THIS CIRCULAR LETTER REQUIRES YOU TO VOTE
CIRCULAR LETTER 68/2017
01 December 2017
IHO File No. S3/6004
CALL FOR APPROVAL OF REVISIONS OF IHO RESOLUTIONS 5/1957, 1/1969, 9/1967,
5/1972, 1/2014, 4/1957, 8/1967, AND WITHDRAWAL OF IHO RESOLUTIONS 1/1965 and
2/1965 AS ENDORSED OR REVISED AT THE FIRST MEETING OF THE COUNCIL
References:
A. Document C-1 2.2 - Revision of IHO Resolutions reflecting the amendments to the Convention on
the IHO and the other Basic Documents of the IHO that entered into force on 8 November 2016
B. IHO CL 55/2017 dated 31 October: Outcome of the 1st Meeting of the IHO Council – Summary
Report (version 31 October 2017)
Dear Hydrographer,
1. Reference A sought the endorsement of IHO Council Members on a number of revisions to IHO
Resolutions as a result of the amendments to the Convention on the IHO and the other Basic Documents
of the IHO that entered into force on 8 November 2016.
2. As reported in Reference B, the proposed revisions of IHO Resolutions 5/1957, 1/1969, 1/2014,
4/1957 were endorsed by the Council.
3. As further reported in Reference B, the following proposed adaptations of IHO Resolutions were
endorsed by the Council with minor adjustments or associated decisions for follow up activities:
a. IHO Resolution 9/1967 including an amendment to section 8 to offer the possibility of
using volunteers from Member States that are not a candidate, in the scrutinizing
committee.
b. IHO Resolution 5/1972, with reference of tonnage figures to be given in section 2, for the
annual assessment of the IMO.
c. IHO Resolution 8/1967, after having agreed on the interpretation of Article VI (g) (vii) of
the IHO Convention that the effect of that Article is not to prevent the Council from taking
action on proposals put to it by Member States or by the Secretary General.
4. As further reported in Reference B, the Council endorsed the proposals for the withdrawal of IHO
Resolutions 1/1965, 2/1965.
5. The texts of the endorsed IHO Resolutions including the amendments made by the Council
(highlighted in yellow) are contained in Annex A to H.
Mapping our Seas, Oceans and Waterways - more important than ever
6. In accordance with the instructions of the 1st meeting of the Council, approval of Member States is
requested. A Voting Form is provided in Annex I 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
Annexes: A to H. Revised versions of IHO Resolutions 5/1957, 1/1969, 9/1967, 5/1972,
1/2014, 4/1957, 8/1967, 1/1965 and 2/1965 as amended
I. Voting Form
2
Annex A to IHO CL 68/2017
IHO File No. S3/6004
Proposed revised Resolution 5/1957 as amended
IHO relations with other organizations
Proposed changes shown in red / red.
IHO RELATIONS WITH OTHER 5/1957 as 72/2009
T1.2
ORGANIZATIONS amended xx/20xx
1 The relations of the IHO with other organizations, whose activities are likely to be of
interest, are normally conducted by the Secretary-GeneralDirecting Committee in accordance
with the Convention, Article XVIII. The Secretary-GeneralDirecting Committee may delegate
this function to a Member State.
2 In conducting relations with other organizations, the Secretary-GeneralDirecting
Committee should consult with Member States through the Council on relevant issues and shall
ensure that it reflects the corporate views of the IHO.
3 When the importance of subjects of common interest justify it, the Secretary-General
Directing Committee may propose to Member Statesthe Council:
a) the establishment of an agreement or special arrangement governing the
cooperation between the IHO and the organization concerned. Such agreement or
special arrangement shall be approved by the Assembly in accordance with article
7 of the General Regulations. The Council may seek approval of Member States
by correspondence in accordance with the provisions of article 6 (g) of the General
Regulations; and
b) the formation of a consultative body, consisting of representatives of the IHO and
of one or several external organization(s). The title, terms of referenceTOR and
composition of such a body may not be in conformity with the article 6 of the
General Regulations. They shall, nevertheless, be approved by the
AssemblyMember States in accordance with the procedure laid down in the article
7 of the General Regulations. The Council may seek approval of Member States
by correspondence in accordance with the provisions of article 6 (g) of the General
Regulations.
4 Accreditation to the IHO of Non-Governmental International Organizations.
Any Non-Governmental International Organization (NGIO), which is able to make a substantial
contribution to the work of the IHO may be accredited and granted observer status. The
regulations to be followed are:
Rule 1 Applicability
Subject to approval by the AssemblyConference or by Circular Letter through the Council, the
Secretary-GeneralIHO may grant observer status to any NGIOnon-governmental international
organization which is able to make a substantial contribution to the work of the IHO.
Rule 2 Purpose
Decisions to grant observer status to any NGIOnon-governmental international organization
shall be based on the principles that the purpose for entering into observer status shall be:
a) to enable the IHO to obtain information, help or expert advice from the NGIOnon-
governmental international organization with special knowledge in the Organization’s
activities. Such information, help or advice can include (but not be limited to):
i) consolidated strategic advice on the technical work programme of the
Organization, such as the needs of the user community, emerging technologies,
required standards, data requirements and future trends:;
ii) co-operation on technical programmes of mutual interest including the proposal
of new programmes that fall under the responsibility of IHO;
iii) the effectiveness of the implementation of the technical activities of IHO, such
as standards, specifications and capacity building;
iv) advice on issues relevant to the IHO, on request;
v) support to the technical programme of the IHO for capacity building;
vi) provision of representatives with special knowledge to IHO working groups.
b) to enable such NGIOs whose activities have an important and direct bearing on the work
of the IHO to express their points of view to the Organization. They may request
information of interest from the IHO to be distributed to their members.
Rule 3 Objectives and activities of the NGIO
Before granting observer status to any NGIOnon-governmental international organization, the
IHO must be satisfied that the objectives and functions of the NGIOnon-governmental
international organization are in harmony with the objectives of the IHO, as defined in Article
II of the Convention.
Rule 4 General Undertaking by the NGIOs
Observer status may not be granted to an NGIOnon-governmental international organization
unless it undertakes to support the activities of the IHO and to promote the dissemination of its
principles and work, bearing in mind the objectives and functions of the IHO on the one hand
and the competence and activities of the NGIOnon-governmental international organization on
the other.
Rule 5 Constitution and Structure of the NGIOs
Observer status may not be granted to any NGIOnon-governmental international organization
unless it has a governing body, an executive officer and a secretariat. It must also be authorized
under its constitution to speak for its members through accredited representatives.
Rule 6 Privileges conferred by Observer Status
In addition to the provisions stipulated in the Rules of Procedure of the relevant organs, Tthe
granting of observer status to an NGIOnon-governmental international organization shall
confer the following privileges on that organization:
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a) the right to receive, for information, the Circular Letters and documentation for the
sessions or meetings of the relevant organsConference and the subsidiary bodies of the
IHO;
b) the right to submit written statements on items of the Agenda of the relevant
organsConference and subsidiary bodies which are of interest to the NGIOnon-
governmental international organization concerned, after appropriate consultation with
the Secretary-GeneralIHB Directing Committee, provided that such submission does
not impede the smooth functioning of the IHO organ involved. The NGIOnon-
governmental international organization concerned shall give due consideration to any
comment which the Secretary-GeneralDirecting Committee may make in the course of
such consultations before transmitting the statement in final form;
c) the right to be represented by an observer at any meeting of the IHO at which matters
of special interest to the NGIOnon-governmental international organization concerned
are to be considered;
d) the right to receive the texts of resolutions adopted by the AssemblyConference and of
the appropriate supporting documents.
Rule 7 Status of the NGIOs at Meetings of the IHO
Normally one observer from each NGIOnon-governmental international organization shall be
admitted to any session or meeting. Such observer shall have no voting rights but may, on the
invitation of the Chairman and with the approval of the body concerned, speak on any item of
the agenda of special interest to the NGIOnon-governmental international organization of
which he isthey are the representative.
Rule 8 Granting of Reciprocal Privileges to the IHO
Any NGIOnon-governmental international organization to which observer status is granted
shall keep the IHO SecretariatIHB informed of those aspects of its own activities which are
likely to be of interest to the IHO, and shall accord to the IHO privileges corresponding to those
which are granted to the NGIO by the IHO.
Rule 9 Consideration of Applications
The Secretary-GeneralDirecting Committee shall onlynormally consider applications for
observer status from NGIOsnon-governmental international organizations twice a year (March
and September) and shall not consider re-applications from such organizations until at least two
years have elapsed since the AssemblyConference or the Member States, through Circular
Letter, the IHO took a decision on the original application.
Rule 10 Periodic Review of the List of Observer NGIOs
The Secretary-GeneralDirecting Committee shall review from time to time the list of
NGIOsnon-governmental international organizations to which the IHO has granted observer
status, in order to determine whether or not the continuance of their status in any particular case
is necessary and desirable. The Directing CommitteeSecretary-General shall report the status
of Observer NGIOs to the ConferenceAssembly through the Council accordingly.
