PV BUR 04.07.2011

PE 466.140/BUR

PE-7/BUR/PV/2011-12

EUROPEAN PARLIAMENT

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B U R E A U

MINUTES

of the meeting of

04-07-2011

Louise Weiss Building - Room R 1.1 - - -

Strasbourg

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PE-7/BUR/PV/2011-12

BUREAU

MINUTES

of the meeting of Monday, 4 July 2011 from 18:30 to 20:30 hrs

Louise Weiss Building – Room R 1.1

Strasbourg

Contents page

1. Adoption of draft agenda .................................................................................................. 7

2. Approval of the Minutes of the meeting of 22 June 2011 ................................................ 8

3. Statements by the President .............................................................................................. 9

3.1 Sakharov Prize Network Conference in November.......................................................... 9

3.2 Passing away of Mr von Habsburg, former Member of the European Parliament ............ 9

4. New concept for the Library of the European Parliament - Note from the Secretary-General............................................................................................................................ 10

5. Creation of a Directorate for Impact Assessment - Notes from the Secretary-General .. 13

6. Brussels - Mandate for negotiations for purchase of buildings in Brussels - Note from the Secretary-General............................................................................................. 15

7. Letter of amendment to the 2012 draft budget - Preparations for Croatia's accession - Note from the Secretary-General.................................................................................. 19

8. Proposal to amend the rules on exhibitions on European Parliament's premises - Letter from Mr NEWTON DUNN, Chair-in-Office and Ms GERINGER DE OEDENBERG, Quaestor responsible............................................................................. 20

9. Rules on Processing of the papers of Members and former Members - Note from the Secretary-General ........................................................................................................... 21

10. Adoption of the date for the Open Days in 2012 - Note from the Secretary-General .... 22

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11. Request for the reservation of the Hemicycle of the European Parliament in Brussels on 5 May 2012 for the initiative "Together for Europe" .................................. 23

12. Request for the reservation of the Hemicycle in Brussels on 8 and 9 November 2011 for a conference on European Space Policy - Letter from Mr TAJANI, Vice-President of the European Commission .......................................................................... 25

13. Request to send a committee delegation to Poland on 16 and 17 October 2011 - Letter from Ms HÜBNER, Chair of the Committee on Regional Development ............ 26

14. Request from the Committee on Culture and Education to send a delegation to Wroclaw in Poland from 8 to 11 September 2011 - Letter from Ms PACK, Chair of the Committee concerned................................................................................................ 27

15. Request from the Committee on Legal Affairs to visit the Federal Constitutional Court in Karlsruhe on 15 September 2011 (day set aside for the plenary session in Strasbourg) - Letter from Mr LEHNE, Chair of the Committee concerned ................... 29

16. Request from the Committee on Employment and Social Affairs to send a delegation to Spain from 3 to 4 November 2011 - Letter from Ms BERÈS, Chair of the Committee concerned................................................................................................ 30

17. Request from the Committee on Economic and Monetary Affairs to send a delegation to the IMF Annual meeting in Washington from 24 to 26 September 2011 - Letter from Ms BOWLES, Chair of the Committee concerned................................................... 31

18. Request from the Committee on Economic and Monetary Affairs to send a delegation to Hong Kong and Singapore from 31 October to 2 November 2011 - Letter from Ms BOWLES, Chair of the Committee concerned...................................... 33

19. Request from the Special Committee on the Financial, Economic and Social Crisis to print a CRIS compendium of documents at the end of term of mandate - Letter from Mr KLINZ, Chair of the Special Committee concerned ........................................ 34

20. MEP - Scientist Pairing Scheme - Letter from Mr RÜBIG, Chair of STOA Panel........ 35

21. Urgent matters and any other business ........................................................................... 36

21.1 Court cases launched against the European Parliament by the Republic of France - Presentation by the Legal Service................................................................................... 36

21.2 Staff matters .................................................................................................................... 36

22. Items for information ....................................................................................................... 38

23. Date and place of next meeting......................................................................................... 39

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BUREAU

MINUTES

of the meeting of Monday, 4 July 2011

Strasbourg

Mr Jerzy BUZEK, President of the European Parliament, opened the meeting at 18:38 hours.

Present

Mr Jerzy BUZEK, President*

Vice-Presidents

Mr PITTELLA Ms KRATSA-TSAGAROPOULOU* Mr MARTÍNEZ Mr VIDAL-QUADRAS Ms ROTH-BEHRENDT* Mr ROUČEK Ms DURANT* Ms ANGELILLI* Ms WALLIS Mr TİKÉS* Mr McMILLAN-SCOTT Mr WIELAND*

Quaestors

Excused

Ms GERINGER DE OEDENBERG Mr MAŠTÁLKA Mr HIGGINS Ms LULLING Mr NEWTON DUNN*

Also Present Mr WELLE, Secretary-General* List of officials present at the meeting:

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Private Office of the President Ms ROSINSKA* Mr TEASDALE* Ms WORUM* Mr ALPERMANN Mr GRAJEWSKI Mr FISCHER Mr GOLAŃSKI Private Office of the Secretary-General Mr DREXLER*

