CL 22/2020

IHO Files No. S3/0104 CIRCULAR LETTER 22/2020 04 June 2020 12TH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE (IRCC12) Gdansk, Poland, 6-8 October 2020 References: A. IHO CL 45/2019 dated 25 September – Outcome of the 11th meeting of the Inter- Regional Coordination Committee (IRCC11) B. IHO ACL 19/2020 dated 21 April – Approval of the scenario on the postponement of the 2nd Session of the IHO Assembly and associated activities resulting from exceptional circumstances due to COVID-19 Dear Hydrographer, 1. In accordance with References A and B, the IHO Inter-Regional Coordination Committee (IRCC) IRCC12 meeting will be held in Gdansk, Poland, from 6 to 8 October 2020 and hosted by the Hydrographic Office of the Polish Navy, under the condition of an acceptable level of safe circumstance with regards to global and local (in Poland) COVID-19 impact. Taking into account the evolution of the pandemic, the final decision for conducting the IRCC12 meeting in Poland will be made at the end of July 2020. The alternative method for conducting IRCC12 will be a video meeting and IRCC Members and Member States will be informed accordingly. 2. Actions arising from IRCC11. The current status of actions arising from IRCC11 are available in the relevant section of the IHO website (www.iho.int/en/ircc). Some actions are still pending. Those nominated for actions are kindly requested to take action as necessary and report the status to the IRCC Secretary ([email protected] ) and Assistant Secretary ([email protected] ) as soon as possible. 3. Draft Agenda and Timetable for IRCC12. The draft agenda and timetable for IRCC12 is provided in Annex A. Associated documents, where known, are listed. Member States and IRCC Members are requested to review the draft agenda and timetable of the meeting and provide any comments or proposals for new or amended agenda items to the IRCC Secretary by 31 August 2020. If necessary, the revised draft agenda and timetable for IRCC12 will be prepared and posted on the IHO website. 4. Submission of documents for IRCC12. Documents intended for consideration at IRCC12 should be submitted to the IRCC Secretary ([email protected] and copy to [email protected] ) in accordance with the "Instructions for the Submission of Reports and Proposals for Consideration by IRCC and its subordinate bodies" available in the above IRCC web page (under Basic Documents) as follows: Papers Submission Deadline Substantive papers – new items Not later than 18 August 2020 Proposals for new work items and any submissions (seven weeks before requiring consideration and a decision by IRCC commencement of the meeting) Subsequent Comments and Contributions Not later than 15 September Subsequent papers (which should be no more than 4 2020 (three weeks before pages) commenting on submissions or proposals commencement of the meeting) submitted as above Reports of the RHCs and IRCC Bodies Information documents 5. Documents received after the relevant deadline will be treated as information papers only. All documents for the meetings will be posted on the IHO website under their respective sections, as soon as they are available. Member States and IRCC Members are invited to consult the IHO website regularly. 6. Members. The lists of the members of the IRCC is maintained on the IHO website in the respective web page under Basic Documents. IRCC12 is open to all Member States, and to recognized Observer Organizations who may wish to participate, in accordance with the Terms of Reference of the IRCC. However, depending on the national regulations regarding the Covid-19 pandemic in Poland, there may be some restrictions on the number of participants other than IRCC Members. 