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Clean version of proposed amended text:
IHO RELATIONS WITH OTHER 5/1957 as
xx/20xx T1.2
ORGANIZATIONS amended
1 The relations of the IHO with other organizations, whose activities are likely to be of
interest, are normally conducted by the Secretary-General in accordance with the Convention,
Article X. The Secretary-General may delegate this function to a Member State.
2 In conducting relations with other organizations, the Secretary-General should consult
with Member States through the Council on relevant issues and shall ensure that it reflects the
corporate views of the IHO.
3 When the importance of subjects of common interest justify it, the Secretary-General may
propose to the Council:
a) the establishment of an agreement or special arrangement governing the
cooperation between the IHO and the organization concerned. Such agreement or
special arrangement shall be approved by the Assembly in accordance with article
7 of the General Regulations. The Council may seek approval of Member States
by correspondence in accordance with the provisions of article 6 (g) of the General
Regulations; and
b) the formation of a consultative body, consisting of representatives of the IHO and
of one or several external organization(s). The title, terms of reference and
composition of such a body shall be approved by the Assembly in accordance with
article 7 of the General Regulations. The Council may seek approval of Member
States by correspondence in accordance with the provisions of article 6 (g) of the
General Regulations.
4 Accreditation to the IHO of Non-Governmental International Organizations.
Any Non-Governmental International Organization (NGIO), which is able to make a substantial
contribution to the work of the IHO may be accredited and granted observer status. The
regulations to be followed are:
Rule 1 Applicability
Subject to approval by the Assembly or by Circular Letter through the Council, the Secretary-
General may grant observer status to any NGIO which is able to make a substantial contribution
to the work of the IHO.
Rule 2 Purpose
Decisions to grant observer status to any NGIO shall be based on the principles that the purpose
for entering into observer status shall be:
a) to enable the IHO to obtain information, help or expert advice from the NGIO with
special knowledge in the Organization’s activities. Such information, help or advice
can include (but not be limited to):
i) consolidated strategic advice on the work programme of the Organization, such
as the needs of the user community, emerging technologies, required standards,
data requirements and future trends:;
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ii) co-operation on programmes of mutual interest including the proposal of new
programmes that fall under the responsibility of IHO;
iii) the effectiveness of the implementation of the technical activities of IHO, such
as standards, specifications and capacity building;
iv) advice on issues relevant to the IHO, on request;
v) support to the programme of the IHO for capacity building;
vi) provision of representatives with special knowledge to IHO working groups.
b) to enable such NGIOs whose activities have an important and direct bearing on the work
of the IHO to express their points of view to the Organization. They may request
information of interest from the IHO to be distributed to their members.
Rule 3 Objectives and activities of the NGIO
Before granting observer status to any NGIO, the IHO must be satisfied that the objectives and
functions of the NGIO are in harmony with the objectives of the IHO, as defined in Article II
of the Convention.
Rule 4 General Undertaking by the NGIOs
Observer status may not be granted to an NGIO unless it undertakes to support the activities of
the IHO and to promote the dissemination of its principles and work, bearing in mind the
objectives and functions of the IHO on the one hand and the competence and activities of the
NGIO on the other.
Rule 5 Constitution and Structure of the NGIOs
Observer status may not be granted to any NGIO unless it has a governing body, an executive
officer and a secretariat. It must also be authorized under its constitution to speak for its
members through accredited representatives.
Rule 6 Privileges conferred by Observer Status
In addition to the provisions stipulated in the Rules of Procedure of the relevant organs, the
granting of observer status to an NGIO shall confer the following privileges on that
organization:
a) the right to receive, for information, the Circular Letters and documentation for the
sessions or meetings of the relevant organs of the IHO;
b) the right to submit written statements on items of the Agenda of the relevant organs
which are of interest to the NGIO concerned, after appropriate consultation with the
Secretary-General, provided that such submission does not impede the smooth
functioning of the IHO organ involved. The NGIO concerned shall give due
consideration to any comment which the Secretary-General may make in the course of
such consultations before transmitting the statement in final form;
c) the right to be represented by an observer at any meeting of the IHO at which matters
of special interest to the NGIO concerned are to be considered;
d) the right to receive the texts of resolutions adopted by the Assembly and of the
appropriate supporting documents.
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Rule 7 Status of the NGIOs at Meetings of the IHO
Normally one observer from each NGIO shall be admitted to any session or meeting. Such
observer shall have no voting rights but may, on the invitation of the Chair and with the approval
of the body concerned, speak on any item of the agenda of special interest to the NGIO of which
they are the representative.
Rule 8 Granting of Reciprocal Privileges to the IHO
Any NGIO to which observer status is granted shall keep the IHO Secretariat informed of those
aspects of its own activities which are likely to be of interest to the IHO, and shall accord to the
IHO privileges corresponding to those which are granted to the NGIO by the IHO.
Rule 9 Consideration of Applications
The Secretary-General shall normally consider applications for observer status from NGIOs
twice a year (March and September) and shall not consider re-applications from such
organizations until at least two years have elapsed since the Assembly or the Member States,
through Circular Letter, took a decision on the original application.
Rule 10 Periodic Review of the List of Observer NGIOs
The Secretary-General shall review from time to time the list of NGIOs to which the IHO has
granted observer status, in order to determine whether or not the continuance of their status in
any particular case is necessary and desirable. The Secretary-General shall report the status of
Observer NGIOs to the Assembly through the Council accordingly.
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Annex B to IHO CL 68/2017
Proposed revised Resolution 1/1969 as amended
Questions dealt with by the Secretariat by correspondence
Proposed changes shown in red / red.
QUESTIONS DEALT WITH BY THE 43/1970
1/1969 as
SECRETARIATBUREAU BY T2.1
amended xx/20xx
CORRESPONDENCE
1 It is resolved that, as provided in paragraph 6 of Article VI of the Convention and Articles
24 and 25 of the General Regulations, the Bureau may deal by correspondence with technical
or administrative questions. Such questions may be either proposals submitted to a Conference
and referred back to the Bureau when the Conference was unable to reach a conclusion, or
proposals initiated between Conferences by Member States or by the Bureau itself.
2 The following procedure shall be observed:
a) In the preliminary exploratory stage the Bureau shall take the necessary action to
include with the proposal a detailed explanation of the reason for its submission
and to ensure that every Member State may have the opportunity to express an
opinion on the draft resolution and become familiar with the opinions of the IHB
and other Member States.
b) When the Bureau considers that the exploratory stage is over and that a general
tendency can be defined from the views expressed, a synthesis of these views shall
be drawn up and distributed with a perfected version of a draft resolution, to be
put to the vote by correspondence. If this draft differs appreciably from that of the
original proposal, and if the latter was originally put forward by a Member State,
the Bureau shall consult with that Member State before putting the text to the vote.
c) When this voting stage has been reached Member States may propose only minor
corrections. The Bureau shall evaluate whether these should be accepted or
rejected, and, if accepted, whether the new text as amended requires to be
submitted for a further vote by correspondence.
d) In cases where a preliminary exchange of views is not considered to be
appropriate, the Bureau may call for a vote at the time a proposal is first circulated.
e) In principle, a resolution will be adopted when it has received the required
majority of votes in favour. If it does not obtain that majority, the question shall
be closed and Member States informed of the fact. The question may be raised
anew before an I.H. Conference on the initiative of the Bureau or any Member
State.
f) Whenever a circular letter is sent in compliance with the above procedure,
When the Assembly or the Council decides to refer a proposal to the Member States for
adoption through correspondence, the Secretary-GeneralBureau shall fix a deadline for replies.
The period of time allowed for replies should not normally beexceed twothree months unless
the Assembly or the Council decides otherwise.
Clean version of proposed amended text:
QUESTIONS DEALT WITH BY THE
1/1969 as
SECRETARIAT BY xx/20xx T2.1
amended
CORRESPONDENCE
When the Assembly or the Council decides to refer a proposal to the Member States for
adoption through correspondence, the Secretary-General shall fix a deadline for replies. The
period of time allowed for replies should normally be two months unless the Assembly or the
Council decides otherwise.
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Annex C to IHO CL 68/2017
Proposed revised Resolution 9/1967 as amended
Procedure for election of a Secretary-General or Director by correspondence
Proposed changes shown in red / red.
PROCEDURE FOR ELECTION OF A 35/1996
9/1967 as
SECRETARY-GENERAL OR T3.1
amended xx/20xx
DIRECTOR BY CORRESPONDENCE
1 This rResolution lays down rules of procedure to be observed when electing a new
Secretary-General or a new Director by correspondence, as prescribed in Articles X(2) of the
Convention and 4625 of the General Regulations. The letter X designates the date on which
circumstances are such that the conditions prescribed by the General Regulations for an election
by correspondence are fulfilled.
2 The person responsible for signing all related circular letters issued by the Secretariat is
referred to thereafter as the “Authority”. In accordance with Article 25 (c) of the General
Regulations, the Authority responsible for conducting the election of a new Secretary-General
by correspondence is the Chair of the Council. In accordance with Article 25 (d), the Authority
responsible for conducting the election of a new Director by correspondence is the Secretary-
General.
32 Not later than day X+5, the SecretariatBureau shall send out a registered circular letter,
express (by airmail, if necessary and copied by e-mail) containing directions for the submitting
of candidatures.