Mr MANGOLD* Mr BAAS Ms FREDSGAARD Mr SCHEIBA Mr HUBER Secretariat DG Presidency (PRES) Ms RATTI*/ Mr CAROZZA/ Mr DE

FEO/ Mr WATT DG Internal Policies (IPOL) Mr RIBERA D'ALCALA/ Mr REY DG External Policies (EXPO) Mr AGUIRIANO/ Mr PENALVER

GARCIA DG Information (COMM) Ms OBERHAUSER/ Mr DUCH-

GUILLOT/ Ms VAN DEN BROEKE DG Personnel (PERS) Mr QUITIN* DG Infrastructure and Logistics (INLO) Mr STRATIGAKIS/ Mr DE BACKER/

Mr CHAMPETTER DG Interpretation and Conferences (INTE) Ms COSMIDOU DG Finance (FINS) Mr VANHAEREN/Mr GUILLEN-

ZANON/ Mr KLETHI DG Innovation, Technical Support (ITEC) Mr VILELLA Legal Service Mr PENNERA*, Jurisconsult / Mr

PASSOS Conference of President's Secretariat Mr HILLER Relations with the secretariats of the political groups

Mr WINKLER

* present for item in camera, initially foreseen as item 5 of the agenda of 6 July 2011

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Political group secretariats Mr RIPOLL (EPP) Ms PEARSON (S&D) Mr BOUTER (ALDE) Mr PRUMMEL (Greens/EFA) Mr WOODARD (ECR) Ms LAIKAUF (EFD) Mr SERVELLON (Non-attached Members) Vice-Presidents' and Quaestors' assistants Mr MARTINELLI Mr PITTELLA's assistant Ms TRAKADAS Ms KRATSA-TSAGAROPOULOU's assistant Mr GUERRA REINA Mr MARTÍNEZ's assistant Ms CABANELAS ÁLVAREZ Mr VIDAL-QUADRAS's assistant Mr SCHWARZ Ms ROTH-BEHRENDT's assistant Ms ZANELLA Mr ROUCEK's assistant Mr VALETTE Ms DURANT's assistant Mr LOMBARDO Ms ANGELILLI's aassistant Ms THIEL Ms WALLIS's assistant Mr SZILAGYI Mr TİKÉS's assistant Ms BIESEMANS Mr McMILLAN-SCOTT's assistant Mr BECKER Mr WIELAND's assistant Ms ZIELINSKA Ms GERINGER de OEDENBERG's assistant Ms KEARNEY Mr HIGGINS's assistant Mr ROMANOVSKIS Ms LULLING's assistant Ms ŘEHOŘOVÁ Mr MAŠTÁLKA's assistant Ms KONTÁR Mr NEWTON DUNN's assistant Ms LINNUS*, Mr SCHROEDER, Mr TZIORKAS, Mr WILKINSON and Mr CALINOGLOU acted as secretary to the meeting.

* present for item in camera, initially foreseen as item 5 of the agenda of 6 July 2011

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1. Adoption of draft agenda

The Bureau

- noted the draft agenda (PE 466.138/BUR) and adopted it as shown in these minutes.

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2. Approval of the Minutes of the meeting of 22 June 2011

The Bureau

- noted and approved the minutes of the meeting of 22 June 2011 in Brussels

(PE 466.129/BUR).

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3. Statements by the President

3.1 Sakharov Prize Network Conference in November

The Bureau,

- heard the President inform the meeting of his proposal to organize a Human Rights

Conference in November in the European Parliament, which would serve as a central

event for the Sakharov Prize Network; the Conference would be a one-day event and

invitees would be leading international personalities, former laureates of the Sakharov

Prize, Members, experts from academia and members of the NGO community;

- held a short exchange of views with the participation of Mr ROUCEK, Mr

MARTÍNEZ - MARTÍNEZ, Vice-Presidents, and the President noting support for

this event, as well as for the proposal of organising it on a regular basis as an annual

platform for the Sakharov network, but also underlining the need to ensure the active

participation of Members;

- agreed with the proposal to hold the aforementioned Conference on Human Rights in

November in the European Parliament and to consider organising this Conference in

the future on a regular basis;

- took note that the proposal would be presented to the Conference of President and

that the services could proceed with the organisation of the event in more details.

3.2 Passing away of Mr von Habsburg, former Member of the European Parliament

The Bureau

- heard the President pay tribute to Mr VON HABSBURG, former Member of the

European Parliament, who passed away in the morning of 4 July 2011;

- heard Mr VIDAL QUADRAS, Vice-President, suggest that the European Parliament

be represented at the highest level at the funeral service of Mr VON HABSBURG in

Vienna.

