ACL 23/2020

IHO File No. S1/6100/2020 ASSEMBLY CIRCULAR LETTER N° 23 15 May 2020 2nd SESSION OF THE IHO ASSEMBLY (A-2) Monaco, 16-18 November 2020 ______ ANNOUNCEMENT AND GENERAL ARRANGEMENTS References: A. IHO ACL 17/2020 dated 20 March 2020 – Proposed scenario on the postponement of the 2nd Session of the IHO Assembly and associated activities resulting from exceptional circumstances due to COVID-19 B. IHO ACL 19/2020 dated 21 April 2020 – 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 C. Rules of Procedure of the IHO Assembly Dear Hydrographer, Assembly Announcement 1. Based on the approval of the scenario on the postponement of the 2nd Session of the IHO Assembly resulting from exceptional circumstances due to COVID-19 (References A and B) and in accordance with Reference C, the 2nd Session of the IHO Assembly will be held in Monaco from Monday 16 November to Wednesday 18 November 2020. 2. The meeting of the Finance Committee and the meeting of the Heads of Delegations will take place on Sunday afternoon, 15 November 2020 at the Secretariat of the International Hydrographic Organization (IHO). 3. The postponed 2nd Session of the Assembly will focus on the essential decisions deemed as basic elements for the functioning of the Organization and proposals where discussion is vital or no clarity obtained from Member States’ comments as compiled in the Red Book (Reference B refers). The agenda of the Assembly will include the following items: a. The Financial report for the term 2017 – 2019; b. The report of the Council-Chair for the term 2017 – 2019; c. The 3 years’ work plan 2021 – 2023; d. The 3 years’ budget 2021 – 2023; e. The revised Strategic Plan; f. The definition of hydrographic interests; g. The S-100 showcase and S-100 roadmap; h. The report on the informal consultation process for the future of S-23; i. The establishment of an e-learning centre; j. The thematic session of IHO-100. A detailed draft Agenda of the 2nd Session of the Assembly will be issued in due course. General Arrangements 4. As indicated in Reference A, Industry Stakeholders and Member States’ exhibitions will not be held during the A-2. Due to the condensed format of the Assembly, it is not expected that ships will visit Monaco during the Assembly. However, for those Member States wishing to plan a ship visit to Monaco, a formal application should be made through diplomatic channels to the Monaco Government as a routine diplomatic procedure. 5. As indicated in Reference B (paragraph 10), the Secretariat is not in favour of submissions of fully new proposals and kindly invites the Member States to consider abstaining from such new submissions. The Secretariat, however, invites the Member States and affected subordinate bodies to submit updates on existing proposals and reports to enable the Assembly to consider the latest state of play. 6. After the closing ceremony of the A-2, the constitutional meeting of the new IHO Council (C-4) will be held from 19 November 2020 afternoon, until 20 November noon. Details of the C-4 meeting will be issued by separate Council Circular Letters. Caveats 7. The IHO Secretariat confirms that the 2nd Session of the IHO Assembly will be held under the condition of an acceptable level of safety with regards to local and global COVID- 19 impact. The Secretariat will continue to monitor the COVID-19 situation in close coordination with the Monaco Government and will inform the Member States accordingly. 8. The remaining concerns are potential national travel restrictions and/or the accessibility of the venue for Member States’ representatives coming from all continents that could prevent from reaching the quorum (Reference C, Rule 24). It is planned to convey a firm confirmation on the conduct of the Assembly by 15 August. All flights and hotels booked prior to this date should be made subject to a possible cancellation of the Assembly if the circumstances are such. 9. Once the Secretariat has gained more clarity of the situation by mid-August, more specific arrangements addressing registration of participants, available accommodation and others will be put forward for your attention thereafter. The staff of the Secretariat remain optimistic and look forward to seeing you in Monaco for this major event in November 2020. Yours sincerely, Dr Mathias JONAS Secretary-General Distribution: - IHO Member States - IHO Council Chair - IHO Committee Chairs: IRCC, HSSC, FC - IHO Observer Organizations / Agencies Saatja: CL-LC <[email protected]> Saadetud: 15.05.2020 17:55 Adressaat: INFO <[email protected]> Koopia: <[email protected]>; <[email protected]>; <[email protected]>; <[email protected]> Teema: ACL 23/2020 Manused: dbadjodmajbepmla.png; ACL23_2020_EN_v1.pdf; ACL23_2020_FR_v1.pdf; ACL23_2020_ES_v1.pdf Dear Hydrographer, Please find attached : - ACL 23/2020: 2nd SESSION OF THE IHO ASSEMBLY (A-2) Monaco, 16-18 November 2020 - ANNOUNCEMENT AND GENERAL ARRANGEMENTS. Kind regards --