43 Not later than day X+90, Member States wishing to submit candidatures shall
communicate the name of the candidate proposed, accompanied by a note containing theirhis
qualifications for the post declared vacantof Director, in accordance withas shown in the form
given in Article 4020 of the General Regulations. This communication must be made by
registered letter, sent express (by airmail, if necessary) and copied by e-mail. Communications
by telegram will not be accepted.In accordance with Article 17 of the General Regulations, the
nationality of the candidates must be different to that of the standing Secretary-General and/or
Directors.
5 The nomination shall contain a clause whereby the candidate accepts to take up their
duties, if elected, not later than 35 days after the announcement of the successful candidate.
64 Not later than day X+105, the SecretariatBureau shall send each Member State a
registered circular letter, express (by airmail, if necessary) containing the list of eligible
candidates, the candidates' service records and the voting papers. The number of voting papers
shall correspond to the number of votes to which each Member State is entitled in accordance
with Articles 18 of the General Regulations and Article 6 of the Financial Regulations. Each
voting paper shall be inserted in a small white envelope bearing no inscription. A large brown
envelope shall be included, with the address of the SecretariatIHB on the front and the name of
the Member State with the note "Election of a director by correspondence" on the back.
75 Member States shall mark on their voting papers the name of the candidate for whom
they wish to vote, They may write any element or combination of elements of the name
indicated on the list of eligible candidates, such that it identifies the chosen candidate
unambiguously. The name of only one eligible candidate should be written on each voting
paper. There is no obligation to write the same name on each voting paper. seal eEach voting
paper shall be sealed in its plain white envelope, and insert all the white envelopes shall be
inserted in the large brown envelope, which shall be dispatched to the SecretariatIHB, registered
and express (by airmail, if necessary). Votes by e-mailtelegram will not be valid. Dispatch
must be made not later than day X+130.
86 On day X+145 at 10.00 hours, local time (Monaco), the SecretariatIHB shall declare
polling closed and assemble a scrutinizing committee consisting of the following members who
shall count the votes:
a) the Authority;
ba) the at least one standing Directors (or Director, if one of the two remaining
Directors should be absent);
cb) two Managerial Members of the Secretariat StaffProfessional Assistants (Category
A); and
dc) one non-Managerial Member of StaffSecretary (Category B) and one or two
volunteers from IHO Member States who do not have a candidate.
97 In the following cases votes shall become null and void:
a) If a brown envelope contains a number of small white envelopes exceeding the
number of votes to which the Member State concerned is entitled, all the voting
papers therein shall be null and void; or
b) If a small envelope contains two or more voting papers, all these shall be null and
void; or
c) If one voting paper bears the names of two or more candidates or an ambiguous
indication, this paper shall be null and void.
108 Conversely, the following irregularities shall not entail the cancellation of votes:
a) If a brown envelope contains a number of small envelopes inferior to the number
of votes to which the Member State concerned is entitled, the voting papers received
shall be considered valid;
b) If a brown envelope contains one or moreAny unsealed white envelopes shall be
sealed by a member of the committee but the voting papers therein shall be
considered valid, except in the cases set out in article 7 above;
c) If the brown envelope or the white envelopes have been replaced by other
envelopes, the voting papers shall still be considered valid, except in the cases set
out in article 7 above;
d) If a voting paper contains erasures or corrections or misspellings it shall be
considered valid so long as the author's intentions are clear and unambiguous.
11 The candidate receiving the largest number of votes shall be elected. In the event that
two or more candidates tie with the largest number of votes, the counting will be declared
inconclusive and a new ballot restricted to those candidates shall be held by correspondence
with the voting papers being sent out not later than day X+155 and the counting of the votes
taking place on day X+195.
129 The results of the conclusive countingvoting shall be communicated to all Member States
at the earliest possible notice by registered circular letter, sent express (by airmail, if necessary)
and copied by e-mail.and a telegram An e-mail with acknowledgment of receipt shall be
dispatched to the successful candidate as soon as the results are known.
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130 The candidate elected shall take up theirhis appointment at the earliest opportunity and in
any case not later than day X+180P+35 where the letter P designates the date of the
announcement of the successful candidate. If this condition is not met, the post will be declared
vacant and a new election will be conducted by correspondence.
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Clean version of proposed amended text:
PROCEDURE FOR ELECTION OF A
9/1967 as
SECRETARY-GENERAL OR xx/20xx T3.1
amended
DIRECTOR BY CORRESPONDENCE
1 This Resolution lays down rules of procedure to be observed when electing a new
Secretary-General or a new Director by correspondence, as prescribed in Article 25 of the
General Regulations. The letter X designates the date on which circumstances are such that the
conditions prescribed by the General Regulations for an election by correspondence are
fulfilled.
2 The person responsible for signing all related circular letters issued by the Secretariat is
referred to thereafter as the “Authority”. In accordance with Article 25 (c) of the General
Regulations, the Authority responsible for conducting the election of a new Secretary-General
by correspondence is the Chair of the Council. In accordance with Article 25 (d), the Authority
responsible for conducting the election of a new Director by correspondence is the Secretary-
General.
3 Not later than day X+5, the Secretariat shall send out a registered circular letter, express
(by airmail, if necessary and copied by e-mail) containing directions for the submitting of
candidatures.
4 Not later than day X+90, Member States wishing to submit candidatures shall
communicate the name of the candidate proposed, accompanied by a note containing their
qualifications for the post declared vacant, in accordance with Article 20 of the General
Regulations. This communication must be made by registered letter, sent express (by airmail,
if necessary) and copied by e-mail. In accordance with Article 17 of the General Regulations,
the nationality of the candidates must be different to that of the standing Secretary-General
and/or Directors.
5 The nomination shall contain a clause whereby the candidate accepts to take up their
duties, if elected, not later than 35 days after the announcement of the successful candidate.
6 Not later than day X+105, the Secretariat shall send each Member State a registered
circular letter, express (by airmail, if necessary) containing the list of eligible candidates, the
candidates' service records and the voting papers. The number of voting papers shall
correspond to the number of votes to which each Member State is entitled in accordance with
Articles 18 of the General Regulations and Article 6 of the Financial Regulations. Each voting
paper shall be inserted in a small white envelope bearing no inscription. A large brown
envelope shall be included, with the address of the Secretariat on the front and the name of the
Member State with the note "Election by correspondence" on the back.
7 Member States shall mark on their voting papers the name of the candidate for whom
they wish to vote. They may write any element or combination of elements of the name
indicated on the list of eligible candidates, such that it identifies the chosen candidate
unambiguously. The name of only one eligible candidate should be written on each voting
paper. There is no obligation to write the same name on each voting paper. Each voting paper
shall be sealed in its plain white envelope, and all the white envelopes shall be inserted in the
large brown envelope, which shall be dispatched to the Secretariat, registered and express (by
airmail, if necessary). Votes by e-mail will not be valid. Dispatch must be made not later than
day X+130.
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8 On day X+145 at 10.00 hours, local time (Monaco), the Secretariat shall declare polling
closed and assemble a scrutinizing committee consisting of the following members who shall
count the votes:
a) the Authority,
b) at least one standing Director,
c) two Managerial Members of the Secretariat Staff, and
d) one non-Managerial Member of Staff and one or two volunteers from IHO Member
States who do not have a candidate.
9 In the following cases votes shall become null and void:
a) If a brown envelope contains a number of small white envelopes exceeding the
number of votes to which the Member State concerned is entitled, all the voting
papers therein shall be null and void; or
b) If a small envelope contains two or more voting papers, all these shall be null
and void; or
c) If one voting paper bears the names of two or more candidates or an ambiguous
indication, this paper shall be null and void.
10 Conversely, the following irregularities shall not entail the cancellation of votes:
a) If a brown envelope contains a number of small envelopes inferior to the number
of votes to which the Member State concerned is entitled, the voting papers
received shall be considered valid;
b) If a brown envelope contains one or more unsealed white envelopes the voting
papers therein shall be considered valid, except in the cases set out in article 7
above;
c) If the brown envelope or the white envelopes have been replaced by other
envelopes, the voting papers shall still be considered valid, except in the cases
set out in article 7 above;
d) If a voting paper contains erasures or corrections or misspellings it shall be
considered valid so long as the author's intentions are clear and unambiguous.
11 The candidate receiving the largest number of votes shall be elected. In the event that
two or more candidates tie with the largest number of votes, the counting will be declared
inconclusive and a new ballot restricted to those candidates shall be held by correspondence
with the voting papers being sent out not later than day X+155 and the counting of the votes
taking place on day X+195.
12 The results of the conclusive counting shall be communicated to all Member States at the
earliest possible notice by registered circular letter, sent express (by airmail, if necessary) and
copied by e-mail. An e-mail with acknowledgment of receipt shall be dispatched to the
successful candidate as soon as the results are known.
13 The candidate elected shall take up their appointment at the earliest opportunity and in
any case not later than day P+35 where the letter P designates the date of the announcement of
the successful candidate. If this condition is not met, the post will be declared vacant and a new
election will be conducted by correspondence.
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Annex D to IHO CL 68/2017
Proposed revised Resolution 5/1972 as amended
Tonnage figures
Proposed changes shown in red / red.