A. DECISIONS - EXCHANGE OF VIEWS

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4. New concept for the Library of the European Parliament - Note from the Secretary-General

The Bureau

- noted the following documents:

• a note from the Secretary-General dated 28 June 2011 on delivering more value for

Members - a new concept for the Library of the European Parliament

(PE 466.176/BUR and annex);

- heard the President recall that, at the meeting of 2 February 2011 and in the context

of the 2012 budgetary procedure, the Bureau had asked for an assessment of the

services provided by the Library and for a proposal from the Secretary-General for a

new concept before the summer 2011, based on studies of the best national examples;

- heard the President invite the Secretary General to present his note and elaborate on

his proposal for a new concept for the Library and note that, if the Bureau were to

endorse the proposed concept, the Secretary-General would present before the end of

2011 a detailed implementation action plan and new Library rules consistent with the

new concept;

- heard the Secretary General recall that several members of the Bureau had expressed

in the past the view that the services provided by the EP Library for individual

Members were not sufficient and in need of improvement and underline in this

connection in particular that:

• the lower volume of the analytical production of the EP Library could be

explained by the simple fact that its team of analysts was one-fifth the size of that

of the German Bundestag or of the House of Commons;

• the limited visibility of the EP Library was also due to the fact that it was quite

hidden in the EP premises and not easily accessible by Members who don't know

the house so well, thus not being able to become a central part of the parliamentary

activities, as is the case in some national Parliaments;

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• a clear allocation of tasks was necessary in order to avoid overlapping with the

work carried out by other services, with the Library focusing on individual

Members' needs;

• given its limited resources the provision of services from the Library should

proceed in parallel with the political and legislative work in the preparation and

throughout to the Plenary stage

• taking account of the various possibilities provided by the modern technologies,

the Library should undertake to make its contents available to Members via mobile

devices and services;

- heard Ms WALLIS, Vice-President responsible for the Library services, stress inter

alia that

• the proposal for a new concept for the EP Library was based on information

selected through fact finding visits to the libraries of the German Bundestag and

the House of Commons; these two highly respected institutions were best

examples of greater analytical capacity and the ability to provide services

tailored to the needs of their Members, as both could rely on a substantially

larger staff for analytical work and a broader knowledge capital accumulated

over the more than forty years of their existence;

• despite the launching in recent years of initiatives such as the 'Parliament Book

Club', the visibility of the Library remained limited, due also to its difficult

accessibility from within the EP premises; it was thus necessary to improve both

its accessibility and visibility;

• it was important to change the nature of the Library briefings and make them

more topical and indispensable for the work of Members, using all possible

means offered by both traditional and modern technologies in order to deliver the

information to Members;

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• the Library should focus on the provision of information and services of the

highest quality tailored to the needs of individual Members, and not of

Parliament's bodies such as parliamentary committees, as they received already

substantial support from the respective secretariats and policy departments;

- held an exchange of views with the participation of Ms ROTH-BEHRENDT, Mr

WIELAND, Mr PITTELLA, Ms DURANT, Ms ANGELLILI, Vice-Presidents, Mr

HIGGINS and Ms LULLING, Quaestors, noting in particular that:

• the new concept for the EP Library as outlined in the note from the Secretary

General constituted a major step in the right direction;

• taking account of the limited human resources of the EP Library, it was

important to ensure that its staff would be adequately and continuously trained;

• the Library should focus primarily on the needs of individual Members and its

services should be more specialized and tailored to the latters' needs; as a

consequence, the Library should not be accessible to the broad public;

- approved the proposal from the Secretary General for a new concept of the EP

Library as outlined in his note and invited the Secretary General to present, until the

end of the year, a detailed implementation action plan and new Library Rules

consistent with the new concept.

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5. Creation of a Directorate for Impact Assessment - Notes from the Secretary-General

The Bureau

- noted the following documents:

• a complementary note from the Secretary-General dated 28 June 2011 concerning

the creation of a Directorate for Impact Assessment (PE 466/177/BUR/COMPL),

• a note from the Secretary-General dated 15 June 2011 on the above mentioned

matter (PE 466.177/BUR);

- heard the President recall the exchange of views at the previous Bureau meeting on a

proposal from the Secretary-General to establish a new Directorate for Impact

Assessment and note the general support of the Bureau for this proposal and its

invitation to the Secretary-General to clarify some questions which emerged during

the discussion;

- heard the Secretary-General present his complementary note dated 28 June 2011,

stressing in particular that:

• the budget neutrality of the new Directorate would be ensured through

redeployment of existing staff and resources, under the terms outlined in the

complementary note;

• only parliamentary committees would be able to request the new Directorate to

carry out impact assessments on amendments; the question whether only the

majority or possibly also a qualified minority of Members of a parliamentary

committee would be able to trigger the mechanism did not need to be decided at

this point;

• the new Directorate would assess both the impact assessments carried out by the

Commission to its own legislative proposals, as well as the impact of any

legislative initiatives originated from the European Parliament pursuant to

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Article 225 of the Treaty or of any fundamental amendments adopted by the

latter;

• the Bureau was required to take a decision in principle concerning the setting-up

of the Supervisory Board of the new Directorate, but it would be up to the

Conference of Presidents to determine its nominal composition;

• the Bureau would need to decide whether to place the new Directorate in DG

Presidency or in DG Internal Policies;

- held an extensive exchange of views with the participation of Mr VIDAL-

QUADRAS, Ms DURANT, Ms ROTH-BEHRENDT, Mr PITTELLA, Vice-

Presidents, Ms GERINGER DE OEDENBERG and Ms LULLING, Quaestors, the

President and the Secretary General;

- heard Ms ROTH-BEHRENDT, Vice-President, note that, if the new Directorate were

to be placed in DG Internal Policies, there should be no redeployment of staff from

DG Presidency;

- approved the establishment of a Directorate for Impact Assessment in a budgetary

neutral manner through redeployment;

- decided that the new Directorate would be best placed in DG Internal Policies

considering that it would need to work closely with the parliamentary committees;

- invited the Secretary-General to implement this decision before the end of the year

and make a proposal to the Bureau for the structure of the Supervisory Board.

