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ANNEX 1: INFORMATION TO EU MEMBER STATES: COMMISSION EXPERT GROUP: “CULTURAL HERITAGE FORUM” Timing of the expert group The work of the Cultural Heritage Forum will start in mid-2019, with a first meeting scheduled for 25 and 26 September 2019 (tbc). The group will meet up to twice a year. Mandate for the group (see Annex 2) The group’s tasks shall be: (a) to exchange information between the Commission, Member States and stakeholders operating in the area of culture and cultural heritage on questions relating to the development of international, European and national legislations, programmes and policies in the field of Europe’s cultural heritage; (b) to provide the Commission with experts reports, opinions and analysis regarding to EU legislation, EU funding programmes and policies in the field of Europe’s cultural heritage or having an impact on Europe’s cultural heritage; (c) to monitor and if needed provide recommendations regarding the implementation of the European Framework for Action on Cultural Heritage, including its five strategic objectives and related clusters of actions; d) to bring about an exchange of experience and good practice related to the management of cultural heritage at different levels of governance, with a view to developing a more integrated approach to its safeguarding and valorisation, as well as to ensuring the long term transmission of its value, and its sustainability. Composition of the group The Cultural Heritage Forum shall consist of up to 70 members. Members should include: representatives of Member States' authorities with responsibilities for cultural heritage policies; relevant international organisations; individuals appointed in a personal capacity, having an extensive expertise in protection, management and enhancement of cultural heritage; as well as European organisations active in the field of culture and cultural heritage. The latter will be selected through an open call organised separately by the Commission (to be launched in April 2019). Experts from EU Member States Member States are invited to nominate one member per country (with a possibility to appoint an alternate member). Members States shall only be represented by civil servants or public employees1. Profile of the experts EU Member States experts should be involved in or closely linked to national policy making in relation to protection, management and enhancement of cultural heritage. They should have practical and policy experience in the field of cultural heritage at national level, including one or more thematic pillars of the European Framework for Action on Cultural Heritage:  Cultural heritage for an inclusive Europe: participation and access for all; 1 C(2016)3301 Art 9(1)   Cultural heritage for a sustainable Europe: smart solutions for a cohesive and sustainable future;  Cultural heritage for a resilient Europe: safeguarding endangered heritage;  Cultural heritage for an innovative Europe: mobilising knowledge and research;  Cultural heritage for stronger global partnerships: reinforcing international cooperation. They should be committed to jointly working with the Commission and stakeholders' representatives towards fulfilling the tasks of the Cultural Heritage Forum mandate and to ensuring a long-term value and sustainability of Europe's cultural heritage based on an integrated approach. In addition, experts should be willing to actively participate in the work of the Forum, contributing to the meetings with written and oral inputs. In between the meetings, they will ensure effective communication with competent national authorities, bodies and stakeholder organisations in their respective countries. Rules of Procedure and modalities The detailed rules of procedure and modalities of work will be discussed at the first meeting of the Forum. The Cultural Heritage Forum will be chaired by the Commission. Transparency In accordance with Commission Decision establishing horizontal rules on the creation and operation of Commission expert groups2, all Commission expert groups and other similar entities including their sub-groups shall be registered in the Register of expert groups. For each entity Commission departments shall provide information required in the Register of expert groups. In case of appointment of Member States’ authorities, only the name of the country in question will be indicated. The specific administrations of these countries to which experts usually participating in the meetings belong may be published in the Register of expert groups. All relevant documents of the expert group, including the agendas, the minutes and the participants’ submissions, will be available on the Register of expert groups. Reimbursement Experts who are civil servants or public administration employees will have their travel costs reimbursed, but their accommodation costs will not be covered, and there will be no daily allowance. Working language The working language for the Cultural Heritage Forum will be English. 2 C(2016)3301 Art 4(5) EUROPEAN COMMISSION Directorate-General for Education and Culture Culture and creativity CULTURAL HERITAGE FORUM INFORMAL COMMISSION EXPERT GROUP MANDATE 1. BACKGROUND The 2018 European Year of Cultural Heritage had a specific governance framework, which participants considered highly effective. It included a Group of National Coordinators from 28 EU Member States and 9 associated countries and a Stakeholders’ Committee representing 38 European cultural heritage networks and international organisations, set up to assist the Commission in implementing the European Year. The novelty of the approach was an extensive and efficient coordination among EU Member States, EU institutions, civil society and different Commission services. With a view to maintaining the spirit of cooperation and policy dialogue achieved during the European Year, the Commission’s Directorate-General for Education and Culture (‘DG EAC’) decided to set up an informal expert group. The group would provide the Commission with advice and expertise. It will also be a platform for consultation and exchange of information on cultural heritage policies to support the implementation of the European Framework for Action on Cultural Heritage. 