5/1972 as 35/1996
TONNAGE FIGURES R2.1
amended xx/20xx
1 It is resolved that the Bureau shall obtain In preparation of each ordinary session of the
Assembly, the Secretary-General shall ask Member States to supply their tonnage figures in
accordance with Articles 5 and 6 of the Financial Regulations.from Member States in the following
manner:
a) At least seven months prior to each I.H. Conference, the Bureau will ask each
Member State to report its national tonnage as of 1 July of the year preceding
the Conference. The national tonnage is to be computed by adding to 6/7 ths of
the displacement tonnage of ships of war exceeding 100 tons, the gross tonnage
of all other vessels exceeding 100 gross tons.
b) The Bureau will obtain for reference purposes from Lloyd's Register, World
Fleet Statistics, Table 1 - Merchant Fleets of the World, as soon as this
information is available for 1 July of the year preceding the Conference.
2. The Secretary General shall collate for reference purposes the information provided in the annual
assessment1 of the International Maritime Organization (IMO) applicable for the Assembly year.
c) The Bureau will distribute to Member States a revised "Table of Tonnages,
Shares and Votes" at least two months before the start of each Conference. After
approval at the Conference, these Tables will be published as Tables C and D of
the IHO Yearbook for the following year.
d) In cases where no report has been received from a Member State by four months
before the Conference, the Bureau shall include the figures obtained from
Lloyd's for non-naval vessels over 100 gross tons for the Member State
concerned, adding an approximative total of displacement tonnage of ships of
war exceeding 100 tons as obtained from the latest available copy of a current
Naval Almanac.
3. In cases where no report has been received from a Member State by three months before the
ordinary session of the Assembly, the Secretary-General shall include an estimated figure derived
from the latest information available for warships and from the IMO assessment for all other vessels.
2 A Member State wishing to amend its tonnage figure as it appears in Appendix C of the
IHO Yearbook must give notice of the amended tonnage at least six months before the start of
the next financial year, in accordance with Article 6(d) of the Financial Regulations.
1
IMO Notice of [year] Assessment. (Example: Doc. IMO A2/A/1.04 dated 1 December 2016).
Clean version of proposed amended text:
5/1972 as
TONNAGE FIGURES xx/20xx R2.1
amended
1 In preparation of each ordinary session of the Assembly, the Secretary-General shall ask
Member States to supply their tonnage figures in accordance with Articles 5 and 6 of the Financial
Regulations.
2. The Secretary General shall collate for reference purposes the information provided in the annual
assessment2 of the International Maritime Organization (IMO) applicable for the Assembly year.
3. In cases where no report has been received from a Member State by three months before the
ordinary session of the Assembly, the Secretary-General shall include an estimated figure derived
from the latest information available for warships and from the IMO assessment for all other vessels.
2
IMO Notice of [year] Assessment. (Example: Doc. IMO A2/A/1.04 dated 1 December 2016).
-D2-
Annex E to IHO CL 68/2017
Proposed revised Resolution 1/2014 as amended
Guiding principles for IHO Funds
Proposed changes shown in red / red.
GUIDING PRINCIPLES FOR IHO 1/2014 as 55/2016
-
FUNDS amended xx/20xx
1. Purpose
1.1. The purpose of this Resolution is to describe the practices and procedures that govern
the operation of the various funds operated by the IHO SecretariatIHB on behalf of the
IHO.
2. Introduction
2.1. Over the years, the IHO has established various funds in order to best meet its
objectives and the achievement of the work programme.
2.2. Article 18 of the Financial Regulations of the IHO makes provision for an emergency
reserve fund. According to Article 18, the emergency reserve fund is exclusively
designed to … to enable the Organization to meet extraordinary expenditure. It can
only be used in exceptional circumstances.
2.3. In addition to the emergency reserve fund, other funds have been created for specific,
recurring, but non-annual events whose costs cannot easily be managed or met by the
annual operational budget process. These funds are intended to cover such things as
funding for the sessions of the AssemblyIH Conferences, the relocation of
Internationally Recruited Members of Staff taking up their appointment and on
separationDirectors at the commencement of each new Directing Committee and the
relocation of Assistant Directors that occur from time to time, major renovations in the
IHO headquartersIHB, printing and maintenance of the IHO Presentation Library (part
of S-52) and the legacy, internally funded pension scheme for former IHOIHB
employees.
2.4. Additionally, other funds have been created that provide flexibility in how they are
financed, and provide long term confidence in delivering against their objectives.
Funding for the IHO Capacity Building Programme and the IHO-IOC GEBCO project
are examples.
2.5. Maintaining these various funds provides the ability to support such things as expensive
one-off projects, expenditures exceeding the possibilities of the annual budget, or
simply to guarantee the sustainability of an activity or the organizsational structure
itself.
2.6. In all cases, the funds have been approved by Member States, are audited and then
monitored on a regular basis by the Finance Officers’ Meeting and presented to
Member States through the Council as part of the IHO budget and governance process.
3. Use of Budget Surpluses
3.1. Recent studies have shown that in these days of global economic crisis, not-for-profit
organizations that rely on a fixed subscription income, such as the IHO, should not
avoid a budget surplus at the end of each year, but should actually aim towards that
objective, in order to enable reserve funds, which could be essential for their longer
term survival.
3.2. Maintaining a reasonable surplus is now considered good and safe management
practice, especially for organizations like the IHO that are dependent on fixed
contributions that could be withheld if some Member States face increasing economic
and financial difficulties.
3.3. The existence of various dedicated funds enables any budget surpluses to be transferred
to those funds, thereby providing an additional cushion against short-term reductions
in income that may be encountered. Seeking to run a budget surplus has been the
practice in the IHO for at least the last decade.
4. IHO Funds
4.1. GEBCO Fund
4.1.1. Description
4.1.1.1. The GEBCO Fund opened in 2002, using the proceeds from the celebration of the
centenary of the GEBCO Project. Its purpose is to support the expenses of outside
experts, within the framework of their participation in the GEBCO project.
4.1.1.2. Since 2007, the annual subsidy received from the Principality of Monaco has been
added to the fund. Receipts of sales of the publication "The History of GEBCO"
are also allocated to this fund.
4.1.1.3. Since 2009, the GEBCO Fund has received an additional allocation from the IHO
annual budget, as agreed in the budget by Member States.
4.1.1.4. Other organizations may provide financial support to the GEBCO Project from time
to time. Donated funds will be included in the GEBCO Fund but may be maintained
and managed separately, according to any terms and conditions mutually agreed
between the IHO and the donor organizsation at the time of the donation.
4.1.2. Expenditure that can be covered by the GEBCO Fund:
4.1.2.1. Travel expenses and per diem allowances in connexion with GEBCO activities;
4.1.2.2. Contract support for maintenance and development of the GEBCO website;
4.1.2.3. Contract support for maintenance, updating and development of the GEBCO
gazetteer and other GEBCO products;
4.1.2.4. Administrative support for the management of the GEBCO Fund;
4.1.2.5. Costs associated with GEBCO promotional items; and
4.1.2.6. Any other expenditure specifically covered by the terms and conditions set by donor
organizations described in clause 4.1.1.4 above.
4.1.3. Expenditure Approval Requirements
4.1.3.1. Expenditures are normally planned by the IHO SecretariatIHB, based on proposals
from the IHO-IOC GEBCO Guiding Committee, together with the threefive-year
budget (“five-year” to be replaced with “three-year” when the Protocol of
Amendments to the Convention come into force) and reviewed with each annual
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budget. Their execution is monitored according to the IHO Financial Regulations
(see articles 9 and 12).
4.1.3.2. A specific procedure is being drafted by the GEBCO Guiding Committee.
4.2. Capacity Building Fund
4.2.1. Description
4.2.1.1. The Capacity Building Fund was created in 2005. It is governed by IHO
Resolutions 4, 5, 6 and 7/2004, as amended.
4.2.1.2. The Fund has been established to underpin the IHO Capacity Building Programme.
4.2.1.3. The Capacity Building Fund is supported by:
4.2.1.3.1. an annual contribution from the IHO Budget, as approved by Member States;
and
4.2.1.3.2. donations made by governments, other international organizations, funding
agencies, public or private institutions, associations or private individuals in
support of IHO Capacity Building initiatives.
4.2.1.4. Contributions earmarked for a specific capacity building initiative may also be
received.
4.2.1.5. The funding of large projects is considered an activity for specialized agencies and
not the IHO.
4.2.1.6. Other organizations may provide financial support to the IHO Capacity Building
Programme from time to time. Donated funds will be included in the Capacity
Building Fund but may be maintained and managed separately, according to any
terms and conditions mutually agreed between the IHO and the donor organization
at the time of the donation.
4.2.2. Expenditure that can be covered by the Capacity Building Fund:
4.2.2.1. Travel expenses, including fares, accommodation and per diem of participants
attending CB courses and activities as set out in the CB Programme;
4.2.2.2. Course materials, such as textbooks or reference guides, etc.;
4.2.2.3. Local transportation is usually under the organizers' responsibility, unless it is
requested and approved by the Capacity Building Sub-Committee (CBSC);
4.2.2.4. Administrative support for the management of the CB Fund;
4.2.2.5. Consultancy in relation with CB; and
4.2.2.6. Any other expenditure specifically covered by the terms and conditions set by donor
organizations described in clause 4.2.1.6 above.
