall be provided in original form and preferably in one of the working languages of the International Bureau. Credentials provided in a language other than one of the working languages of the International Bureau (and for which no Union translation service exists) shall be accompanied by an English or French translation, as well as a statement confirming that the translation correctly reflects the content of the original doc- ument. The credentials of delegates entitled to sign the Acts (plenipotentiaries) shall specify the scope of such signature (signature subject to ratification or approval, signature ad referendum, definitive signature). In the absence of such specific information, the signature shall be regarded as being subject to ratification or approval. Credentials authorizing the holder to sign the Acts shall implicitly include the right to speak and to vote. Delegates on whom the relevant authorities have conferred full powers without specifying their scope shall be authorized to speak, to vote and to sign the Acts unless the wording of the credentials is explicitly to the contrary. Credentials authorizing the holder to participate on behalf of the country concerned or represent the latter shall implicitly include the right to speak and to vote only. Rules of Procedure of Congresses 94 2 Credentials shall be deposited at the opening of Congress with the authority designated for that purpose. 3 Delegates who are not in possession of credentials or who have not deposited their credentials may, provided their names have been communicated by their Government to the International Bureau, take part in the debates and vote from the moment they participate in the work of Congress. The same shall apply to those whose credentials are found to be not in order. Such delegates shall cease to be empowered to vote from the time Congress approves the last report of the Credentials Committee establishing that their credentials have not been received or are not in order until such time as the position is regularized. The last report shall be approved by Congress before any elections other than that of the Chairman of Congress and before approval of the draft Acts. 4 The credentials of a member country which arranges for the delegation of another member country to represent it at Congress (proxy) shall be in the same form as those mentioned in paragraph 1. 5 Credentials and proxies sent by telegram shall not be admissible. However, telegrams sent in reply to requests for information relating to credentials shall be accepted. 6 A delegation which, after it has deposited its credentials, is prevented from attending one or more meetings, may arrange to be represented by the delegation of another member country, provided that notice in writing is given to the Chairman of the meeting concerned. However, a delegation may represent only a single country other than its own. 7 The delegates of member countries which are not parties to an Agreement may take part in the debates of Congress concerning that Agreement, without the right to vote. Article 4 Order of seating 1 At Congress and Committee meetings, delegations shall be seated in the French alphabetical order of the member countries represented. 2 The Chairman of the Council of Administration shall draw lots, in due course, for the name of the country to be placed foremost before the rostrum at Congress and Committee meetings. Article 5 Observers and ad hoc observers 1 The observers referred to in article 105.1 of the General Regulations shall be invited to participate in the plenary sessions and Committee meetings of Congress. 2 The ad hoc observers referred to in article 105.2 of the General Regulations may be invited to attend specific meetings of Congress and its committees when it is in the interest of the Union or the work of Congress. 3 The observers and ad hoc observers shall not be entitled to vote, but may take the floor with the permission of the Chairman of the meeting. 4 In exceptional circumstances, the right of observers and ad hoc observers to participate in certain meetings, or parts of meetings, may be restricted if the confidentiality of the subject dealt with so requires. They shall be so informed as quickly as possible. This restriction may be decided on a case-by-case basis by any body concerned or its Chairman. Such decisions shall be reviewed by the Bureau of Congress, which shall have the authority to confirm or reverse such decisions by a simple majority vote. Rules of Procedure of Congresses 95 Article 6 Chairmanships and vice-chairmanships of Congress and Committees 1 At its first plenary meeting, Congress shall elect, on the proposal of the host member country of the Congress, the Chairman of Congress and then approve, on the proposal of the Council of Administration, the appointment of the member countries which are to assume the vice-chairmanships of Congress and the chair- manships and vice-chairmanships of the Committees. These posts will be assigned taking as much account as possible of the equitable geographical distribution of the member countries. 2 The Chairmen shall open and close the meetings over which they preside, direct the debates, give speakers the floor, put proposals to the vote and announce what majority is required for their adoption, announce decisions and, subject to the approval of Congress, interpret such decisions if necessary. 3 The Chairmen shall see that the present Rules are observed and that order is maintained at meet- ings. 4 Any delegation may appeal to Congress or the Committee against a decision taken by the Chairman on the basis of a provision or interpretation of the Rules. The Chairman’s decision shall nevertheless hold good unless rescinded by a majority of the members present and voting. 