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6. Brussels - Mandate for negotiations for purchase of buildings in Brussels - Note from the

Secretary-General

The Bureau,

- took note of the note from the Secretary-General, dated 28 June 2011, on the above-

mentioned subject (PE 469.467/BUR and annexes);

- heard the President:

• introduce the subject recalling the Bureau decision of 24 March 2010 on

Parliament's medium-term buildings policy aimed, in particular, at coping with

the need arising from the entry into force of the Lisbon Treaty,

• outline the requirements in terms of office space needed;

- heard the Secretary-General:

• refer to the discussions held on 22 June 2011 in the Bureau Working Group on

Building policy on the matter;

• refer to the outcome of the property market survey which was launched in late

2010 (26 proposals were submitted within the deadline, of which 16 were

shortlisted);

• stress that, in order to make the process as competitive as possible and to avoid

negotiating with only one building owner, it was decided on the advice of the

Legal Service to select at least two candidates per project;

• indicate that the next stage of the property market survey procedure is, subject to

the Bureau's approval, to ask the pre-selected candidates to submit concrete

technical and financial offers, which will be assessed on the basis of a

cost/performance ratio, and in particular, on the basis of the parameters laid

down in the above-mentioned Bureau decision;

• recall that Belgium has reimbursed Parliament EUR 85.9 million, which with the

interest generated, has now been accrued to just over EUR 90 million, amount

which could be used to finance Parliament's buildings policy in Brussels;

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- heard Mr VIDAL-QUADRAS, Vice-President with primary responsibility for

buildings policy:

• emphasise that there is not enough office space in Brussels for Members'

assistants and political groups (some of the latter being better off than others);

• refer to the various types of premises that the property market survey had to

identify (offices for Parliament's own needs, covering approximately 30-35000

m2, premises to meet Parliament's professional training needs and offices for the

other institutions, following the need to vacate the Eastman building which will

be used for the House of European History);

• emphasise the need for a rigorous and prudent management of the buildings

projects (where the EUR 90 million reimbursed by Belgium will not suffice to

cover all the needs) and for the Committee on Budgets and its rapporteur on

buildings policy to be closely involved throughout the whole process;

• invite the Bureau to authorise the Secretary-General to continue the market

survey with the shortlisted candidates;

• invite Ms DURANT, Vice-President, to help in the negotiations with the Belgian

State on the possible renting of the TRÈVES II building of which it is the owner;

• point to the need for criteria to be set with regard to the location of office space

allocated to Group, committee or delegation Chairs;

- heard Mr PITTELLA, Vice-President with secondary responsibility for buildings

policy:

• agree with the views expressed by Mr VIDAL-QUADRAS;

• underline that Parliament's buildings policy has to reconcile two imperatives,

namely the need for more office space for Members (assistants, trainees etc.) and

to avoid excessive spending in times of economic and financial crises;

• express his gratitude to Ms DURANT for having contributed to the

reimbursement by the Belgian State to Parliament of EUR 85.9 million;

• invite the Bureau to authorise the Secretary-General to continue the market

survey with the shortlisted candidates;

• point out that the buildings policy has to be discussed thoroughly by the political

groups;

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- heard Ms KRATSA-TSAGAROPOULOU, Vice-President, underline that the ability

of Members to work efficiently following the entry into force of the Lisbon Treaty

requires the availability of greater office space;

- heard Ms DURANT, Vice-President:

• indicate her availability to help in the negotiations with the Belgian authorities

on the TRÈVES II building;

• point out that Parliament, the Commission and the Council all depend on the

same property market in Brussels, which is relatively small; hence the need for

Parliament to take into account, in particular, the Commission's strategy in the

area of buildings;

- heard Mr WIELAND, Vice-President:

• agree with the general proposals in the Secretary-General's note;

• suggest that it is worth looking at the state of play of a plan elaborated about five

years ago, when Mr VERHOFSTADT was Prime minister of Belgium,

concerning the implantation of the various EU institutions in Brussels;

- heard Ms LULLING, Quaestor:

• regret earlier decisions by Parliament to abandon buildings such as Van Merlant

and Belliard, which are linked together by bridges and tunnels and also to the

existing core buildings;

• suggest, in view of the shortage of office space for assistants, that assistants

could be based in Strasbourg, thus using space which remains unoccupied most

of the time;

- heard the Secretary-General:

• indicate that the exchange of views showed support for pursuing the property

market survey procedure by asking the pre-selected candidates to submit specific

offers, it being understood that particular attention would be paid to the costs

involved and the funding of the projects concerned;

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• recall that Parliament had abandoned the buildings mentioned by Ms LULLING

following suggestions from the Committee on Budgets at the time to that effect;

- heard the President note that there was a consensus for authorising the Secretary-

General to pursue the procedure by asking the pre-selected candidates to submit

specific offers, which will be assessed against the requirements set out in the Bureau

decision of 24 March 2010. The procedure will start on 11 July 2011 by forwarding

specifications to the pre-selected candidates and should be concluded on 12

December 2011 with the outcome of negotiations being submitted to the Bureau for a

decision, it being understood that, in the meantime, the Bureau will receive a progress

report on the negotiations.