4.2.3. Expenditure Approval Requirements
4.2.3.1. The allocation of funds follows a procedure established by the CBSC. Proposals
are screened by the relevant Regional Hydrographic Commissions and given a
priority. At its annual meeting the CBSC considers bids and develops a rolling CB
Work Programme, taking into account the state of the CB Fund. The CBSC decides
on priorities and amounts to be allocated to each approved project. This is based
on the parameters and procedures established by the CBSC.
-E3-
4.2.3.2. Funds not used within the calendar year remain in the Capacity Building Fund to
be used in support of future Capacity Building activities identified in the IHO Work
Programme.
4.3. Renovation and Enhancement Fund
4.3.1. Description
4.3.1.1. The Renovation and Enhancement Fund is intended to cover any major expenses
required for the renovation and upkeep of the IHO headquartersIHB infrastructure
and premises.
4.3.1.2. An allocation to this fund is normally made annually from the operating budget, as
approved by Member States through the Council.
4.3.2. Expenditure that can be covered by the Renovation and Enhancement Fund:
4.3.2.1. Refurbishing of all spaces in the IHO headquartersIHB, including offices, hallways,
conference room, chart room, kitchen and toilets;
4.3.2.2. Replacement of floor coverings and blinds;
4.3.2.3. Erection and modification of internal partition walls, doorways and openings;
4.3.2.4. Block renewal of furniture.
4.3.2.5. The purchase/replacement of assets (such as office equipment and administration
software) and associated training and implementation costs.
4.3.3. Expenditure Approval Requirements
4.3.3.1. Expenditures are normally planned by the IHO SecretariatIHB together with the
threefive-year budget (“five-year” to be replaced with “three-year” when the
Protocol of Amendments to the Convention come into force) and reviewed with
each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.4. Presentation Library Fund
4.4.1. Description
4.4.1.1. This fund was created in 1997 to enable the maintenance of the digital version of
the publication INT 1, named "IHO Presentation Library for ECDIS” (part of S-
52). Unlike other IHO publications, the Presentation Library relies entirely on
contractor support for its maintenance. Maintenance is required on an irregular
basis. The fund is supported entirely by the sale of the Presentation Library.
4.4.2. Expenditure that can be covered by the Presentation Library Fund:
4.4.2.1. Contract support for the maintenance of the IHO Presentation Library;
4.4.2.2. Contract support for the development of S-100 based portrayal standards and tools;
4.4.2.3. Logistics, travel expenses and a per diem allowance for expert contributors to attend
meetings dealing with portrayal issues.
4.4.3. Expenditure Approval Requirements
4.4.3.1. Expenditures are normally planned by the IHO SecretariatIHB, based on proposals
from the IHO Hydrographic Services and Standards Committee, together with the
-E4-
threefive-year budget (“five-year” to be replaced with “three-year” when the
Protocol of Amendments to the Convention come into force) and reviewed with
each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.5. ABLOS Conference Fund
4.5.1. Description
4.5.1.1. This fund was created, in effect, in 1999 to cover expenses related to the Advisory
Board on the Law of the Sea (ABLOS) Conference that takes place every two years.
4.5.1.2. The fund is supported by registration fees for the Conference. The fund covers the
specific expenses for this event (in particular speakers' expenses), the balance
remaining available for the organization of the following Conference.
4.5.1.3. An additional seminar "ABLOS Tutorials" can be supported by the fund.
4.5.2. Expenditure that can be covered by the ABLOS Conference Fund:
4.5.2.1. Travel expenses and a per diem allowance for speakers and tutorial leaders;
4.5.2.2. Office supplies;
4.5.2.3. Overtime for IHB staffnon-Managerial Members of Staff of the IHO;
4.5.2.4. Transport of equipment when the venue is not the IHB premises of the IHO
Secretariat;
4.5.2.5. Hiring of equipment as necessary;
4.5.2.6. Caterers costs for the reception;
4.5.2.7. Any miscellaneous costs in connection with the Conference;
4.5.2.8. Travel expenses and per diem in connection with ABLOS activities, but only when
funds in excess of 3,000 Euros remain after all expenses for a seminar / conference
have been settled.
4.5.3. Expenditure Approval Requirements
4.5.3.1. The ABLOS Conference Fund is operated according to the guidelines annexed to
ABLOS Rules of Procedures.
4.6. AssemblyConference Fund
4.6.1. Description
4.6.1.1. The Assembly Fund is the successor to the former Conference Fund that was
established after the Conference of 1967, by introducing, an annual variable
contribution from the annual budget to cover the increasing expenses of conferences
and similar type events (see page 519 of the English and French reports of the
Conference of 1972).
4.6.1.2. Before this date, the Conference expenses were included in the budget for the year
of the Conference, with sometimes a reduced sum assigned in the previous year for
preparations.
4.6.1.3. The objective of this fund is to more evenly distribute the annual load on the IHO
budget.
-E5-
4.6.2. Expenditure that can be covered by the AssemblyConference Fund:
4.6.2.1. Office supplies;
4.6.2.2. Interpreters/Translators;
4.6.2.3. Précis writers;
4.6.2.4. Overtime for IHB staffnon-Managerial Members of Staff of the IHO;
4.6.2.5. Transport of equipment;
4.6.2.6. Acquisition, hiring and installation of audio-visual equipment;
4.6.2.7. Acquisition, hiring and installation of photocopying equipment;
4.6.2.8. Acquisition, hiring and installation of supplementary computer/IT services;
4.6.2.9. Installation of the exhibition;
4.6.2.10. Caterers costs for the reception and coffee breaks;
4.6.2.11. Other miscellaneous costs in connection with the AssemblyConference
(“Conference” to be replaced with “Assembly” when the Assembly is established).
4.6.3. Expenditure Approval Requirements
4.6.3.1. Expenditures are normally planned by the IHO SecretariatIHB together with the
threefive-year budget (“five-year” to be replaced with “three-year” when the
Protocol of Amendments to the Convention come into force) and reviewed with
each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.7. Relocation Fund
4.7.1. Description
4.7.1.1. The 1997 Conference agreed the establishment of the Relocation Fund to support
the cost of relocation of Directors and Assistant Directors at the beginning and end
of their periods of service. Previously, this expenditure was met from the annual
budget in the year of occurrence. This had the effect of destabilizing the budgetary
presentations (see page 408 of the Conference report of 1997).
4.7.1.2. Chapter 8VIII of the Staff Regulation sets out the terms and conditions for the
payment of relocation expenses.
4.7.2. Expenditure that can be covered by the Relocation Fund:
4.7.2.1. Outward journey and return for Internationally Recruited Members of
StaffDirectors, Assistant Directors and their families;
4.7.2.2. Subsistence allowance, equivalent to a maximum of one month of per diem
allowance in Monacopaid in accordance with the terms set out in the Staff
Regulations;
4.7.2.3. Severance pay which corresponds to one month’s net salary;
4.7.2.4. Expenses of moving of personal belongings and furniture.
4.7.3. Expenditure Approval Requirements
4.7.3.1. Expenditures are normally planned by the IHO SecretariatIHB together with the
threefive-year budget (“five-year” to be replaced with “three-year” when the
-E6-
Protocol of Amendments to the Convention come into force) and reviewed with
each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.8. Special Projects Fund
4.8.1. Description
4.8.1.1. The Special Projects Fund was established in 2012 to cover contract support for the
completion of certain IHO work program items, such as the maintenance or drafting
of standards, the editing or updating of complex publications, translations, and
particular requirements identified by the Committees and other bodies of the
Organization.
4.8.2. Expenditure that can be covered by the Special Projects Fund:
4.8.2.1. Contract support to deliver some or all parts of the approved IHO work programme
tasks;
4.8.2.2. Logistics, travel expenses and a per diem allowance for expert contributors required
at meetings dealing with the preparation and monitoring of the contracts.
4.8.3. Expenditure Approval Requirements
4.8.3.1. Expenditures are normally planned by the IHO SecretariatIHB, based on proposals
from IHO subordinate bodies, together with the threefive-year budget (“five-year”
to be replaced with “three-year” when the Protocol of Amendments to the
Convention come into force) and reviewed with each annual budget. Their
execution is monitored according to the IHO Financial Regulations (see articles 9
and 12).
4.9. Internal Retirement Fund (IRF)
4.9.1. Description
4.9.1.1. Until August 31st, 1987, the retirement benefits of employees were supported by
an internal, self-funded pension scheme. Retirement benefits for employees joining
after 1 Sep 1987 are covered by private, personalised pension plans. that do not
place any long term liability on the IHO other thanIn addition to the employer
contributions to the pension scheme that are met from the salaries chapter of the
IHO annual budget, the IHO must provide a guaranteed minimum pension for
Locally Recruited Members of Staff.
