Parliamentary Committees in Democracies: Unit 3 Procedural and Administrative Support

Types & Nature of Administrative Support Supporting activities Support the chairperson, members during debates & deliberations ; Information flow to committee chairperson, members, house; to and from government, ministries, departments and agencies; Specifically these may include: Listing & prioritizing committee activities; Drawing up agenda & notices of meetings with chairpersons; Recording members attendance ;

Types & Nature of Administrative Support (cont.) Distributing relevant information and papers to members; Supporting fact-finding & oversight missions & public hearings; Drafting and circulating minutes of meetings; Assisting in preparing committee reports ; Drafting press releases ; Publishing committee reports ; Preparing Order Paper entries in respect of Bills and papers referred to the Committee; Ensuring the implementation of decisions taken by the committee.

Requirements for Effective Administrative Functions Accurate and speedy processing of papers and production of reports; Paying attention to detail, ensuring the accuracy of the work done with a high standard ; Proactive in providing needed information and support; Strong organizational and administrative skills.

Requirements for Effective Administrative Functions Ability to capture information from convoluted discussions at committee meetings Expertise to prepare committee reports. This requires: Full attention An understanding of what occurs during meetings Good language and writing skills Understand committee tasks; Understand rules & procedures of parliament as they apply to the committee; Be familiar with the resources available.

Parliamentary Procedure Definition : Generally accepted rules, precedents, and practices used in the governance of deliberative assemblies. Intended to maintain decorum, ascertain the will of the majority, preserve the rights of the minority, and facilitate the orderly transaction of business. History : Rules of parliamentary procedure originated in Britain in the 16 th and 17 th centuries and were subsequently adopted by legislatures around the world. Robert's Rules Order, codified in 1876 by U.S. Gen. Henry M. Robert (1837 – 1923) and regularly refined and enlarged, is the standard set of rules used by legislatures in the U.S. Source: http: //

Procedural Issues Include: Methods/processes for oversight of the executive; Procedure and processes for gathering evidence & for calling of witnesses, the rights of witnesses; Committee interaction with the public, in particular rights of witnesses; Correct processing of papers; status of papers before the committee; Procedures for effective conduct of the affairs of the committee.

Procedural Issues Include (Cont.) Process for electing chairpersons; Procedures for decisions and voting; Procedures relating to membership; Chairperson’s functions and powers; Committee’s mandate, functions & powers; The formation of a quorum Legislative processes; Processes for executive accountability.

Requirements for Providing Sound Procedural Advice & Guidance to Committees An understanding of the constitution; Knowledge of the rules of the legislature, Familiarity with the principles & rules applying to committees. Understanding of committee procedures and conventions; Understanding of political system; A well-grounded knowledge of the basis on which to provide non-political advice in a political environment;

Requirements for Providing Sound Procedural Advice & Guidance to Committees (Cont.) Understanding of political dynamics within & outside the committee; A study of the constitutional rules and framework within which the committee functions is important Experience is necessary and must be gained within the legislative context; Senior experienced staff can be a valuable source of insight and solutions, they often have encountered similar problems & solved them. Reference books on parliamentary procedures are extremely useful, but remember legislatures are different.

Unit 3 Questions 1. What types of procedural and administrative support are required for effective functioning of parliamentary committees? 2. Using your own country as an example, describe the parliamentary procedure in your parliament