7. Election of the Chair and Vice-Chair. The Chair of the IRCC Dr Parry Oei has already indicated his intention to step down from his role at the end of the IRCC12 meeting. The current Vice-Chair of the IRCC Mr Thomas Dehling has indicated his availability as candidate for the IRCC Chair position. In this respect, election of the Chair and Vice-Chair positions will be held at the end of the IRCC12 meeting. Member States are invited to nominate suitable candidates for the positions of Chair and Vice-Chair of the IRCC and inform the Secretariat ([email protected] , copy to [email protected] ) at their earliest convenience and no later than 25 September 2020. Nominations will remain open until the first day of IRCC12 meeting. 8. Logistics. General information, point of contact for logistics, visa and accommodation assistance are provided in Annex B to this letter. Hotel reservations and visa requests are the responsibility of each participant. Further information for administration and logistic issues, if required, will be provided on the IHO website. 9. Registration. Members of the IRCC, as well as Observers, wishing to attend the meeting, are requested to register in the IHO Online Registration System using the address https://iho.int/en/online-registration preferably not later than 1 September 2020. This will facilitate the overall logistic planning and the preparation of the meeting. The link for the lists of participants will be available from the IRCC web page. 10. According to arrangements outlined at the IRCC11 meeting, the IRCC13 meeting is planned to be held at the IHO Secretariat in Monaco in June 2021, in conjunction with the Peak Day of the IHO Centenary Celebration (21 June 2021). The IRCC14 meeting is scheduled in Ecuador or Japan in 2022 (to be confirmed). Proposals for hosting the meeting in 2023 (IRCC15) are welcome at any time and preferably at IRCC12. On behalf of the Secretary-General Yours sincerely, Mustafa IPTES Director Annexes (in English only): Annex A – Draft Agenda and Timetable for IRCC12 Annex B – Logistics Information for IRCC12 IHO Files No. S3/0104 Annex A to IHO CL 22/2020 12th MEETING OF THE IHO INTER-REGIONAL COORDINATION COMMITTEE IHO-IRCC12 Gdansk, Poland, 6-8 October 2020 DRAFT AGENDA AND TIMETABLE Note: Presenters of papers in parentheses ( ) Time Monday 5 October Action 08h00 Arrivals All 19h00 Hosted Ice Breaking Cocktail (details TBD) All Time DAY ONE OF IRCC12 – Tuesday 6 October Action 08h00 Registration All 09h00 1. a. Opening Remarks Opening of the meeting and welcome. Chair will give the opening remarks Chair/Host/ and then invite the Polish Navy High Representative (TBD)/Polish National Rep. of IHO Hydrographer, Captain Dariusz Kolator and the IHO Secretary-General / Secretariat Director to address the audience. b. Introductions Participants will be invited to introduce themselves. All c. Administrative Arrangements Docs: IRCC12-01A List of Documents (Secretariat) IRCC12-01B List of Participants (Secretariat) IRCC12-01C List of IRCC Members (Secretariat) Logistic guidance and information. Documents are presented and updated as Chair/Host/ necessary. Secretariat 09h30 2. Approval of Agenda Doc: IRCC12-02 Agenda and Timetable (Secretariat) Participants are invited to comment on the agenda and timetable in case Chair updates are necessary. Agenda is adopted. 09h45 3. Matters arising from Minutes of IRCC11 Meeting Docs: IRCC12-03A Minutes of IRCC11 (Secretariat) Chair / IRCC12-03B Status of Action List from IRCC11 (Secretariat) Secretariat Approval of the IRCC11 Minutes. List of Actions from IRCC11 is reviewed and updated. 10h15 4. Review of Terms of Reference and Rules of Procedure Doc: IRCC12-04 IRCC TOR-ROP (Secretariat) Meeting will review the IRCC Terms of Reference (ToR) and Rules of Chair / Procedure (RoP). Secretariat 10h30 Coffee Break Host 11h00 5. Report by the Chair and the Secretariat Docs: IRCC12-05A IRCC Annual Report (Chair) IRCC12-05B IHO Secretariat Report (Secretariat) Highlights from the activity reports are delivered by the Chair and the Chair / Secretariat. Secretariat 11h30 6. Regional Hydrographic Commissions (RHCs) 6.1 RHC Reports Docs: IRCC12-06.1A Nordic HC (NHC Chair) IHO Files No. S3/0104 Annex A to IHO CL 22/2020 IRCC12-06.1B North Sea HC (NSHC Chair) IRCC12-06.1C East Asia HC (EAHC Chair) IRCC12-06.1D US/Canada HC (USCHC Chair) IRCC12-06.1E Mediterranean and Black Seas HC (MBSHC Chair) IRCC12-06.1F Baltic Sea HC (BSHC Chair) IRCC12-06.1G Eastern Atlantic HC (EAtHC Chair) IRCC12-06.1H South-East Pacific Regional HC (SEPRHC Chair) IRCC12-06.1I South-West Pacific HC (SWPRHC Chair) IRCC12-06.1J Meso American - Caribbean Sea HC (MACHC Chair) IRCC12-06.1K Southern Africa and Islands HC (SAIHC Chair) IRCC12-06.1L North Indian Ocean HC (NIOHC Chair) IRCC12-06.1M ROPME Sea Area HC (RSAHC Chair) IRCC12-06.1N South West Atlantic HC (SWAtHC Chair) IRCC12-06.1O Arctic Regional HC (ARHC Chair) RHC Chairs are invited to summarize their report briefly and present the key RHC Chairs achievements, the challenges faced and lessons learned in each Region (maximum 10 minutes each). The Committee will be invited to note the key achievements and discuss how to overcome some of the common challenges faced by the RHCs. 12h30 Group Photo followed by Lunch Break Host 14h00 6.1 RHC Reports (continued) Continuation of item 6.1 RHC Chairs 15h30 Coffee Break Host 16h00 6.1 RHC Reports (continued) Continuation of item 6.1 RHC Chairs 17h30 END OF DAY ONE Chair Guided Tour (Guided Gdansk Old Town walk / museum) (details TBD) All Time DAY TWO OF IRCC12 – Wednesday 7 October Action 09h00 7. Reports from IRCC Subordinate Bodies Docs: IRCC12-07A Hydrographic Commission on Antarctica (HCA Chair) IRCC12-07B World-Wide Navigational Warning Service Sub- Committee (WWNWS-SC Chair) IRCC12-07C Capacity Building Sub-Committee (CBSC Chair) IRCC12-07D WEND Working Group (WENDWG Chair) IRCC12-07E MSDI Working Group (MSDIWG Chair) IRCC12-07F IHO-EU Network Working Group (IENWG Chair) IRCC12-07G CSB Working Group (CSBWG Chair) IRCC12-07H FIG-IHO-ICA IBSC (IBSC Chair) IRCC12-07I IHO-IOC GEBCO Guiding Committee (GGC Chair) IRCC12-07J UN-GGIM Shared Guiding Principles for Geospatial Information Management (PPT) Chairs of the IRCC bodies will present the main achievements, challenges Chairs of the faced, lessons learned and work programs in the IRCC bodies, including the IRCC Project Team on the UN-GGIM Shared Guiding Principles for Geospatial subordinate Information Management (PPT) (maximum 10 minutes each). The bodies Committee is invited to consider the inputs and to provide guidance of each body’s work programme. 10h30 Coffee Break Host 11h00 7. Reports from IRCC Subordinate Bodies (continued) Chairs of Continuation of item 7. subordinate IHO Files No. S3/0104 Annex A to IHO CL 22/2020 bodies 12h30 Lunch Break Host 14h00 7. Reports from IRCC Bodies (continued) Chairs of Continuation of item 7. subordinate bodies 15h00 8. Outcome of the 3rd Meeting of the IHO Council (C-3) and preparations for the 2nd Session of the IHO Assembly (A-2) Docs: IRCC12-08A Outcome of C-3 (Secretariat) IRCC12-08B Outcome of A-2 (Secretariat) IRCC12-08C Other documents (to be determined) The Committee will consider the outcomes of the 3rd Meeting of the IHO Chair / Council and the latest preparations for the 2nd Session of the IHO Assembly. Secretariat 15h30 Coffee Break Host 16h00 8. Outcomes of the 3rd Meeting of the IHO Council (C-3) and preparations for the 2nd Session of the IHO Assembly (A-2) Chair / (continued) Secretariat Continuation of item 8. 17h30 END OF DAY TWO Chair 19h00 Hosted dinner (Details TBD) Host Time DAY THREE OF IRCC12 – Thursday 8 October Action 09h00 9. Inputs from Member States and other bodies affecting IRCC Docs: IRCC12-09A Input from HSSC (HSSC Chair) IRCC12-09B Relations with IGOs, NGIOs and IHO Stakeholders (Secretariat) Highlights from the recent HSSC reports and how they impact the RHCs and Chair / the IRCC bodies. Representation of the IHO at international and regional Secretariat events will be discussed and evaluated. 09h30 10. Data gathering and Management, Maximizing the use of Hydrographic Data Docs: IRCC12-10A Update on Data Gathering and Management, Maximizing the use of Hydrographic Data (Secretariat) Update on data gathering and management, crowd-sourced bathymetry, Chair / Satellite Derived Bathymetry, and maximizing the use of hydrographic data Secretariat will be considered. IRCC will discuss the necessary actions to improve data gathering and also MSDI/NSDI at national and regional levels. Participants are invited to comment and contribute (papers / inputs are expected from the Member States and participants). 10h30 Coffee Break Host 11h00 11. Developments on the Infrastructure of the IHO Secretariat Doc: IRCC12-11A Infrastructure of the IHO Secretariat (Secretariat) Presentation of the developments on the IHO website, GIS, databases, online Chair / registration system and how they impact the RHCs and the Member States’ Secretariat activities. Participants are invited to comment and contribute. 11h30 12. Other information papers Relevant information papers from the IRCC Members, Observers and invited Chair Organizations will be provided, if any. IHO Files No. S3/0104 Annex A to IHO CL 22/2020 12h00 13. Next IRCC Meetings (Venue and Date) Definition of the dates and venue for IRCC13 and confirmation of the dates Chair and venue for IRCC14. Participants are expected to offer to host IRCC15. The current status is: IRCC13: 22-24 June 2021 – Monaco IRCC14: May / June 2022 – Ecuador or Japan-TBD IRCC15: May / June 2023 – TBD 12h15 14. Any other business Participants are invited to present other business items (if any). All 12h30 Lunch Host 14h00 15. IRCC Administration (Draft Report from the IRCC to the C-4) Chair / Review the highlights of the draft IRCC report and proposals (if any) to the Secretariat / 4th Council Meeting. All 14h30 16. Review of the Actions and Decisions Docs: IRCC12-16A Draft List of Actions from IRCC12 (Secretariat) IRCC12-16B Draft List of Decisions from IRCC12 (Secretariat) IRCC12-16C Draft List of Recommendations to RHCs (Secretariat) Review of the actions, decisions and recommendations agreed during the Chair / meeting. Documents IRCC12-16A, IRCC12-16B and IRCC12-16C will be Secretariat / drafted during the meeting. All 15h30 17. IRCC Work Programme Management Docs: IRCC12-17A IHO Work Programme for 2021-2023 (Secretariat) IRCC12-17B Draft IRCC Work Programme (Secretariat) Discussion to build the IRCC Work Programme for 2020-2021 considering Chair / the impact of the IHO Work Programme 2020 and 2021-2023. Document Secretariat / IRCC12-17B will be drafted during the meeting. All 16h00 18. Election of Chair and Vice-Chair Chair Doc: IRCC12-18A Election of Chair and Vice-Chair (IHO Sec.) 16h15 19. Closure Chair Chair ends the meeting. 16h30 END OF THE MEETING Chair  Annex B to IHO CL 22/2020 12th MEETING OF THE IHO INTER-REGIONAL COORDINATION COMMITTEE IHO-IRCC12 Gdansk, Poland, 6-8 October 2020 LOGISTICS INFORMATION GENERAL IRCC12 (12th Meeting of the Inter-Regional Coordination Committee) will take place at Radisson Blue Hotel, street: Dlugi Targ 19 / Powroznica 80-828, Gdansk, Poland, 6-8 October 2020 and will be hosted by the Hydrographic Office of the Polish Navy. Distinguished Heads and members of delegations are cordially invited to attend celebration of 100th Anniversary of establishing Polish Hydrographic Service during hosted Ice Breaker (October 5th evening) and dinner (October 7th) - if COVID-19 regulations allow. More information soon. ACCOMMODATION Attendees are requested to make their own accommodation arrangements. The cost of accommodation is the responsibility of individual IRCC12 members. Preferential rates for accommodation, depending on the type of room, have been agreed with Radisson Blue Hotel Gdansk (rooms will be available from 5 to 9 October 2020). Delegates are kindly requested to make their own hotel reservations directly with the hotel by sending completed form* by email to: [email protected] or by tel. +48 58 325 4414 * In the dedicated reservation form, you can find the details - see attachment. The reservations are guaranteed until 29th August 2020. The Hotel website is: https://www.radissonblu.com/pl/hotel-gdansk Alternatively, you can book other hotels in Gdansk e.g. Hotel HANZA Hotel HILTON Street: Tokarska 6 Street: Targ Rybny 1 80-888 Gdansk 80-838 GDANSK tel.: +48 58 305 34 27 Tel. :+ 48 58 77 87 200 fax .: +48 58) 305 33 86 Fax: + 48 58 77 87 300 e-mail: [email protected] e-mail : [email protected] Website: www.hotelhanza.pl Website: https://hiltongdansk.pl MEALS Lunch will be available in hotel restaurant or in Foyer Refreshments, including tea and coffee, will be available during meeting breaks throughout the day. IRCC12 MEETING VENUE IRCC12 meeting will take place at “Rezident” conference room inside Radisson Blue Hotel, street: Dlugi Targ 19 / Powroznica, 80-828, Gdansk, Poland - see location map in Annex D. Parking space for private vehicles is available at the fee 100 PLN per day. The number of parking spaces in the hotel garage is limited to 10. The area around the hotel is restricted for vehicles. Participants that plan to use personal or rented car are requested to print the confirmation of stay from the hotel. SOCIAL EVENTS There will be one non-hosted and two hosted events scheduled during the period of the IRCC12 meeting: a. October 5th , 1900 - hosted Icebreaker (meet and greet) – details TBD b. October 6th , Guided Tour (Guided Gdansk Old Town walk / museum ) – details TBD c. October 7th , 1900 - hosted Dinner – details TBD Participants are asked to provide any dietary restrictions or allergy concerns upon confirming attendance. DRESS a. Dress for IRCC meeting will be business jacket & tie; b. Dress for the non-hosted Ice Breaker will be smart casual; c. Dress for the hosted dinner will be smart casual. TRANSPORT The city of Gdansk is located on the South Coast of the Baltic Sea. The most efficient way for international travellers to reach Gdansk is to fly to Gdansk Lech Walesa Airport (GDN)  www.airport.gdansk.pl The hotel is located just 16 kilometers from Lech Walesa Airport (GDN). The train station (Gdansk Glowny) is a 20-minute walk from the hotel.  Radisson Blue Hotel, Dlugi Targ Street 19, Gdansk 80828, Poland The hotel is located in Gdansk city center. Next to historical landmarks such as Artus Court and Old Town. Transport from Airport to Hotel The best way to travel to Hotel (Gdansk city centre) is to use a taxi from the Airport, the estimated cost is approximately 80 Polish Zloty /19 Euro and travel time around 17 minutes, depending on traffic conditions. We recommend using hotel taxi. The course will be held at a fixed rate. The fee is paid directly to the driver: PLN 70/80 for the course. Higher rate for night hours and Sundays. The order must be conducted by the hotel reception. If you want to include the taxi fee to the hotel invoice, the prices will be higher: PLN 110/120. You can also use a public transport from the Airport to the city centre – bus or metropolitan railway. The journey takes about 40-50 mins. By bus: Bus line 210 of ZTM Gdansk takes 40-50 minutes from the Gdansk Airport (Port Lotniczy) to the main railway station of Gdansk (Dworzec Glówny). Bus leaves in two directions, Participants must be careful to take bus line 210 in Goscinna direction. Bus line 210 departs every 30 minutes on weekdays and every 60 minutes on Saturdays, Sundays and national holidays. A ticket costs 3.20 PLN and is available from the ticket machine at the Gdansk Airport bus stop. The closest bus stop to the city centre are "Dworzec Glowny" (Main Station) and "Brama Wyzynna" - just 700 meters from the hotel (see on the map). By metropolitan railway: The passengers may get to the Gdansk by train. The trains go from: Airport to Gdansk Wrzeszcz then change the train to the Gdansk Głowny station, trains depart every 30 minutes. Available train tickets: Tickets with distance-related price (incl. train change in Gdansk-Wrzeszcz to get to Gdansk Główny) and city zone tickets, PLN 3.50 (adult ticket), allowing for travelling to any station within Gdansk. The tickets are available in the ticket machine located in the east side of T2 Terminal. Time schedule and stations: skm.pkp.pl From railway station GDANSK GLOWNY to Hotel Radisson Blue: The first option is on foot: The hotel is just 1.3 km from Gdansk's main train station; it's a quick walk past some popular attractions. By bus: Buses leave from various nearby stops to take you close to the hotel. One option is to take the 112, 178, or 186 bus from the Dworzec Głowny 12 stop, then get off at the “Zabi Kruk 04 stop” just 500 meters from the hotel. By tram: From the “Dworzec Główny 02” station, hop on a tram to the “Brama Wyżynna 02 station”. You'll be just 700 meters from the hotel. CLIMATE The climate for Gdansk in early October: Read more: http://www.gdansk.climatemps.com LOCAL TOURISM Information pertaining to tourism within the region of Gdansk can be found at: GDANSK: https://visitgdansk.com IRCC12 - The Host Nation POC Lt Cdr Adam KLOSINSKI @ [email protected] @ [email protected]  +48 501 940 908 Participants are kindly asked to confirm their attendence to the POC via email and hotel details (name) of their choice. Appendices: 1 - Radission Hotel Registration Form for IRCC12 2 - Location maps  Appendice-1 IHO IRCC12 Meeting Gdansk, 05-09 October 2020 Hotel Reservation Form To: Radisson Blu Hotel Ul. Długi Targ 19 / Powro źnicza 80-828 Gdańsk, Poland Hotel guest: Title: Name: Surname: Telephone E-mail Address: number: THE RESERVATION WILL BE GUARANTEED WITH THE FOLLOWING CREDIT CARD: I agree to charge my credit card by Radisson Blu Hotel Gdansk in case of cancellation or non show. Credit card type: Expiry date: Credit card number: please provide the number of credit card here or contact to Reservations Department to provide it by e-mail address: [email protected] , Tel: + 48 58 325 4414 Company name: Card holder signature: Detail to invoice: Address: VAT number: Accommodation You can choose one of below possibility of reservation . Please mark with “x” your choice. 1. Special prepaid price - available till 29.08.2020. Reservation guaranteed - held until 7 am on the following day. The Guests are obliged to guarantee their reservation with credit card details. In case of not receiving credit card the reservations will be cancelled automatically. There is no possibility of changes or free cancellation after 29.08.2020. Credit card will be charged by hotel 29.08.2020. □ Single room – 440 PLN per night with breakfast □Standard Twin room – 490 PLN per night with breakfast 2. Flexible price – Guaranteed reservations - held until 7 am on the following day. Guaranteed reservation can be cancelled free of charge until 4 pm hotel time on the day of arrival. In case the Guest does not arrive and the cancellation has not been made on time the credit card will be charged with the first night room cost for each room reserved. □10% discount on the flexible price with breakfast on our website Arrival date: Departure date: No. of nights: Additional requests 11  Appendice-2 IRCC12 Location Maps 12 By metropolitan railway: By bus: Airport (Gdansk Port Lotniczy) – Gdansk Wrzeszcz [change] – Gdansk Glowny Bus line 210 Time schedule and stations: skm.pkp.pl https://www.ztm.gda.pl/rozklady/linia-210.html 13 Saatja: CL-LC <[email protected]> Saadetud: 04.06.2020 19:26 Adressaat: INFO <[email protected]> Teema: CL 22/2020 Manused: oknkjlnohdgnnjig.png; CL22_2020_EN_v1.pdf; CL22_2020_FR_v1.pdf; CL22_2020_ES_v1.pdf Dear Hydrographer, Please find attached : - CL 22/2020: 12TH MEETING OF THE INTER-REGIONAL COORDINATION COMMITTEE (IRCC12). Kind regards --