4.9.1.2. The purpose of the Internal Retirement Fund is to maintain a capital sum that can
be invested to ensure the provision of the pensions of retired and serving employees
that are beneficiaries of the pre-1987 pension scheme and to guarantee the payment
of a minimum pension for Locally Recruited Members of Staff recruited after 1
September 1987.
4.9.1.3. When a Locally Recruited Member of Staff recruited after 1 September 1987
chooses to receive a pension from the IHO on retirement, the accumulated capital
lodged in their personalized retirement plan is transferred to the Internal Retirement
Fund.
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4.9.2. Expenditure that can be covered by the Internal Retirement Fund:
4.9.2.1. Payment of the retirement benefits to which the Staff Members recruited before 1
September 1987 are entitled in accordance with Annex A to the IHOIHB Staff
Regulations.
4.9.2.2. Payment of the retirement benefits for Locally Recruited Members of Staff
recruited after 1 September 1987 who choose to receive a pension from the IHO in
accordance with the option provided in the Staff Regulations.
4.9.3. Expenditure Approval Requirements
4.9.3.1. Expenditures are normally planned by the IHO SecretariatIHB together with the
threefive-year budget (“five-year” to be replaced with “three-year” when the
Protocol of Amendments to the Convention come into force) and reviewed with
each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.10. IBSC Fund
4.10.1 Description
4.10.1.1. The establishment of the IBSC (International Board on Standards of Competence
for Hydrographic surveyors and Nautical Cartographers) Fund was approved by
IHO Member States in 2010 (see IHO CL72/2010). At the request of the then
Treasurer organization, the International Federation of Surveyors (FIG - Fédération
Internationale des Géomètres), the IHO Secretariat took over the role of Treasurer
in 2015. This transfer permitted increased efficiency, accountability and improved
governance, since the IHO Secretariat was already acting as Secretary of the Board
and the IHO was considered to be the principal stakeholder organization regarding
the work of the Board.
4.10.1.2 The fund is intended to support IBSC members’ expenses to attend meetings of the
Board and to make site visits to the venues of training programmes under the
purview of the Board and to assist in meeting the travel expenses of the IBSC Chair
when participating in relevant IHO meetings.
4.10.1.3 The IBSC Fund is supported by fees levied on those institutions seeking recognition
for the courses and training that they may conduct in conformance with the
internationally recognised standards set by the Board.
4.10.2` Expenditure that can be covered by the IBSC Fund
4.10.2.1. Logistics, travel expenses and a per diem allowance for members of the IBSC to
attend meetings and site visits related to the activities of the Board.
4.10.3 Expenditure Approval Requirements
4.10.3.1. The IBSC Fund is operated according to the provisions annexed to the IBSC Rules
of Procedure.
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Clean version of proposed amended text:
GUIDING PRINCIPLES FOR IHO 1/2014 as
xx/20xx -
FUNDS amended
1. Purpose
1.1. The purpose of this Resolution is to describe the practices and procedures that govern
the operation of the various funds operated by the IHO Secretariat on behalf of the IHO.
2. Introduction
2.1. Over the years, the IHO has established various funds in order to best meet its
objectives and the achievement of the work programme.
2.2. Article 18 of the Financial Regulations of the IHO makes provision for an emergency
reserve fund. According to Article 18, the emergency reserve fund is exclusively
designed to … be used in exceptional circumstances.
2.3. In addition to the emergency reserve fund, other funds have been created for specific,
recurring, but non-annual events whose costs cannot easily be managed or met by the
annual operational budget process. These funds are intended to cover such things as
funding for the sessions of the Assembly, the relocation of Internationally Recruited
Members of Staff taking up their appointment and on separation, major renovations in
the IHO headquarters, printing and maintenance of the IHO Presentation Library (part
of S-52) and the legacy, internally funded pension scheme for former IHO employees.
2.4. Additionally, other funds have been created that provide flexibility in how they are
financed, and provide long term confidence in delivering against their objectives.
Funding for the IHO Capacity Building Programme and the IHO-IOC GEBCO project
are examples.
2.5. Maintaining these various funds provides the ability to support such things as expensive
one-off projects, expenditures exceeding the possibilities of the annual budget, or
simply to guarantee the sustainability of an activity or the organizational structure itself.
2.6. In all cases, the funds have been approved by Member States, are audited and then
monitored on a regular basis by the Finance Officers’ Meeting and presented to
Member States through the Council as part of the IHO budget and governance process.
3. Use of Budget Surpluses
3.1. Recent studies have shown that in these days of global economic crisis, not-for-profit
organizations that rely on a fixed subscription income, such as the IHO, should not
avoid a budget surplus at the end of each year, but should actually aim towards that
objective, in order to enable reserve funds, which could be essential for their longer
term survival.
3.2. Maintaining a reasonable surplus is now considered good and safe management
practice, especially for organizations like the IHO that are dependent on fixed
contributions that could be withheld if some Member States face increasing economic
and financial difficulties.
-E9-
3.3. The existence of various dedicated funds enables any budget surpluses to be transferred
to those funds, thereby providing an additional cushion against short-term reductions
in income that may be encountered. Seeking to run a budget surplus has been the
practice in the IHO for at least the last decade.
4. IHO Funds
4.1. GEBCO Fund
4.1.1. Description
4.1.1.1. The GEBCO Fund opened in 2002, using the proceeds from the celebration of the
centenary of the GEBCO Project. Its purpose is to support the expenses of outside
experts, within the framework of their participation in the GEBCO project.
4.1.1.2. Since 2007, the annual subsidy received from the Principality of Monaco has been
added to the fund. Receipts of sales of the publication "The History of GEBCO"
are also allocated to this fund.
4.1.1.3. Since 2009, the GEBCO Fund has received an additional allocation from the IHO
annual budget, as agreed in the budget by Member States.
4.1.1.4. Other organizations may provide financial support to the GEBCO Project from time
to time. Donated funds will be included in the GEBCO Fund but may be maintained
and managed separately, according to any terms and conditions mutually agreed
between the IHO and the donor organization at the time of the donation.
4.1.2. Expenditure that can be covered by the GEBCO Fund:
4.1.2.1. Travel expenses and per diem allowances in connexion with GEBCO activities;
4.1.2.2. Contract support for maintenance and development of the GEBCO website;
4.1.2.3. Contract support for maintenance, updating and development of the GEBCO
gazetteer and other GEBCO products;
4.1.2.4. Administrative support for the management of the GEBCO Fund;
4.1.2.5. Costs associated with GEBCO promotional items; and
4.1.2.6. Any other expenditure specifically covered by the terms and conditions set by donor
organizations described in clause 4.1.1.4 above.
4.1.3. Expenditure Approval Requirements
4.1.3.1. Expenditures are normally planned by the IHO Secretariat, based on proposals from
the IHO-IOC GEBCO Guiding Committee, together with the three-year budget and
reviewed with each annual budget. Their execution is monitored according to the
IHO Financial Regulations (see articles 9 and 12).
4.1.3.2. A specific procedure is being drafted by the GEBCO Guiding Committee.
4.2. Capacity Building Fund
4.2.1. Description
4.2.1.1. The Capacity Building Fund was created in 2005. It is governed by IHO
Resolutions 4, 5, 6 and 7/2004, as amended.
4.2.1.2. The Fund has been established to underpin the IHO Capacity Building Programme.
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4.2.1.3. The Capacity Building Fund is supported by:
4.2.1.3.1. an annual contribution from the IHO Budget, as approved by Member States;
and
4.2.1.3.2. donations made by governments, other international organizations, funding
agencies, public or private institutions, associations or private individuals in
support of IHO Capacity Building initiatives.
4.2.1.4. Contributions earmarked for a specific capacity building initiative may also be
received.
4.2.1.5. The funding of large projects is considered an activity for specialized agencies and
not the IHO.
4.2.1.6. Other organizations may provide financial support to the IHO Capacity Building
Programme from time to time. Donated funds will be included in the Capacity
Building Fund but may be maintained and managed separately, according to any
terms and conditions mutually agreed between the IHO and the donor organization
at the time of the donation.
4.2.2. Expenditure that can be covered by the Capacity Building Fund:
4.2.2.1. Travel expenses, including fares, accommodation and per diem of participants
attending CB courses and activities as set out in the CB Programme;
4.2.2.2. Course materials, such as textbooks or reference guides, etc.;
4.2.2.3. Local transportation is usually under the organizers' responsibility, unless it is
requested and approved by the Capacity Building Sub Committee (CBSC);
4.2.2.4. Administrative support for the management of the CB Fund;
4.2.2.5. Consultancy in relation with CB; and
4.2.2.6. Any other expenditure specifically covered by the terms and conditions set by donor
organizations described in clause 4.2.1.6 above.
4.2.3. Expenditure Approval Requirements
4.2.3.1. The allocation of funds follows a procedure established by the CBSC. Proposals
are screened by the relevant Regional Hydrographic Commissions and given a
priority. At its annual meeting the CBSC considers bids and develops a rolling CB
Work Programme, taking into account the state of the CB Fund. The CBSC decides
on priorities and amounts to be allocated to each approved project. This is based
on the parameters and procedures established by the CBSC.
4.2.3.2. Funds not used within the calendar year remain in the Capacity Building Fund to
be used in support of future Capacity Building activities identified in the IHO Work
Programme.