2. SUBJECT MATTER The group of experts on cultural heritage entitled Cultural Heritage Forum (“the group”) is set up. 3. TASKS The group’s tasks shall be: (a) to exchange information between the Commission, Member States and stakeholders operating in the area of culture and cultural heritage on questions relating to the development of international, European and national legislations, programmes and policies in the field of Europe’s cultural heritage; (b) to provide the Commission with experts reports, opinions and analysis regarding to EU legislation, EU funding programmes and policies in the field of Europe’s cultural heritage or having an impact on Europe’s cultural heritage; EN EN  (c) to monitor and if needed provide recommendations regarding the implementation of the European Framework for Action on Cultural Heritage, including its five strategic objectives and related clusters of actions; (d) to bring about an exchange of experience and good practice related to the management of cultural heritage at different levels of governance, with a view to developing a more integrated approach to its safeguarding and valorisation, as well as to ensuring the long-term transmission of its value, and its sustainability. 4. CONSULTATION The Commission may consult the group on any matter relating to policies, programmes and management of cultural heritage. 5. MEMBERSHIP 1. The group shall be composed of up to 70 members. Wherever appropriate, members will meet in sub-groups to discuss specific issues. 2. Members shall be: a) individuals appointed in a personal capacity, having an extensive expertise in protection, management and enhancement of cultural heritage; b) European organisations active in the field of culture and cultural heritage; c) Member States' authorities with responsibilities for cultural heritage policies, and d) relevant international organisations. 3. Members appointed in a personal capacity shall act independently and in the public interest. 4. Member States' authorities and other public entities, as well as organisations shall nominate their representatives and shall be responsible for ensuring that their representatives provide a high level of expertise. These representatives should have an excellent overview of cultural heritage policies and propgrammes in their respective Member States. 5. Members who are no longer capable of contributing effectively to the expert group’s deliberations, who, in the opinion of the Commission department concerned, do not comply with the conditions set out in Article 339 of the Treaty on the Functioning of the European Union or who resign, shall no longer be invited to participate in any meetings of the group and may be replaced for the remainder of their term of office. 6. SELECTION PROCESS 1. The selection of the individuals appointed in a personal capacity and of the European organisations active in the field of culture and cultural heritage shall be carried out via a public call for applications, to be published on the Register of Commission expert groups and other similar entities (‘the Register of expert groups’). In addition, the call for applications may be published through other means, including on dedicated websites. The call for applications shall clearly outline the selection criteria, including the required expertise and the interests to be represented in relation to the work to be performed. The minimum deadline for applications shall be four weeks. EN EN  2. Individuals applying to be appointed as members of the group in a personal capacity shall disclose any circumstances that could give rise to a conflict of interest. In particular, DG EAC shall require those individuals to submit a declaration of interests (’DOI’) form on the basis of the standard DOI form for expert groups, together with an updated curriculum vitae (CV), as part of their application. Submission of a duly completed DOI form shall be necessary in order to be eligible to be appointed as a member in a personal capacity. The conflict of interest assessment shall be performed in compliance with the Commission’s horizontal rules on expert groups (‘the horizontal rules’)1. 3. Registration in the Transparency Register is required in order for organisations to be appointed. 4. Members referred to in point 5.2 a) and b) shall be appointed by the Director General of DG EAC from applicants with competence in the areas referred to in points 3 and 4 and who have responded to the call for applications. 5. Members shall be appointed for 3 years. They shall remain in office until replaced. Their term of office may be renewed. 7. CHAIR The group shall be chaired by a representative of DG EAC. 8. OPERATION 1. The group shall act at the request of its chairman with the agreement of DG EAC, in compliance with the horizontal rules2. 2. Meetings shall be held at least once a year. 3. Meetings of the group shall, in principle, be held on Commission premises. 4. DG EAC shall provide secretarial services. Commission officials from other departments with an interest in the proceedings may attend meetings of the group. 5. Meetings will be stuctured around the tasks foreseen under point 3: 1) latest developments regarding international, European and national legislations, programmes and policies in the field of Europe’s cultural heritage; 2) discussion and analysis of EU legislation, EU funding programmes and policies in the field of Europe’s cultural heritage or having an impact on Europe’s cultural heritage; 3) monitoring of the implementation of the European Framework for Action on Cultural Heritage; 4) exchange of experience and good practice related to the management of cultural heritage. 