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B. DECISIONS WITHOUT DEBATE

7. Letter of amendment to the 2012 draft budget - Preparations for Croatia's accession - Note

from the Secretary-General

The Bureau, without debate,

- took note of the aforementioned note, dated 28 June 2011, from the Secretary-

General (PE 469.455/BUR and annexes);

- approved the updated additional budgetary needs for 2012 in connection with the

preparations for Croatia’s accession;

- instructed the Secretary-General to forward details of Parliament’s needs, as indicated

in Annex 1 to the aforementioned note, to the Commission with a view to their

inclusion in the letter of amendment to the 2012 draft budget.

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8. Proposal to amend the rules on exhibitions on European Parliament's premises - Letter from

Mr NEWTON DUNN, Chair-in-Office, and Ms GERINGER DE OEDENBERG, Quaestor

responsible

The Bureau, without debate,

- noted the aforementioned letter, dated 28 June 2011, from Mr NEWTON DUNN,

Chair-in-Office, and Ms GERINGER DE OEDENBERG, Quaestor responsible,

concerning a proposal from the Quaestors to review the rules on exhibitions on

Parliament's premises (PE 469.456/BUR and annexes);

- noted that there had been several occasions when cultural events or exhibitions

sponsored by individual Members were likely to give or have given rise to

controversial political debates at the designated exhibition premises, and that this was

not the aim of cultural events or exhibitions taking place in the EP;

- noted that controversial political debate in Parliament should take place in the

appropriate arenas, such as in the plenary, in parliamentary committees or in the

political groups;

- noted that the purpose of the proposed amendment to the rules is to clarify the scope

and proper implementation of the exhibition rules, to safeguard the image and dignity

of Parliament and to focus more clearly on the purpose of cultural events or

exhibitions sponsored by individual Members;

- endorsed the proposed amendments to the rules on exhibitions on Parliament's

premises and invited the Quaestors to guarantee the full implementation of these new

rules, as well as to inform all Members of them without delay.

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9. Rules on Processing of the papers of Members and former Members - Note from the

Secretary-General

The Bureau, without debate,

- noted the following document:

• a note from the Secretary-General dated 27 June 2011 on the above-mentioned

matter (PE 466.136/BUR and annex);

- approved the proposed approach with regard to the processing by the European

Parliament of (former) Members' papers as outlined in the note from the Secretary

General;

- approved the draft decision annexed to the note from the Secretary-General;

- instructed the Secretary-General to implement these provisions and to cancel the

implementing provisions of the Bureau decision of 10 October 2007;

- cancelled the 2011 procedure for co-financing the processing of former Members'

sets of papers by national bodies.

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10. Adoption of the date for the Open Days in 2012 - Note from the Secretary-General

The Bureau, without debate,

- took note of the note from the Secretary-General dated 28 June 2011 on the above-

mentioned matter (PE 469.451/BUR);

- established the dates for the Open Days events in Brussels on Saturday 5 May 2012

and in Strasbourg on Sunday 20 May 2012;

- established the overall theme "active ageing" in line with the European year for active

ageing and solidarity between generations during 2012;

- suggested that Europe Day could be celebrated on 9 May, during the part-session in

Brussels;

- asked the Secretary-General to initiate the necessary practical arrangements via the

task force which has been set up to this effect;

- asked the Quaestors to communicate the dates well in advance to Members so as to

encourage Members' participation.

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11. Request for the reservation of the Hemicycle of the European Parliament in Brussels on

5 May 2012 for the initiative "Together for Europe"

The Bureau,

- noted the following document:

• a letter dated 17 February 2011 from Mr FOLONARI , Mr PROSS and others on

the above-mentioned matter (PE 457.956/BUR and annexes);

- noted the request of the steering committee of the initiative "Christian Movements

and Communities - Together for Europe", to make available Parliament's Hemicycle

in Brussels on Saturday, 5 May 2012 (entire day);

- noted that the request has been endorsed by the Committee on Culture and by the

Committee on Civil Liberties;

- noted the supporting letters of Mr PRODI, former President of the European

Commission, and Mr VOSS, Member of the European Parliament;

- recalled that the organizers envisage to hold other meetings by the different

participating Christian movements in many other cities across Europe parallel to the

event in the European Parliament, and that the central programme in Brussels be

broadcasted to the different meetings via satellite;

