CL 57/2018

INTERNATIONAL HYDROGRAPHIC ORGANISATION HYDROGRAPHIQUE ORGANIZATION INTERNATIONALE IHO File No. S3/8151/HSSC CIRCULAR LETTER 57/2018 14 November 2018 11th MEETING OF THE HYDROGRAPHIC SERVICES AND STANDARDS COMMITTEE (HSSC-11) 6-9 May 2019, Cape Town, South Africa References: A. IHO CL 35/2018 dated 14 June - Outcome of the tenth Meeting of the Hydrographic Services and Standards Committee (HSSC). B. Report and Proposals from HSSC to the Council (Doc. C2-4.1A) C. 2nd Meeting of the IHO Council -Summary Report (dated 19 October 2018) Dear Hydrographer, 1. As announced in Reference A, the 11th meeting of the Hydrographic Services and Standards Committee (HSSC-11) will take place from 6 to 9 May 2019, in Cape Town, South Africa, kindly hosted by the South African Navy Hydrographic Office (SANHO). 2. This Circular Letter provides recommendations for the preparation of the meeting, general information and a draft agenda and timetable. 3. Participation in HSSC-11 is open to all IHO Member States, and up to two delegates for Observer States and International Organizations recognised as observer organizations by the IHO. Venue and Accommodation 4. The plenary meeting will be held at the Hotel Park Inn by Radisson, Newlands, Cape Town. General and logistical information have been posted on the IHO website (www.iho.int > Home > IHO Council, Committees & WG > HSSC > Section “Next Meeting” > HSSC-11 - Documents). Delegates requiring any assistance for issues related to visa requirements are invited to liaise with SANHO (Ms Ruth Farre: [email protected] Cc: [email protected]) at their earliest convenience and with the HSSC Secretariat at [email protected] for any other professional issues. 5. As indicated in the logistics information, a block reservation at the Hotel Park Inn has been made for a limited number of rooms so attendees are encouraged to book their hotel at their earliest convenience. Registration 6. A Registration form is available on the HSSC-11 webpage. All delegates intending to participate in HSSC-11 should fill the form and send it as indicated by 8 April 2019. HSSC Chair Group meetings 7. The plenary meeting will be preceded by a HSSC Chair Group meeting in the afternoon of Monday 6 May, from 1300 to 1700, at the Hotel Park Inn. A follow-up meeting of the Chair Group is also planned on Thursday 9 May in the afternoon from 1400 to 1700, at the same venue. In addition to the Chair and Vice-Chair of HSSC, these Chair Group meetings will comprise the Chairs of HSSC Working Groups (WGs), the Chairs of the Project Teams, the Secretary and the Assistant Secretary of HSSC. If the Chair of an HSSC WG cannot be present at the HSSC Chair Group Meeting and/or at the Bathymetry - the Foundation for Sustainable Seas, Oceans and Waterways HSSC Meeting, they are requested to make appropriate arrangements (through their Vice-Chair, Secretary or a representative of any IHO Member State) for the WG to be represented and to inform the HSSC Secretariat accordingly. Actions arising from HSSC-10 8. The current status of actions arising from HSSC-10 (see reference A), is available on the IHO website (www.iho.int > IHO Council, Committees & WG > HSSC > HSSC10 > Documents > Post Meeting Documents [List of Decisions & Actions…] or directly as Document HSSC11-03B. Those nominated for actions are kindly requested to address them and report the status to the HSSC Secretariat at ([email protected]) when possible and before the beginning of the meeting. Draft Agenda and Timetable for HSSC-11 9. A draft agenda and timetable for HSSC-11 is provided in Annex A, which takes into account some topics raised at the 2nd meeting of the Council. Associated documents, where known, have been listed. Member States and Observers are kindly requested to review the draft agenda and programme and provide any comments or proposals for new or amended subjects to the HSSC Secretariat by 15 March 2019. If necessary, a revised draft agenda and timetable will be prepared and posted on the IHO website. 