THIS CIRCULAR LETTER REQUIRES YOU TO VOTE
CIRCULAR LETTER 66/2017
23 November 2017
IHO File No. SPRWG
CALL FOR APPROVAL OF THE TERMS OF REFERENCE AND RULES OF
PROCEDURE OF THE STRATEGIC PLAN REVIEW WORKING GROUP AS ENDORSED
BY THE FIRST MEETING OF THE COUNCIL AND INVITATION TO PARTICIPATE IN
THE WORK OF THIS WORKING GROUP
References:
A. 1st Session of the IHO Assembly P-6 – Proceedings including List of Decisions
B. 1st Meeting of the IHO Council IHO C-1 – Summary Report (Version dated 31 October 2017)
C. General Regulations of the IHO
Dear Hydrographer,
1. The IHO Council, as directed by the 1st session by the IHO Assembly (Reference A, Decision A1/03),
discussed how to conduct a comprehensive review of the Strategic Plan in order to provide a draft revised
Plan, as appropriate, in time for the consideration of the 2nd Session of the Assembly (A-2).
2. Empowered by the Assembly, the Council decided to establish the Strategic Plan Review Working
Group (SPRWG) and endorsed the draft Terms of Reference and Rules of Procedure (TORs and ROPs)
developed by the Council drafting group (Annex A). The Council also proposed the future SPRWG to
include communication strategies as part of the way and means of their anticipated results.
3. At the first meeting of the Council, Australia, Brazil, Canada, China, Denmark, France, Italy, Japan,
Netherlands, Norway, Republic of Korea, Spain, United Kingdom and USA indicated their intention to
join the SPRWG as members. The Council also endorsed the nomination of the office bearers of the
SPRWG, namely Bruno Frachon (France) for the position of Chair, Shigeru Nakabayashi (Japan) for the
position of Vice-Chair and Douglas Brunt (Canada) for the position of Secretary.
4. In accordance with Art. 6. (b) and Art. 6. (g) (i) of the General Regulations of the IHO (Reference C)
and following the instructions of the Council (Reference B, Action C1/41 refers), the approval of Member
States on the draft TORs and ROPs of the SPRWG is requested. Member States are also invited to indicate
their intention to participate in the activities of the Council’s Strategic Plan Review Working Group. A
Voting Form is provided in Annex B and should be returned to the IHO Secretariat as soon as possible
and no later than 31 January 2018.
Yours sincerely,
Dr Mathias JONAS
Secretary-General
Mapping our Seas, Oceans and Waterways - more important than ever
Annex A: Strategic Plan Review Working Group Terms of Reference and Rules of Procedure (draft)
Annex B: Voting Form
Copies: RAdm Shephard Smith (Chair of the Council) – Adm (Ret.) Luiz Fernando Palmer
Fonseca (Vice-Chair of the Council) – Ing. General Bruno Frachon (Chair of the
SPRWG)
2
Annex A
IHO CL66/2017
IHO File No SPRWG
STRATEGIC PLAN REVIEW WORKING GROUP (SPRWG)
Terms of Reference and Rules of Procedure
(draft version 17 Oct 2017)
1. Terms of Reference
1.1 Conduct a comprehensive review of the Strategic Plan in two successive phases: scoping and
drafting.
1.2 In the scoping phase (T01 + 6 months):
1.2.1 review and restate the current and future strategic context in which the IHO
operates;
1.2.2 propose the definition of success for the IHO in 2026;
1.2.3 identify the deficiencies in terms of content, shape and interrelation to the
implementation instruments in the existing Plan;
1.2.4 consider appropriate goals, ways and means that could address any identified
deficiencies;
1.2.5 establish the management plan and timetable for developing and drafting any
proposed revisions to the existing Plan;
1.2.6 submit a proposal at C-2 for the draft framework of the revised strategic plan.
1.3 In the drafting phase (T0 + 18 months):
1.3.1 define the criteria for measuring success and propose priorities for the IHO;
1.3.2 consider the interrelation to other management elements such as budget, work plan
and performance indicators (Ref. d/);
1.3.3 prepare the draft revised plan in accordance with the management plan and the
timetable;
1.3.4 prepare the supporting documents for submission to A-2.