4.3. Renovation and Enhancement Fund
4.3.1. Description
4.3.1.1. The Renovation and Enhancement Fund is intended to cover any major expenses
required for the renovation and upkeep of the IHO headquarters infrastructure and
premises.
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4.3.1.2. An allocation to this fund is normally made annually from the operating budget, as
approved by Member States through the Council.
4.3.2. Expenditure that can be covered by the Renovation and Enhancement Fund:
4.3.2.1. Refurbishing of all spaces in the IHO headquarters, including offices, hallways,
conference room, chart room, kitchen and toilets;
4.3.2.2. Replacement of floor coverings and blinds;
4.3.2.3. Erection and modification of internal partition walls, doorways and openings;
4.3.2.4. Block renewal of furniture.
4.3.2.5. The purchase/replacement of assets (such as office equipment and administration
software) and associated training and implementation costs.
4.3.3. Expenditure Approval Requirements
4.3.3.1. Expenditures are normally planned by the IHO Secretariat together with the three-
year budget and reviewed with each annual budget. Their execution is monitored
according to the IHO Financial Regulations (see articles 9 and 12).
4.4. Presentation Library Fund
4.4.1. Description
4.4.1.1. This fund was created in 1997 to enable the maintenance of the digital version of
the publication INT 1, named "IHO Presentation Library for ECDIS” (part of S-
52). Unlike other IHO publications, the Presentation Library relies entirely on
contractor support for its maintenance. Maintenance is required on an irregular
basis. The fund is supported entirely by the sale of the Presentation Library.
4.4.2. Expenditure that can be covered by the Presentation Library Fund:
4.4.2.1. Contract support for the maintenance of the IHO Presentation Library;
4.4.2.2. Contract support for the development of S-100 based portrayal standards and tools;
4.4.2.3. Logistics, travel expenses and a per diem allowance for expert contributors to attend
meetings dealing with portrayal issues.
4.4.3. Expenditure Approval Requirements
4.4.3.1. Expenditures are normally planned by the IHO Secretariat, based on proposals from
the IHO Hydrographic Services and Standards Committee, together with the three-
year budget and reviewed with each annual budget. Their execution is monitored
according to the IHO Financial Regulations (see articles 9 and 12).
4.5. ABLOS Conference Fund
4.5.1. Description
4.5.1.1. This fund was created, in effect, in 1999 to cover expenses related to the Advisory
Board on the Law of the Sea (ABLOS) Conference that takes place every two years.
4.5.1.2. The fund is supported by registration fees for the Conference. The fund covers the
specific expenses for this event (in particular speakers' expenses), the balance
remaining available for the organization of the following Conference.
4.5.1.3. An additional seminar "ABLOS Tutorials" can be supported by the fund.
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4.5.2. Expenditure that can be covered by the ABLOS Conference Fund:
4.5.2.1. Travel expenses and a per diem allowance for speakers and tutorial leaders;
4.5.2.2. Office supplies;
4.5.2.3. Overtime for non-Managerial Members of Staff of the IHO Secretariat;
4.5.2.4. Transport of equipment when the venue is not the premises of the IHO Secretariat;
4.5.2.5. Hiring of equipment as necessary;
4.5.2.6. Caterers costs for the reception;
4.5.2.7. Any miscellaneous costs in connection with the Conference;
4.5.2.8. Travel expenses and per diem in connection with ABLOS activities, but only when
funds in excess of 3,000 Euros remain after all expenses for a seminar / conference
have been settled.
4.5.3. Expenditure Approval Requirements
4.5.3.1. The ABLOS Conference Fund is operated according to the guidelines annexed to
ABLOS Rules of Procedures.
4.6. Assembly Fund
4.6.1. Description
4.6.1.1. The Assembly Fund is the successor to the former Conference Fund that was
established after the Conference of 1967, by introducing, an annual variable
contribution from the annual budget to cover the increasing expenses of conferences
and similar type events (see page 519 of the English and French reports of the
Conference of 1972).
4.6.1.2. Before this date, the Conference expenses were included in the budget for the year
of the Conference, with sometimes a reduced sum assigned in the previous year for
preparations.
4.6.1.3. The objective of this fund is to more evenly distribute the annual load on the IHO
budget.
4.6.2. Expenditure that can be covered by the Assembly Fund:
4.6.2.1. Office supplies;
4.6.2.2. Interpreters/Translators;
4.6.2.3. Précis writers;
4.6.2.4. Overtime for the non-Managerial Members of Staff of the Secretariat;
4.6.2.5. Transport of equipment;
4.6.2.6. Acquisition, hiring and installation of audio-visual equipment;
4.6.2.7. Acquisition, hiring and installation of photocopying equipment;
4.6.2.8. Acquisition, hiring and installation of supplementary computer/IT services;
4.6.2.9. Installation of the exhibition;
4.6.2.10. Caterers costs for the reception and coffee breaks;
4.6.2.11. Other miscellaneous costs in connection with the Assembly.
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4.6.3. Expenditure Approval Requirements
4.6.3.1. Expenditures are normally planned by the IHO Secretariat together with the three-
year budget and reviewed with each annual budget. Their execution is monitored
according to the IHO Financial Regulations (see articles 9 and 12).
4.7. Relocation Fund
4.7.1. Description
4.7.1.1. The 1997 Conference agreed the establishment of the Relocation Fund to support
the cost of relocation of Directors and Assistant Directors at the beginning and end
of their periods of service. Previously, this expenditure was met from the annual
budget in the year of occurrence. This had the effect of destabilizing the budgetary
presentations (see page 408 of the Conference report of 1997).
4.7.1.2. Chapter 8 of the Staff Regulation sets out the terms and conditions for the payment
of relocation expenses.
4.7.2. Expenditure that can be covered by the Relocation Fund:
4.7.2.1. Outward journey and return for Internationally Recruited Members of Staff and
their families;
4.7.2.2. Subsistence allowance, paid in accordance with the terms set out in the Staff
Regulations;
4.7.2.3. Severance pay which corresponds to one month’s net salary;
4.7.2.4. Expenses of moving of personal belongings and furniture.
4.7.3. Expenditure Approval Requirements
4.7.3.1. Expenditures are normally planned by the IHO Secretariat together with the three-
year budget and reviewed with each annual budget. Their execution is monitored
according to the IHO Financial Regulations (see articles 9 and 12).
4.8. Special Projects Fund
4.8.1. Description
4.8.1.1. The Special Projects Fund was established in 2012 to cover contract support for the
completion of certain IHO work program items, such as the maintenance or drafting
of standards, the editing or updating of complex publications, translations, and
particular requirements identified by the Committees and other bodies of the
Organization.
4.8.2. Expenditure that can be covered by the Special Projects Fund:
4.8.2.1. Contract support to deliver some or all parts of the approved IHO work programme
tasks;
4.8.2.2. Logistics, travel expenses and a per diem allowance for expert contributors required
at meetings dealing with the preparation and monitoring of the contracts.
4.8.3. Expenditure Approval Requirements
4.8.3.1. Expenditures are normally planned by the IHO Secretariat, based on proposals from
IHO subordinate bodies, together with the three-year budget and reviewed with
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each annual budget. Their execution is monitored according to the IHO Financial
Regulations (see articles 9 and 12).
4.9. Internal Retirement Fund (IRF)
4.9.1. Description
4.9.1.1. Until August 31st, 1987, the retirement benefits of employees were supported by
an internal, self-funded pension scheme. Retirement benefits for employees joining
after 1 Sep 1987 are covered by private, personalised pension plans. In addition to
the employer contributions to the pension scheme that are met from the salaries
chapter of the IHO annual budget, the IHO must provide a guaranteed minimum
pension for Locally Recruited Members of Staff.
4.9.1.2. The purpose of the Internal Retirement Fund is to maintain a capital sum that can
be invested to ensure the provision of the pensions of retired and serving employees
that are beneficiaries of the pre-1987 pension scheme and to guarantee the payment
of a minimum pension for Locally Recruited Members of Staff recruited after 1
September 1987.
4.9.1.3. When a Locally Recruited Member of Staff recruited after 1 September 1987
chooses to receive a pension from the IHO on retirement, the accumulated capital
lodged in their personalized retirement plan is transferred to the Internal Retirement
Fund.
4.9.2. Expenditure that can be covered by the Internal Retirement Fund:
4.9.2.1. Payment of the retirement benefits to which the Staff Members recruited before 1
September 1987 are entitled in accordance with Annex A to the IHO Staff
Regulations.
4.9.2.2. Payment of the retirement benefits for Locally Recruited Members of Staff
recruited after 1 September 1987 who choose to receive a pension from the IHO in
accordance with the option provided in the Staff Regulations.
4.9.3. Expenditure Approval Requirements
4.9.3.1. Expenditures are normally planned by the IHO Secretariat together with the three-
year budget and reviewed with each annual budget. Their execution is monitored
according to the IHO Financial Regulations (see articles 9 and 12).