5 Should the member country appointed to the chairmanship be no longer able to exercise this func- tion, one of the Vice-Chairmen shall be appointed by Congress or the Committee to replace it. Article 7 Bureau of Congress 1 The Bureau shall be the central body responsible for directing the work of Congress. It shall consist of the Chairman and Vice-Chairmen of Congress and the Chairmen of the Committees. It shall meet periodi- cally to review the progress of the work of Congress and its Committees and to make recommendations designed to facilitate such progress. It shall assist the Chairman in drawing up the agenda of each plenary meeting and in coordinating the work of the Committees. It shall make recommendations relating to the closing of Congress. 2 The Secretary General of Congress and the Assistant Secretary General, mentioned in article 10.1, shall attend the meetings of the Bureau. Article 8 Membership of Committees 1 The member countries represented in Congress shall, as of right, be members of the Committees responsible for studying proposals relating to the Constitution, the General Regulations and the Convention. 2 Member countries represented in Congress which are parties to one or more of the optional Agreements shall, as of right, be members of the Committee and/or Committees responsible for the revision of these Agreements. The right to vote of members of the Committee or Committees shall be confined to the Agreement or Agreements to which they are parties. 3 Delegations which are not members of Committees dealing with the Agreements may attend meet- ings of those Committees and take part in the debates without the right to vote. Article 9 Working parties 1 Congress and each Committee may set up working parties to study special questions. Rules of Procedure of Congresses 96 Article 10 Secretariat of Congress and of Committees 1 The Director General and the Deputy Director General of the International Bureau shall act as Secretary General and Assistant Secretary General of Congress, respectively. 2 The Secretary General and the Assistant Secretary General shall attend the meetings of Congress and of the Bureau of Congress and take part in the debates without the right to vote. They may also attend, under the same conditions, Committee meetings or be represented thereat by a senior official of the International Bureau. 3 The work of the Secretariat of Congress, the Bureau of Congress and the Committees shall be per- formed by the staff of the International Bureau in conjunction with the host member country. 4 Senior officials of the International Bureau shall act as Secretaries of Congress, of the Bureau of Congress and of the Committees. They shall assist the Chairman during meetings and shall be responsible for writing the reports. 5 The Secretaries of Congress and of the Committees shall be assisted by Assistant Secretaries. Article 11 Languages of debates 1 Subject to paragraph 2, French, English, Spanish and Russian may be used for debates, by means of a system of simultaneous or consecutive interpretation. 2 The debates of the Drafting Committee shall be held in French. 3 Other languages may also be used for the debates mentioned in paragraph 1. The language of the host country shall have priority in this connection. Delegations using other languages shall arrange for simul- taneous interpretation into one of the languages mentioned in paragraph 1, either by means of the simultane- ous interpretation system, when the necessary technical alterations can be made, or by special interpreters. 4 The cost of installing and maintaining the technical equipment shall be borne by the Union. 5 The cost of the interpretation services shall be divided among the member countries using the same language in proportion to their contributions to the expenses of the Union. Article 12 Languages used for drafting Congress documents 1 Documents prepared during Congress including draft decisions submitted to Congress for approval shall be published in French by the Secretariat of Congress. 2 To this end, documents produced by delegations of member countries shall be submitted in French, either direct or through the intermediary of the translation services attached to the Congress Secretariat. 3 The above services, organized at their own expense by the language groups set up in accordance with the relevant provisions of the General Regulations, may also translate Congress documents into their respective languages. Rules of Procedure of Congresses 97 Article 13 Proposals 1 All questions brought before Congress shall be the subject of proposals. 2 All proposals published by the International Bureau before Congress shall be regarded as being submitted to Congress. 3 Two months before Congress opens, no proposal shall be considered except those amending earlier proposals. 4 In the specific case of proposals from the Council of Administration or Postal Operations Council, amendments shall be received by the International Bureau at least two months before the opening of Congress. Beyond this point, member countries may present their amendments at sessions. 5 The following shall be regarded as amendments: any proposal which, without altering the substance of the original proposal, involves a deletion from, addition to or revision of a part of the original proposal. No proposed change shall be regarded as an amendment if it is inconsistent with the meaning or intent of the original proposal. In case of doubt, Congress or the Committee shall decide the matter. 6 Amendments submitted at Congress to proposals already made shall be handed in to the Secretariat in writing, in French, before noon on the day but one before the day on which they will be discussed, so that they can be distributed to delegates the same day. This time limit shall not apply to amendments arising directly from the debates in Congress or in a Committee. In the latter case, if so requested, the author of the amend- ment shall submit a written version in French, or in case of difficulty, in any other language used for debates. The Chairman concerned shall read it out or have it read out. 7 The procedure laid down in paragraph 5 shall also apply to the submission of proposals that are not designed to amend the text of the Acts (draft resolutions, draft recommendations, draft formal opinions, etc.) where these proposals result from the work of Congress. 8 Any proposal or amendment shall give the final form of the text which is to be inserted in the Acts of the Union, subject, of cours