1.4 Provide an intermediate report at C-2 ( - two months)
1.5 Provide a draft final report at C-3 ( - two months) for endorsement and recommendations to be
submitted to A-2.
1.6 These Terms of Reference can be amended in accordance with Article 6 of the General
Regulations.
2. Rules of Procedure
2.1 The Working Group is open to all Member States. It shall be composed of representatives of
Member States. The Chairs of the HSSC, IRCC, FC, or their nominated representatives, should
participate in the work of the Working Group.
2.2 A Member State shall act as Secretary to the Working Group. The Secretary shall prepare the
1 T0 is the effective date of the establishment of the Working Group.
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reports required for submission to each meeting of the Council and to sessions of the Assembly
as directed by the Council.
2.3 The Chair and Vice-Chair shall be a representative of a Member State having a seat at the Council.
The Chair and Vice-Chair shall be nominated at the end of the 1st meeting of the Council and the
nominations shall be determined by vote of the Council Members present and voting. If the Chair
is unable to carry out the duties of the office, the Vice-Chair shall act as the Chair with the same
powers and duties.
2.4 The Working Group should normally work by correspondence, but if decided by the Working
Group, meetings can be scheduled in conjunction with any IHO meetings. The Chair or any
member of the Working Group, with the agreement of the simple majority of all members of the
Working Group, can call extraordinary meetings. In case of meetings, all intending participants
shall inform the Chair and Secretary ideally at least one month in advance of their intention to
attend meetings of the Working Group.
2.5 Decisions shall generally be made by consensus. If votes are required on issues or to endorse
proposals presented to the Working Group, decisions shall be taken by a simple majority of
Working Group Members present and voting. When dealing with matters by correspondence, a
simple majority of all Working Group Members shall be required.
2.6 The draft record of meetings shall be distributed by the Secretary within ten working days of the
end of meetings and participants’ comments should be returned within ten working days of the
date of despatch. Final minutes of meetings should be distributed to all IHO Member States and
posted on the IHO website within thirty days after a meeting.
2.7 The working language of the Working Group shall be English.
2.8 Recommendations of the Working Group shall be submitted to the Council for endorsement.
2.9 The Working Group will be disbanded after A-2.
2.10 These Rules of Procedure can be amended in accordance with Article 6 of the General Regulations
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IHO File No SPRWG Annex B
IHO CL 66/2017
VOTING FORM
(to be returned to the IHO Secretariat by 31 January 2018
E-mail:
[email protected] - Fax: +377 93 10 81 40)
Member State:
Point of Contact:
Contact e-mail:
APPROVAL OF THE TORs and ROPs OF THE STRATEGIC PLAN REVIEW
WORKING GROUP (SPRWG) AS ENDORSED BY THE FIRST MEETING OF
THE COUNCIL – PARTICIPATION IN THE ACTIVITIES OF THE SPRWG
1. Do you approve the proposed TORs and ROPs of the Strategic Plan Review Working
Group?
YES NO
2. Do you have any comments, inputs or reservations?
YES NO
If YES, please provide your comments below:
Comment by Member State
-B1-
3. Do you want to be an active member of the SPRWG?
YES NO
If YES, please provide the name and contact details of your representative below, and inform
the SPRWG Chair/Vice-Chair and Secretary2 as soon as possible:
Name:
Email:
Name/Signature: ……………………………………………
Date: …………………………………...
2
SPRWG Chair/Vice-Chair/Secretary contact details :
[email protected],
[email protected],
[email protected]
-B2-
Dear Hydrographer,
Please find attached herewith :
CL 66/2017 :
CALL FOR APPROVAL OF THE TERMS OF REFERENCE AND RULES OF PROCEDURE OF
THE STRATEGIC PLAN REVIEW WORKING GROUP AS ENDORSED BY THE FIRST
MEETING OF THE COUNCIL AND INVITATION TO PARTICIPATE IN THE WORK OF THIS
WORKING GROUP
Yours sincerely,
IHO
M.MOLLET