- noted that Parliament's Chamber in Brussels will not be available on the date

requested due to the 2012 Open Days;

- approved the request by way of exception, on the condition that:

• the event takes place on a date which does not coincide with the 2012 Open Days

on 5 May 2012;

• the Secretary-General grants a special authorisation, should the final date of the

event coincide with a weekend;

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• Parliament is closely involved in the preparation and running of the event;

• the number of participants is sufficiently large to justify the use of the Chamber;

• all costs arising directly or indirectly from this event shall be borne by the

organisers;

- invited Parliament's services to contact the organizers in order to establish an

alternative date for the event, which does not coincide with the 2012 Open Days on

5 May 2012 (possibly 12 May 2012).

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12. Request for the reservation of the Hemicycle in Brussels on 8 and 9 November 2011 for a

conference on European Space Policy - Letter from Mr TAJANI, Vice-President of the

European Commission

The Bureau,

- noted the aforementioned letter of Mr TAJANI, Vice-President of the European

Commission, requesting authorisation to make use of Parliament's Chamber in

Brussels for a conference on "EU Space Policy at the service of the European

Citizen" on 8 November (entire day) and 9 November 2011 (until noon)

(PE 466.230/BUR and draft programme);

- recalled that the Chamber may be made available no more than twice each year to the

other institutions of the European Union;

- noted that this is the second request of the European Commission to make use of

Parliament's Chamber in 2011;

- approved the request on the condition that:

• Parliament is closely involved as a co-organiser in the preparation and running of

the event;

• the number of participants is sufficiently large to justify the use of the Chamber;

• all costs arising directly or indirectly from this event shall be borne by the

Commission in line with the rules in force;

• the event has no commercial purpose and its sponsorship is prohibited.

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13. Request to send a committee delegation to Poland on 16 and 17 October 2011 - Letter from

Ms HÜBNER, Chair of the Committee on Regional Development

The Bureau, without debate,

- noted the request for authorisation from the Committee on Regional Development to

send a delegation to Poland in order to meet the Polish Presidency during the second

semester of 2011 (PE 463.773/CPG and financial statement);

- noted that the delegation would probably take place on 16-17 October 2011

(16 October being a Sunday and 17 October a Monday designated for committee

activities in the parliamentary calendar) and would be composed, as indicated in the

financial statement, of five members plus the Chair, travelling out of quota;

- noted that the request in question was not included in the annual programme of

committee delegation travel for 2011, approved by the Bureau, at its meeting of

13 December 2010;

- recalled that, in approving the Annual Programme of Committee Delegations for

2011 at its meeting of 13 December 2011, the Bureau "noted nonetheless that, a

certain number of committee delegation visits were planned at periods which include

days without parliamentary activities (Fridays), weekends and public holidays and

approved those requests"; noted that the latter decision could be applied mutatis

mutandis to this request;

- noted the recommendation given by the Conference of Presidents on 9 June 2011;

- endorsed, on an exceptional basis, the above request, provided that the mission would

take place on the proposed dates or on other dates which would be in full compliance

with the Rules in force, and on the understanding that the annual quota be respected;

- invited the Chair of the Committee to communicate the composition, the confirmed

exact dates and the programme of the visit to the President in good time before

departure of the delegation.

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14. Request from the Committee on Culture and Education to send a delegation to Wroclaw in

Poland from 8 to 11 September 2011 - Letter from Ms PACK, Chair of the Committee

concerned

The Bureau, without debate

- noted the letter from Ms PACK, Chair of the Committee on Culture and Education,

requesting authorisation to send a three-Member delegation to Wroclaw, Poland, on

8-11 September 2011 (8 being a date set aside for political group activity and 9-11

being dates without parliamentary activity); and took also note of the draft

programme (PE 466.200/BUR and financial statement);

- noted that the delegation in question featured in the annual programme of Committee

travel outside the three places of work for 2011, approved by the Bureau on 13

December 2010, initially planned for the week 29 without mentioning any specific

dates and counting with five-Member participation;

- recalled that, in approving the afore-mentioned annual programme, the Bureau noted

that a certain number of committee delegation visits were planned at periods which

included days without parliamentary activities (Fridays), weekends and public

holidays, and approved those requests;

- recalled that pursuing to Article 5(1) of the Rules in force: "The committees shall in

principle undertake missions during the weeks set aside for committee meetings or

the weeks set aside for external parliamentary activities";

- noted that the delegation requested had a length of four days; recalled that pursuant to

the Rules in force on committee travel, missions by committees may not, in principle,

exceed three days duration, including journey times, though up to two additional days

of journey time may, exceptionally, be granted if it is necessary to undertake a long

journey or if links to the destination are poor; underlined, in this respect, that no

derogation on travel time should be granted in the absence of a justified request;

- noted the positive recommendation given by the Conference of Presidents at its

meeting of 30 June 2011;

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- endorsed the request, on an exceptional basis, provided that the Committee quota is

respected and the length of the visit is reduced to three days, in conformity with the

Rules.