6. In agreement with DG EAC, the group may, by simple majority of its members, decide that deliberations shall be public. 7. Minutes on the discussion on each point on the agenda and on the opinions delivered by the group shall be meaningful and complete. Minutes shall be drafted by the secretariat under the responsibility of the Chair. 8. The group shall adopt opinions, recommendations or reports. 1 C(2016) 3301. 2 See Article 13.1 of the horizontal rules. EN EN  9. When adopting opinions, recommendations or reports, the group shall do so by consensus. In the event of a vote, the outcome of the vote shall be decided by simple majority of the members. Members who have voted against shall have the right to have a document summarising the reasons for their position annexed to the opinions, recommendations or reports. 9. SUB-GROUPS 1. DG EAC may set up sub-groups for the purpose of examining specific questions on the basis of terms of reference defined by DG EAC. Sub-groups shall operate in compliance with the horizontal rules and shall report to the group. They shall be dissolved as soon as their mandate is fulfilled. 2. The members of sub-groups that are not members of the group shall be selected via a public call for applications, in compliance with point 6 and the horizontal rules3. 10. INVITED EXPERTS DG EAC may invite experts with specific expertise with respect to a subject matter on the agenda to take part in the work of the group or sub-groups on an ad hoc basis. 11. OBSERVERS 1. Individuals, organisations and public entities other than Member States’ authorities may be granted an observer status, in compliance with the horizontal rules, by direct invitation or as a result of a call for applications, as appropriate. 2. Organisations and public entities appointed as observers shall nominate their representatives. 3. Observers and their representatives may be permitted by the Chair to take part in the discussions of the group and provide expertise. However, they shall not shall not have voting rights and shall not participate in the formulation of recommendations or advice of the group. 12. RULES OF PROCEDURE On a proposal by and in agreement with DG DG EAC, the group shall adopt its rules of procedure by simple majority of its members, on the basis of the standard rules of procedure for expert groups, in compliance with the horizontal rules4. 13. PROFESSIONAL SECRECY AND HANDLING OF CLASSIFIED INFORMATION The members of the group and their representatives, as well as invited experts and observers, are subject to the obligation of professional secrecy, which by virtue of the Treaties and the rules implementing them applies to all members of the institutions and their staff, as well as to the Commission's rules on security regarding the protection of Union classified information, laid down in Commission Decisions (EU, Euratom) 2015/4435 and 2015/4446. Should they fail to respect these obligations, the Commission may take all appropriate measures. 3 See Articles 10 and 14.2 of the horizontal rules. 4 See Article 17 of the horizontal rules. 5 Commission Decision (EU, Euratom) 2015/443 of 13 March 2015 on Security in the Commission (OJ L 72, 17.3.2015, p. 41). EN EN  14. TRANSPARENCY 1. The group shall be registered in the Register of expert groups. 2. As concerns the group composition, the following data shall be published on the Register of expert groups: (a) the name of individuals appointed in a personal capacity; (b) the name of member organisations; the interest represented shall be disclosed; (c) the name of Member States’ authorities; (d) the name of international organisations; (e) the name of observers; 3. All relevant documents, including the agendas, the minutes and the participants’ submissions, shall be made available either on the Register of expert groups or via a link from the Register to a dedicated website, where this information can be found. Access to dedicated websites shall not be submitted to user registration or any other restriction. In particular, the agenda and other relevant background documents shall be published in due time ahead of the meeting, followed by timely publication of minutes. Exceptions to publication shall only be foreseen where it is deemed that disclosure of a document would undermine the protection of a public or private interest as defined in Article 4 of Regulation (EC) N° 1049/20017. 15. MEETING EXPENSES 1. Participants in the activities of the group shall not be remunerated for the services they offer. 2. Travel and subsistence expenses incurred by participants in the activities of the group shall be reimbursed by the Commission. Reimbursement shall be made in accordance with the provisions in force within the Commission and within the limits of the available appropriations allocated to the Commission departments under the annual procedure for the allocation of resources. Done in Brussels, on… 6 Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU classified information (OJ L 72, 17.3.2015, p. 53). 7 These exceptions are intended to protect public security, military affairs, international relations, financial, monetary or economic policy, privacy and integrity of the individual, commercial interests, court proceedings and legal advice, inspections/investigations/audits and the institution's decision-making process. EN EN ANNEX 3 : Commission expert group: “Cultural heritage Forum” – Nomination Form Please complete the form a nd send it to Ms Florence Baeke , European Commission, DG Education and Culture, ( [email protected] ) , by 30 April 2019 . Member State: Mr / Ms: First name Surname Title (Function) Organisation Email Telephone If appropriate, Surname and first name of the alternate representative Date: Signature: