CIRCULAR LETTER 26/2018
05 April 2018
IHO File No. S3/6004
ADOPTION OF A NEW IHO RESOLUTION ON THE PROCEDURE FOR CONSIDERING
THE ANNUAL FINANCIAL STATEMENT AND THE FORTHCOMING BUDGET
ESTIMATE AND WORK PROGRAMME
References:
A. IHO Publication M-1 Basic Documents -IHO General Regulations
B. IHO CL 55/2017 dated 31 October - Outcome of the 1st Meeting of the IHO Council – Summary
Report (version 31 October 2017)
C. IHO CL 02/2018 dated 09 January 2018 - Call for approval of a new IHO Resolution on the
Procedure for Considering the Annual Financial Statement and the Forthcoming Budget Estimate
and Work Programme, as endorsed by the Council
D. Council Circular Letter 10/2017 dated 13 November - Proposed IHO Resolution on the Procedure
for Considering the Annual Financial Statement and the Forthcoming Budget Estimate
Dear Hydrographer,
1. In accordance with Art. 6. (b) and Art. 6. (g) (i) of the IHO General Regulations (Reference A), and
following the instructions of the Council (Reference B, Action C1/16 refers), and the subsequent call for
approval in Reference C; Member States were requested to vote on the new IHO Resolution on the
Procedure for Considering the Annual Financial Statement and the Forthcoming Budget Estimate and
Work Programme. This new IHO Resolution reflects the amendments to the Convention and the other
Basic Documents of the IHO that entered into force on 8 November 2016.
2. The Secretariat would like to thank the following 35 Member States who replied to Reference C:
Algeria, Argentina, Bangladesh, Belgium, Canada, Chile, Colombia, Croatia, Germany, Greece,
Guatemala, India, Ireland, Italy, Latvia, Malaysia, Malta, Mauritius, Mexico, Netherlands, Nigeria,
Norway, Papua New Guinea, Peru, Portugal, Qatar, Saudi Arabia, Singapore, Slovenia, Spain, Suriname,
Sweden, Turkey, Ukraine and the United States.
3. All 35 Member States approved the new IHO Resolution. One Member State offered comments in
addition to its vote. These comments and the outcome of their review by the Secretariat are provided in
Annex A to this Circular Letter.
4. In response to Reference D, 13 Member States having a seat at the Council, had already approved
the new IHO Resolution.
5. When Reference C was issued, there were 88 Member States of the IHO with three States suspended.
In accordance with the provisions of the Convention on the IHO as amended, the minimum number of
affirmative votes required was 28. As a result, and taking into account the editorial corrections reported in
Bathymetry – the foundation for sustainable seas, oceans and waterways
the Annex A, the new IHO Resolution on the Procedure for Considering the Annual Financial Statement
and the Forthcoming Budget Estimate and Work Programme has been adopted.
Yours sincerely,
Dr Mathias JONAS
Secretary-General
Annex A: Member States’ comments to IHO CL 02/2018 and responses from the IHO Secretariat.
Annex B: Adopted new IHO Resolution
IHO File No S3/6004 Annex A to IHO CL 26/2018
CHILE (Vote: YES)
We approve the new IHO Resolution on the understanding that “the annual budget estimates and
Work Programme provided by the Secretary-General to the Council”, as mentioned in Paragraph
3, will be in accordance with the triennial budget estimates and Work Programme approved by
the correspondent Assembly. In case there was any difference, this will have to be duly justified.
The Secretariat confirms Chile´s interpretation.
We consider that a resolution must be precise and that is why we recommend to make the
following amendments:
In Paragraph 5, where it is mentioned “lo antes posible después del final del año en
cuestión. Esto no deberá ser normalmente después de finales de marzo del año
siguiente”,
It should read:
… “como muy tarde a finales de marzo del año siguiente”.
In Paragraph 6, where it is mentioned: “En cuanto sea posible, el Secretario..”
It should read:
…“lo más tardar en el mes de abril, el Secretario.”
IHO Secretariat comments:
The Secretariat thanks Chile for the proposed changes of the translation into Spanish. The
proposed Spanish wording in paragraph 6, however, would change the intention of the original
wording in English and in French. In both IHO official languages the original phrasing of
paragraph 6 gives more flexibility to the timely treatment of the provision of financial statements
and recommendations through the secretariat. Since the proposed Spanish translation would
alter this intention, Chile´s suggestion for the change in paragraph 6 is rejected.
IHO File No S3/6004 Annex B to IHO CL 26/2018
New IHO Resolution on the
Procedure for Considering the Annual Financial Statement and the Forthcoming Budget
Estimate and Work Programme
PROCEDURE FOR CONSIDERING THE
ANNUAL FINANCIAL STATEMENT AND
RECOMMENDATIONS, AND THE 02/2018 CL26/2018
FORTHCOMING BUDGET ESTIMATE
AND WORK PROGRAMME
1 Decision 24.c of the first session of the IHO Assembly ... confirmed that the Council is
empowered to approve the financial statements and any recommendations for the previous year
and the budget estimates and the associated annual work programme for each forthcoming year.
2 This Resolution lays down the procedure to be observed by the Council when considering
and approving the annual financial statement and any associated recommendations for the
previous year, as well as the budget estimates and the associated annual work programme for
each forthcoming year.
Budget Estimates and Associated Annual Work Programme for Forthcoming Year
3 The budget estimates and the associated annual work programme for each forthcoming
year shall be provided by the Secretary-General 2 months prior to the Council meeting and
included in the agenda of the relevant meeting of the Council and considered and decided upon
at that meeting.
4 Prior to the meeting of the Council, the Secretary-General shall submit the budget estimates
for the following financial year to the Members of the Finance Committee by correspondence for
their information, in accordance with Article 8 (b) of the Financial Regulations.
Annual Financial Statement and Associated Recommendations for Previous Year
5 The audited financial statement and any recommendations for the previous year’s accounts
shall be provided by the Secretary-General to the Chairs of the Finance Committee and of the
Council as soon as practicable after the end of the relevant year. This will normally be not later
than the end of March of the following year.
6 As soon as is practicable, the Secretary-General shall chair a meeting of the Chairs of the
Finance Committee and of the Council, accompanied by the external auditor and relevant
Secretariat staff, to review the previous year’s financial statement and any associated
recommendations.
7 Upon completion of the meeting, the Secretary-General shall circulate the financial
statement for the previous year and any associated recommendations of the Chairs of the Finance
Committee and of the Council to the Members of the Finance Committee for comments, and to
the Members of the Council for approval.
8 The Members of the Council shall be invited to approve the financial statement and any
recommendations through voting by correspondence, following the principles set out in Article
IX of the Convention on the IHO. This means that for a decision to be taken, the number of
affirmative votes shall be at least one third of the total membership of the Council and at least
two thirds of the votes cast shall be in the affirmative. In accordance with IHO Resolution 1/1969
as amended, the period of time allowed for voting shall be two months.
9 The Secretary-General shall inform all Member States of the outcome of the consultation
by Circular Letter. If the number of affirmative votes is insufficient, the matter shall be included
in the agenda of the next meeting of the Council.
From: CL-LC
To:
[email protected]
Subject: CL 26/2018 - last version
Date: Friday, April 6, 2018 3:57:22 PM
Attachments: CL26-18.pdf
Please cancel and replace.
This is the last version
Apologies
Dear Hydrographer,
Please find attached herewith :
CL 26/2018 : ADOPTION OF A NEW IHO RESOLUTION ON THE PROCEDURE FOR
CONSIDERING THE ANNUAL FINANCIAL STATEMENT AND THE FORTHCOMING
BUDGET ESTIMATE AND WORK PROGRAMME.
Kind regards
IHO Secretariat