10. Delegates are invited to note that the plenary meeting will start on Tuesday, 7 May at 0900, and is expected to end on Thursday, 9 May at 1300. Participants are advised to plan their travel arrangements accordingly. Submission Deadline for HSSC-11 Documents 11. Documents intended for consideration at HSSC-11 should be submitted to the HSSC Secretariat in accordance with the “Instructions for the Submission of Reports and Proposals for Consideration by HSSC”. With the exception for substantive submissions, it is agreed that the Chairs of the working groups (WGs) and stakeholders may provide summary reports only, using the HSSC PowerPoint® template and additional comprehensive documents if appropriate (proposals to be endorsed for instance). Submission Deadline Papers in support of Agenda items No later than 15 March 2019 (7 weeks before (including reports/PowerPoint® presentations from WG commencement of the Chairs and proposals for new work programme items) meeting) Papers providing comments or proposed amendments to No later than 15 April 2019 proposals contained in meeting papers (3 weeks before commencement of the meeting) 12. Documents received after 15 April 2019 will be considered as information papers only, unless decided otherwise by the Committee, in accordance with decision HSSC8/02. 13. Considering that HSSC-11 will comprise the preparation of the 3nd meeting of the IHO Council (C-3) with a view to support the preparation of the 2nd Session of the IHO Assembly, WGs are requested to provide, as a minimum: a. a short status report on the progress made on the key priorities identified by C-2 in the Programme 2 of the IHO 2018 Work Programme (See Reference C, paragraph 4.1); b. the top-3 work items of their proposed work plans for 2019-20, having the highest strategic priorities, that need to be brought to the attention of C-3 for consideration, endorsement and possible monitoring; 2  c. the annual list of prioritized work items of their proposed work plans for 2019-2020, the development of which needs to be supported by the Special Project fund (See Reference B, Action C1/22). 14. All documents will be posted on the IHO website (Home > IHO Council, Committees & WG > HSSC > Section “Next Meeting” > HSSC11 - Documents) as and when they are received. Delegates are kindly requested to circulate these documents amongst their relevant subject matter experts and consolidate any appropriate comments to allow effective decision making at the meeting of the HSSC and avoid, as far as possible, the need to defer decisions to allow further post-meeting technical consultations. Miscellaneous 15. The current list of HSSC contacts is kept updated on the IHO HSSC webpage (Link). Any changes should be forwarded to the HSSC Secretariat ([email protected]) at the earliest opportunity. 16. According to the arrangements outlined at HSSC-10, HSSC-12 is planned to be held in Taunton, UK, in May 20201 and HSSC-13 in Indonesia, in May 2021. Proposals for hosting HSSC-14 in May 2022 and HSSC-15 to be held in 2023 are welcome at any time and preferably at HSSC-11. On behalf of the Secretary-General, Yours sincerely, ^^^ Abri KAMPFER Director Distribution: IHO Member States International Organizations accredited as Observers to the IHO Chair and Vice-Chair of HSSC, Chair of IRCC Chairs and Vice-Chairs of HSSC WGs and Project Team(s) Other HSSC Contacts Annex: Note: all the meeting documents are provided in the working language of the HSSC (English only) A. Draft Agenda and Timetable 1 Please note that A-2 is planned in Monaco, from 21 to 24 April 2020. 3  Annex A to IHO CL 57/2018 11th HSSC Meeting 6-9 May 2019, Cape Town, South Africa DRAFT AGENDA AND TIMETABLE Notes: a/ Potential presenters of papers shown in brackets (). b/ Proposals for updating the Programme of Work will be initially reviewed under the relevant agenda item covering each WG in turn and then, finally approved under agenda item 10. c) The original numbering of documents will be retained even if documents are subsequently tabled under new or adjusted agenda items. d) Please refer to the HSSC-11 List of Documents to check the latest version of the documents. HSSC11-XX Rev n means that a new version of document HSSC11-XX has been made available but that it does not affect the draft agenda and timetable. Monday HSSC CHAIR GROUP – Park Inn Hotel 6 May 1300 - 1700 HSSC Chair Group Meeting (Chair/Vice-Chair of HSSC, Chairs of HSSC Working Groups (WGs) and Project Teams (PTs), Secretary and Assistant Secretary of HSSC) Tuesday HSSC-11 PLENARY – Park Inn Hotel 7 May 0900 Welcome Address (National Hydrographer) 0915 1. Opening and Administrative Arrangements Docs: HSSC11-01A List of Documents (IHO Sec.) HSSC11-01B List of Participants (IHO Sec.) HSSC11-01C HSSC – List of Contacts (IHO Sec.) HSSC11-01D TORs for HSSC and related Working Groups (IHO Sec.) 0920 2. Approval of Agenda Docs: HSSC11-02A Agenda and Timetable (IHO Sec.) 0930 3. Matters arising from Minutes of 10th HSSC Meeting Docs: HSSC11-03A Minutes of HSSC-10 (IHO Sec.) HSSC11-03B Status of Actions List from HSSC-10 (IHO Sec.) A-1  0945 4. HSSC Administration Docs: HSSC11-04.1A Status Report on the List of Actions from C-2 affecting HSSC (IHO Sec.) HSSC11-04.2A Initial Assessment of the possible implementation of the the draft Strategic Targets and Performance Indicators of the Revised IHO Strategic Plan (HSSC Chair/Secretary) 1030 Group Photo and Coffee Break 1050 4. HSSC Administration (cont.) Docs: HSSC11-04.3A Development of an implementation strategy aiming to the regular and harmonized production and dissemination of S-100 based products for further discussion at A-2 and for the preparation of the 2021- 2023 IHO Work Programme (HSSC Chair/Secretary) HSSC11-04.4A Organization of a demonstration showcase of S-100 based products at C-3 (HSSC Chair/Secretary) HSSC11-04.5A Proposed IHO Resolution 2/2007 (HSSC Chair/Secretary) 1230 - 1345 Lunch 5. Reports by HSSC Working Groups 1400 5.1 S-100 (S-100WG) Docs: HSSC11-05.1A Report and Recommendations of S-100WG (S-100WG Chair) HSSC11-05.1B Report on S-100 Registry Management (S-100WG Chair/IHO Sec.) HSSC11-05.1C Report of the S-101 Project Team (S-101PT Chair) 1445 5.1 S-100 (S-100WG) (continued) Docs: HSSC11-05.1D Report of the Under Keel Clearance Management Project Team (UKCM PT Chair) HSSC11-05.1E Report of the S-121 Project Team (S-121PT Chair) 1530 Coffee Break 1550 5.2 ENC Standards Maintenance (ENCWG) Doc: HSSC11-05.2A Report and Recommendations of ENCWG (ENCWG Chair) 1615 5.3 Nautical Information Provision (NIPWG) Doc: HSSC11-05.3A Report and Recommendations of NIPWG (NIPWG Chair) 1700 5.4 Nautical Cartography (NCWG) Doc: HSSC11-05.4A Report and Recommendations of NCWG (NCWG Chair) 1730 END OF DAY ONE A-2 Wednesday HSSC-11 PLENARY (continued) 8 May 5. Reports by HSSC Working Groups (continued) 0900 5.5 Data Quality (DQWG) Docs: HSSC11-05.5A Report and Recommendations of DQWG (DQWG Chair) 1000 5.6 Project Team on Standards for Hydrographic Surveys (HSPT) Docs: HSSC11-05.6A Report of the IHO Project Team on Standards for Hydrographic Surveys (HSPT Chair) 1030 Coffee Break 1050 5.7 Tides, Water Level and Currents (TWCWG) Docs: HSSC11-05.7A Report and Recommendations of TWCWG (TWCWG Chair) 1130 5.8 Hydrographic Dictionary (HDWG) Docs: HSSC11-05.8A Report and Recommendations of HDWG (HDWG Chair) 1200 6. Inter-Organizational Bodies 6.1 IHO-IAG Advisory Board on the Law Of the Sea (ABLOS) Doc: HSSC11-06.1A Report and Recommendations of ABLOS (ABLOS Chair) 1230-1345 Lunch 1400 7. Decisions of other bodies affecting HSSC 7.1 IRCC (incl. MSDIWG) Docs: HSSC11-07.1A IRCC activities affecting HSSC (including MSDI) (IRCC Chair) HSSC11-07.1B Status Report on the development of S-124 – Navigational Warnings - (S-124CG representative) 7. Decisions of other bodies affecting HSSC (continued) 1430 7.2 IMO Doc: HSSC11-07.2A Report on IMO activities affecting HSSC (including e- navigation) (IMO/IHO Sec.) 1500 7.3 IALA Doc: HSSC9-07.3A IALA activities affecting HSSC (IALA) 1530 Coffee Break 1550 7.4 IEC Doc: HSSC11-07.4A IEC activities affecting HSSC (IEC) 1615 7.5 CIRM Doc: HSSC11-07.5A CIRM activities affecting HSSC (CIRM) A-3  1640 7.6 ISO Doc: HSSC11-07.6A ISO activities affecting HSSC (IHO Sec.) 1700 7.7 OGC Docs: HSSC11-07.7A OGC activities affecting HSSC (OGC) 1715 7.8 ICPC Docs: HSSC11-07.9A ICPC activities affecting HSSC (ICPC) 1730 END OF DAY TWO Thursday HSSC-11PLENARY (continued) 9 May 7. Decisions of other bodies affecting HSSC (continued) 0900 7.9 Other bodies if appropriate (Inland ENC, IOGP, JCOMM, RTCM, DGIWG, NATO GMWG…) Docs: HSSC11-07.9A xxx activities affecting HSSC (xxx) HSSC11-07.9B yyy activities affecting HSSC (yyy) 0945 8. Review of new developments and other information papers (~ 15 min each) 1030 Coffee Break 1050 9. Liaison with External Stakeholders Doc: HSSC11-09A … 1100 4. HSSC Administration Docs: HSSC11-04.6A Report and proposals from HSSC to C-3 (HSSC Chair/Secretary/All) 1145 10. Review and Endorsement of HSSC Work Plan and List of Decisions and Actions Docs: HSSC11-10A Draft HSSC Work Plan 2019-20 (IHO Sec.) HSSC11-10B Preparation of HSSC Inputs to the IHO Work Programme 2021-2023 to be submitted to C-3 (HSC Chair/Secretary) 1215 12. Date & Location of the next meetings HSSC-12: May 2020 - Taunton, UK – dates to be decided, noting that A-2 pencilled from 20-24 April 2020 HSSC-13: May 2021 – Indonesia, venue and dates to be discussed HSSC-14: May 2022 – To be discussed 13. Closure of the Meeting ~1300 END OF THE MEETING A-4 1300-1400 Lunch HSSC CHAIR GROUP 1400 - 1700 Chair Group Meeting Preparation of the draft HSSC Report and Proposals to C-3, showcase preparation, etc. ~1700 END OF THE MEETING A-5 Dear Hydrographer, Please find attached herewith : CL 57/2018 : 11th MEETING OF THE HYDROGRAPHIC SERVICES AND STANDARDS COMMITTEE (HSSC-11). Kind regards Lorene Chavagnas Office Assistant International Hydrographic Organization BP 445, 98011 Monaco Tel : 00377 93 10 81 00 E-mail: [email protected]