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15. Request from the Committee on Legal Affairs to visit the Federal Constitutional Court in

Karlsruhe on 15 September 2011 (day set aside for the plenary session in Strasbourg) -

Letter from Mr LEHNE, Chair of the Committee concerned

The Bureau, without debate,

- noted the letter from Mr LEHNE, requesting authorisation to send a four-Member

delegation on 15 September 2011 (leaving in the afternoon) to visit the Federal

Constitutional Court in Karlsruhe in order to meet and have an exchange of views

with the President and Members of the Court (PE 466.142/CPG, list of participants

and financial statement);

- noted that the request in question did not feature in the annual programme of

Committee delegations for 2011, approved by the Bureau on 13 December 2010, and

that the delegation was planned to take place on Thursday 15 September 2011, a date

being reserved for the plenary sitting;

- noted the positive recommendation given by the Conference of Presidents at its

meeting of 30 June 2011;

- endorsed, in the light of the political importance and on the basis of the justifications

provided, the afore-mentioned request by way of exception, provided that the

delegation leaves after the main voting session of that day.

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16. Request from the Committee on Employment and Social Affairs to send a delegation to

Spain from 3 to 4 November 2011 - Letter from Ms BERÈS, Chair of the Committee

concerned

The Bureau, without debate,

- noted the letter from Ms BERÈS, Chair of the Committee on Employment and Social

Affairs, requesting authorisation to send a five-Member delegation to Madrid and

Barcelona (Spain), on 3-4 November 2011 (days set aside for external parliamentary

activities) to assess the implementation and effectiveness of the European

Globalisation Fund in Spain (PE 463.758/CPG and financial statement);

- recalled that initially a six-Member delegation visit with a different destination

(Poland) was foreseen in the Annual Programme of Committee delegations for 2011,

approved by the Bureau on 13 December 2010, and that the request under

consideration thus modified the EMPL Work Programme for 2011;

- noted the positive recommendation given by the Conference of Presidents at its

meeting of 30 June 2011;

- endorsed the sending of the above-mentioned delegation on the understanding that the

annual quota for the committee is respected.

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17. Request from the Committee on Economic and Monetary Affairs to send a delegation to the

IMF Annual meeting in Washington from 24 to 26 September 2011 - Letter from Ms

BOWLES, Chair of the Committee concerned

The Bureau, without debate,

- noted a letter, dated 8 June 2011, from Ms BOWLES, Chair of the Committee on

Economic Affairs, requesting authorisation to send an eight-Member delegation to

Washington, United States on 21-24 September 2011 (21 and 22 being dates set aside

for political group activities and 23 and 24 being dates without parliamentary

activity) to attend the International Monetary Fund (IMF) Annual meeting in

Washington (PE 466.181/CPG, draft programme and financial statement);

- noted that the delegation was included in the 2011 annual programme of Committee

delegations outside the three places of work, approved by the Bureau, at its meeting

of 13 December 2010, where initially two visits were foreseen, one delegation visit to

IMF on 24-26 September 2011 and another to Washington in July 2011;

- recalled that in approving the afore-mentioned annual programme, the Bureau noted

that a certain number of committee delegation visits were planned at periods which

included days without parliamentary activities (Fridays), weekends and public

holidays, and approved those requests;

- noted that the delegation falls in a period set aside for political group activities;

recalled that pursuant to Article 5(1) of the Rules in force on Committee Delegations,

committees shall in principle undertake missions during the weeks set aside for

committee meetings or the weeks set aside for external parliamentary activities;

- noted that the delegation requested had a length of four days; recalled that pursuant to

the Rules in force on committee travel, missions by committees may not, in principle,

exceed three days duration, including journey times, though up to two additional days

of journey time may, exceptionally, be granted if it is necessary to undertake a long

journey or if links to the destination are poor; underlined, in this respect, that since

the two initial delegations had been merged, a derogation on travel time should be

granted in spite of the absence of a justified request;

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- noted the positive recommendation given by the Conference of Presidents at its

meeting of 30 June 2011;

- approved, on an exceptional basis, the afore-mentioned request, in the light of the

above considerations and on the understanding that the annual quota is respected.

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18. Request from the Committee on Economic and Monetary Affairs to send a delegation to

Hong Kong and Singapore from 31 October to 2 November 2011 - Letter from Ms

BOWLES, Chair of the Committee concerned

The Bureau, without debate, - noted a letter dated 8 June 2011, from Ms BOWLES, Chair of the Committee on

Economic Affairs, requesting authorisation to send a six-Member delegation (out of

quota) from 31 October to 2 November 2011 (31 October 2011 being a date set aside

for external parliamentary activities and 1-2 November 2011 being dates without

parliamentary activities) to Hong Kong and Singapore (PE 466.168/BUR, draft

programme and financial statement);

- recalled that pursuant to Article 2(1) of the Rules in force on Committee travel, "Each

committee may be authorised to send up to half of its members, with a minimum

quota of 25 members, on mission in any one year" and to Article 4 (1) "In principle,

missions by committee delegations shall be confined to the territory of the European

Union"; recalled further that pursuant to Article 4(3) of the same Rules, Committees,

under certain conditions, "may also decide to use up to one third of their annual quota

for missions to countries other than those referred to in paragraphs 1 and 2";