4.10. IBSC Fund
4.10.1. Description
4.10.1.1. The establishment of the IBSC (International Board on Standards of Competence
for Hydrographic surveyors and Nautical Cartographers) Fund was approved by
IHO Member States in 2010 (see IHO CL72/2010). At the request of the then
Treasurer organization, the International Federation of Surveyors (FIG - Fédération
Internationale des Géomètres), the IHO Secretariat took over the role of Treasurer
in 2015. This transfer permitted increased efficiency, accountability and improved
governance, since the IHO Secretariat was already acting as Secretary of the Board
and the IHO was considered to be the principal stakeholder organization regarding
the work of the Board.
4.10.1.2 The fund is intended to support IBSC members’ expenses to attend meetings of the
Board and to make site visits to the venues of training programmes under the
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purview of the Board and to assist in meeting the travel expenses of the IBSC Chair
when participating in relevant IHO meetings.
4.10.1.3 The IBSC Fund is supported by fees levied on those institutions seeking recognition
for the courses and training that they may conduct in conformance with the
internationally recognised standards set by the Board.
4.10.2. Expenditure that can be covered by the IBSC Fund
4.10.2.1. Logistics, travel expenses and a per diem allowance for members of the IBSC to
attend meetings and site visits related to the activities of the Board.
4.10.3. Expenditure Approval Requirements
4.10.3.1. The IBSC Fund is operated according to the provisions annexed to the IBSC Rules
of Procedure.
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Annex F to IHO CL 68/2017
Proposed revised Resolution 4/1957 as amended
Preparations for Sessions of the Assembly and Meetings of the Council
Proposed changes shown in red / red.
PREPARATIONS FOR
INTERNATIONAL HYDROGRAPHIC
4/1957 as 72/2009
CONFERENCES SESSIONS OF THE S1.1
amended xx/20xx
ASSEMBLY AND MEETINGS OF THE
COUNCIL
1 The Secretary-GeneralIHB is directed to prepare the sessions of the Assembly and the
meetings of the CouncilI.H. Conferences in a detailed manner in order to have the maximum
effect and for the purpose of saving the time of the delegates, and to supply the delegates in
advance with as much detailed information as possible on the subjects to be discussed.
2 It is resolved that the Secretary-GeneralBureau shall prepare the schedule of the event (a
session of the Assembly or a meeting of the Council) in accordance with the normal duration
established by the relevant Rules of ProcedureI.H. Conferences so that their length normally
does not exceed one week. If the questions to be handled are many and long, the schedule shall
allow for meetings of appropriate length and, where necessary, meetings on Saturday mornings
and afternoons as well. Furthermore, the Chair of the Assembly or of the CouncilPresident of
the Conference may avail themselveshimself of the possibility, in exceptional cases, of calling
extraordinary meetings in the evening after 21.00.
3 It is resolved that the Secretary-GeneralBureau shall suggest to thea submitting Member
State, IHO organ, or Observer Organization that a proposal be not included inwithdrawn from
the agenda of the Conference the relevant event, butand instead referred first to a subordinate
body as appropriate,handled by correspondence when such a solution would appear to be more
appropriate.
Clean version of proposed amended text:
PREPARATIONS FOR SESSIONS OF
4/1957 as
THE ASSEMBLY AND MEETINGS OF xx/20xx S1.1
amended
THE COUNCIL
1 The Secretary-General is directed to prepare the sessions of the Assembly and the
meetings of the Council in a detailed manner in order to have the maximum effect and for the
purpose of saving the time of the delegates, and to supply the delegates in advance with as much
detailed information as possible on the subjects to be discussed.
2 It is resolved that the Secretary-General shall prepare the schedule of the event (a session
of the Assembly or a meeting of the Council) in accordance with the normal duration
established by the relevant Rules of Procedure. If the questions to be handled are many and
long, the schedule shall allow for meetings of appropriate length and, where necessary,
meetings on Saturday mornings and afternoons as well. Furthermore, the Chair of the Assembly
or of the Council may avail themselves of the possibility, in exceptional cases, of calling
extraordinary meetings in the evening after 21.00.
3 It is resolved that the Secretary-General shall suggest to a submitting Member State, IHO
organ, or Observer Organization that a proposal be not included in the agenda of the relevant
event, but instead referred first to a subordinate body as appropriate, when such a solution
would appear to be more appropriate.
-F2-
Annex G to IHO CL 68/2017
Proposed revised Resolution 8/1967
Procedure for considering proposals submitted by Member States to the Assembly or to the
Council
Proposed changes shown in red / red.
CHECKING OFPROCEDURE FOR
CONSIDERING PROPOSALS 23/1970
8/1967 as
SUBMITTED BY MEMBER STATES TO S1.3
amended xx/20xx
THE ASSEMBLY OR TO THE
COUNCIL
1. Each proposal submitted by Member States for consideration by the Assembly or the Council
shall be circulated as soon as it is received by the Secretary-General to all Member States. Member
States shall be invited to forward their comments on the proposals to reach the Secretariat at least three
months before the opening day of the session of the Assembly or six ten weeks before the opening day
of the meeting of the Council.
2. It is strongly recommended that the Bureau carefully examine each proposal submitted by
Member States to I.H. Conferences, or for consideration by correspondence in between Conferences,
and, sShould the need arise, the Secretary-General should point out in the notice to allthe submitting
Member States which of the effective resolutions in force would, in the Bureau's opinion, be likely to
affect or be affected by the any of the proposals that have been submittedwording of the resolution
proposed.
3. A document (the Red Book) containing all proposals, together with any subsequent comments
submitted by other Member States shall be issued by the Secretary-General as part of the supporting
documents in accordance with the relevant Rules of Procedure. The Red Book shall also contain the
comments of the Secretary-General on the technical, administrative and financial implications of the
proposals, as appropriate.
Clean version of proposed amended text:
PROCEDURE FOR CONSIDERING
PROPOSALS SUBMITTED BY 8/1967 as
xx/20xx S1.3
MEMBER STATES TO THE amended
ASSEMBLY OR TO THE COUNCIL
1. Each proposal submitted by Member States for consideration by the Assembly or the Council
shall be circulated as soon as it is received by the Secretary-General to all Member States. Member
States shall be invited to forward their comments on the proposals to reach the Secretariat at least three
months before the opening day of the session of the Assembly or ten weeks before the opening day of
the meeting of the Council.
2. Should the need arise, the Secretary-General should point out in the notice to all Member States
which of the resolutions in force would be likely to affect or be affected by any of the proposals that
have been submitted.
3. A document (the Red Book) containing all proposals, together with any subsequent comments
submitted by other Member States shall be issued by the Secretary-General as part of the supporting
documents in accordance with the relevant Rules of Procedure. The Red Book shall also contain the
comments of the Secretary-General on the technical, administrative and financial implications of the
proposals, as appropriate.
G2
Annex H to IHO CL 68/2017
Existing versions of Resolutions proposed to be withdrawn:
ADOPTION OF THE CONCLUDING 1/1965 as
IHC 9 S2.3
PROCEDURE amended
1 It is resolved that if, during debate on a subject in committee or in plenary session, the
chairman sees that the various points of view have been clearly stated and that prolongation of
the discussion would merely imply repetition of the same arguments, he may propose that the
"concluding procedure" be applied.
2 From the time the putting into effect of this procedure is approved by the committee or
the plenary session, each delegation may speak once more for not more than one minute.
POSSIBILITY OF CONSIDERING A 2/1965 as
IHC 9 S2.4
WITHDRAWN PROPOSAL amended
1 It is resolved that when a proposal is withdrawn by the Member State that presented it,
discussion shall be immediately suspended.
2 Discussion shall be re-opened only if three Member States submit the same or a similar
proposal following the procedure provided for new proposals.
3 However, if the text of the new proposal does not differ substantially from that of the
withdrawn proposal it is not necessary to observe a lapse of 24 hours between presentation and
discussion.
IHO File No S3/6004 Annex I to IHO CL 68/2017
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 A REVISION OF IHO RESOLUTIONS 5/1957, 1/1969, 9/1967, 5/1972,
1/2014, 4/1957, 8/1967, 1/1965 AND 2/1965 REFLECTING THE AMENDMENTS TO
THE CONVENTION ON THE IHO AND THE OTHER BASIC DOCUMENTS OF THE
IHO THAT ENTERED INTO FORCE ON 8 NOVEMBER 2016
1. Do you approve the proposed revision of IHO Resolutions 5/1957, 1/1969, 9/1967,
5/1972, 1/2014, 4/1957, 8/1967, and withdrawal of 1/1965 and 2/1965 as amended?
YES NO
2. Do you have any comments or reservations?
YES NO
If YES, please provide your comments below:
Comment by Member State
Name/Signature: ……………………………………………
Date: …………………………………...
Dear Hydrographer,
Please find attached herewith :
CL 68/2017 :CALL FOR APPROVAL OF REVISIONS OF IHO RESOLUTIONS 5/1957,
1/1969, 9/1967, 5/1972, 1/2014, 4/1957, 8/1967, AND WITHDRAWAL OF IHO
RESOLUTIONS 1/1965 and 2/1965 AS ENDORSED OR REVISED AT THE FIRST
MEETING OF THE COUNCIL
Kind regards
Lorene Chavagnas
Office Assistant
International Hydrographic Organization
BP 445, 98011 Monaco
Tel : 00377 93 10 81 00