- recalled that the Bureau, at its meeting of 13 December 2010, when approving the

annual programme for Committee delegations outside of the three places of work for

2011 noted the ECON Committee's request to exceed its quota for travel outside the

European Union and the applicant countries by eight: two delegations to the United

States and one to Hong Kong and Singapore with a total participation of 16 Members

(ECON's annual quota for travel outside the EU and the applicant countries is 8

Members); noted the absence of justification offered by the ECON Committee and

withheld authorisation for the derogation to exceed that quota;

- noted the negative recommendation given by the Conference of Presidents at its

meeting of 30 June 2011;

- decided not to grant the request, in light of the above considerations and in line with

the negative recommendation made by the Conference of Presidents.

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19. Request from the Special Committee on the Financial, Economic and Social Crisis to print a

CRIS compendium of documents at the end of term of mandate - Letter from Mr KLINZ,

Chair of the Special Committee concerned

The Bureau, without debate,

- noted a letter dated 20 June 2011, from Mr KLINZ, Chair of the Special Committee

on the Financial, Economic and Social Crisis, requesting authorisation to print a

compendium of the key documents produced during the term of the mandate of the

CRIS Special Committee (PE 466.211/BUR and draft programme);

- noted Rule 146 of the Rules of Procedure whereby "all documents of Parliament shall

be drawn up in the official languages" and noted hereto that the requested

compendium of documents produced by the CRIS Special Committee would be

printed only in English, but that a CD would be added in the back cover with links to

the full language versions of translated documents;

- noted that the printing of that compendium of documents would be done in-house and

that the estimated costs of €5000, depending on the number of copies, would be

covered by the general printing budget of DG ITEC;

- granted the request by way of exception.

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20. MEP - Scientist Pairing Scheme - Letter from Mr RÜBIG, Chair of STOA Panel

The Bureau, without debate,

- noted a letter dated 17 June 2011,from Mr RÜBIG, Chair of the STOA Panel,

requesting authorization to organise a MEP - Scientist Pairing Scheme following two

such previous rounds in 2007 and 2008 (PE 466.212/BUR);

- noted that the scheme would be managed by STOA, with the help of one of its

framework contractors (Technopolis Ltd.), as a STOA project, which would also

cover the scientists' expenses;

- noted that participating Members were expected to cover their expenses from their

travel allowance (Article 10(1) of the ‘Rules governing the payment of expenses and

allowances to Members’) or from their general expenditure allowance (Article 13 of

the same Rules), as appropriate;

- noted that in the light of the above considerations the scheme would have no

additional consequences for Parliament's budget;

- granted the request.

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21. Urgent matters and any other business

21.1 Court cases launched against the European Parliament by the Republic of France -

Presentation by the Legal Service

The Bureau,

- heard Mr McMILLAN-SCOTT, Vice-President, request information concerning the

Court cases launched against the European Parliament by the Republic of France in

connection with the Parliaments calendar of plenary session scheduled for 2012 and

2013;

- heard, Mr PENNERA, Director-General, Jurisconsult, inform the meeting about the

pertinent legal and procedural details of the aforementioned Court cases, stressing that a

decision of the Court is not be expected before September 2012;

- held an exchange of views with the participation of Mr McMILLAN-SCOTT and Mr

WIELAND, Vice-Presidents;

- heard the President underline Parliament's reliance and full confidence in the Legal

Service's expert advice in the matter concerned.

21.2 Staff matters

The Bureau, meeting in camera,

- heard the Secretary-General indicate that following the decision taken by the Bureau

in relation with item 5 of the agenda (Creation of a Directorate for Impact Assessment

in DG Internal Policies), as well as the decision taken by the Bureau at its meeting of

9 May 2011 on the creation of Resource Directorates in DG Interpretation, DG

Translation, DG Personnel, DG Infrastructure and Logistics and DG Innovation and

Technological Support, it was now appropriate to publish these posts;

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- moreover noted that it was necessary to publish the post of the Director-General of

DG Innovation and Technological Support following retirement of the former

Director-General;

- agreed unanimously to the opening of the said vacant Director-General and

Director posts;

- invited the Secretary-General to conduct the procedure for the appointment of the

said posts according to Bureau decision of 16 May 2000 (amended by the Bureau

decision of 18 February 2008) laying down the steps in the procedure for

appointing senior officials.

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22. Items for information

22.1 Interinstitutional mail

None

22.2 External mail

None

22.3 Internal mail

The Bureau

- took note of the following document:

� action to be taken on the Resolution of 9 March 2011 on the guidelines for the

2012 budget procedure (2017/2011(BUD))(§24) - Follow-up note from the

Secretary-General dated 27 June 2011 (PE 466.450/BUR and annex available on

request from the Secretariat).

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23. Date and place of next meeting

The Bureau

- decided to hold its next meeting on Wednesday 6 July 2011, from 16:00 to 18:00

hours, in Room R 1.1 in the Louise Weiss Building in Strasbourg.

*

* *

The meeting closed at 20:58 hours

*

* *