Invitation and draft agenda to BSICCWG4

Registration form Baltic Sea Hydrographic Commission INT Chart Coordination Working Group (BSICCWG) 4th Meeting on 30 November – 1 December 2016 Tallinn, Estonia Please return to BSICCWG Chair ([email protected]) with copy to ([email protected]) th by 15 of November 2016. Yes No Remarks Do you plan to attend BSICCWG4 meeting? Name Country E-mail Telephone Arrival date Departure date Hotel name 21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland Baltic Sea International Charting Coordination Working Group (BSICCWG) BSICCWG Report to the BSHC 21st Conference 1. Background The BSICCWG Terms of Reference and Rules of Procedure were agreed at the BSHC 15th Conference 2010. The paragraphs 2.6 and 3.10, request the BSICCWG to report annually to the BSHC at least the following issues: - An updated Regional INT Chart Catalogue - An update of the ENC Catalogue relevant to the Region (if not undertaken by RENCs) - Changes made to the scheme of INT Charts for the Region - Changes made to the small / medium scale ENC scheme for the Region - An updated Work Plan (if used) - Status of BSEHWG Harmonisation recommendations 2. Status of the work of BSICCWG Mr Jarmo Mäkinen has acted as the Chair of the BSICCWG. There is no permanent secretary for the WG. Ms Tuulia Soini has acted as a secretary in the BSICCWG3 meeting. The membership of the WG: Denmark Ms Berit Holse Denmark Mr Peter Ladegaard Sørensen Estonia Ms Nele Savi Finland Mr Jarmo Mäkinen Germany Ms Sylvia Spohn Latvia Ms Linda Purina Lithuania Ms Viktoras Liulys Poland Mr Jacek Kijakowski Russia Capt Sergey Egorov Sweden Ms Anita Bodin The BSICCWG3 meeting took place in Copenhagen, Denmark on 20-21 October 2015, and was kindly hosted by the Danish Geodata Agency. In total, 10 delegates from Estonia, Denmark, Finland, Germany, Poland and Sweden attended the meeting. BSICCWG Circular Letters 2016 - BSICCWG Letter 1/2016 (February 22); - info of BSICCWG4 –meeting - final minutes and list of actions of BSICCWG3 - note for gaps and overlaps analysis - proposal of accurate coordinates of Baltic Sea sub areas - BSICCWG Letter 2/2016 (May 18): - info of INT-chart coordinators workshop - updating process of S-11, Region E database - new INT-numbers - note for IHO CL64/2015, monitoring of new INT charts - note for IHO CL89/2015, S-11 part B, on-line web based services - A reminder to update S-11 database (July 1) ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 1 of 6 25 August 2016  21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland Actions from BSHC20: Action # 12 To prepare and send out questionnaire on HOs future plans with regards to paper charts (BSICCWG)  The exact formulation of action 12 was not in use at the BSICCWG 3 meeting. The issue was discussed, when reviewing BSHC paper chart questionnaire from the year 2015. The discussion on the BSICCWG subject focused more on how the traditional printing has been replaced / will be replaced every by POD service everywhere.  The issue was also on the agenda of NCWG2. BSHC questionnaire was offered where necessary as background material.  More detailed guidance is needed from the Commission. Action # 13 To forward the first edition of new INT charts to Chair of BSICCWG for evaluation (All MS)  See section 5. 3. BSICCWG3 meeting 20-21 October 2015, Denmark BSICCWG3 meeting concentrated on the following work items; - outcome of BSHC 20th Conference - INToGIS, S-11 Part B experimentation to database - updating of S-11, Region E - updating process in the future - discussion of results of paper chart questionnaire 2015 and POD - Baltic Sea INT-Scheme (results of sub-group meeting in Rostock 2014) - review of DE INT charts - review of Polish INT-charts 1:150 000 and I:250 000 - review of Finnish INT charts 1:250 000 - new INT-numbers - IHO CL64/2015 (Revised management, review and monitoring of INT charts - Baltic Sea ENC harmonisation - Review and status of gaps and overlaps in Baltic Sea - Overview ENC. - Future work of BSICCWG Some extracts from the actions after the meeting:  Chair to give guidance for using Baltic Sea area names on chart titles  all members to clarify a role of P&T notices in POD service  member states to comment BSICCWG’s Chair proposal to define more accurate coordinates for Baltic Sea sub-areas (areas approved by BSHC 2014). Some comments after Baltico meeting 2016 has also received.  member states to make gaps and overlaps analysis according to the list of the last WENDWG and send feedback to the Chair  DE, PL, and FI to send revised plan for possible changes in existing INT scheme  for updating Baltic Sea overview, ENC- Member states will send their general ENC’s after any new edition to Germany, who will compile and generalize updates of Baltic Sea overview ENC (and paper chart).  member states to update the revised summary list of ENC harmonisation and send their comments of the recommendations to the Chair  Chair to report to BSHC; New ENC related tasks for ICCWG (e.g. WENDWG6 action 06) -> need to increase ENC related skills in the WG. Minutes and list of actions of BSICCWG3 can be found from Baltic Sea Internet domain: www.bshc.pro ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 2 of 6 25 August 2016  21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland 4. INT Chart Web Catalogue and INT Chart Web Manager Services. Updating S-11 Part B Region E After experimentation phase (2014-15) and transition phase (Spring 2016), new INT Chart Web Catalogue and the associated INT Chart on-line Web Manager services Web based services are now in use (www.iho.int > Standards&Publications > S-11 > Part B) Link: http://chart.iho.int:8080/iho/main.do INT chart Producer and Printer Nations and INT Chart Coordinators/ICCWGs are now expected to maintain regional databases using INToGIS. The IHB supervise the management of the regional databases. Almost all the Baltic Sea member states have started to update their charts in Region E. The rules of updating procedure is as follows: HO-> Chart coordinator-> IHB. The existing database version of Region E is 3.0.7 – Aug 2016. ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 3 of 6 25 August 2016  21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland Development Phase II A development phase II of the INToGIS is currently under consideration between KHOA and the IHB. If this phase II is approved, the extensions and development that could be expected from January 2017 are planned to be:  ENC Scheming Management (in accordance with the new Edition of S-11 Part A – in preparation -)  ENC Gap Finder (comparison between ENC coverage and INT Chart coverage, AIS shipping tracks and moorings, ports, etc.)  export/import functions between INToGIS II and the IHO ENC Catalogue  statistics tools  polar projections (Arctic & Antarctic) and GEBCO base maps  additional layers (world ports, AIS, users’ layers)  user manuals updates, and web-based services 5. New INT charts/-numbers Poland: New INT-numbers (INT1340 and INT1341) have been reserved for the Polish Approach Charts in scale 1:50 000. Estonia: Estonian Chart EE 890 (Möntu Harbour 1:2 000). New number is INT 1798. Due to some misunderstanding INT1313 was used for this chart. Number INT 1313 belongs to Region D, SE 937 (Idefjorden). Finland: Finland will produce INT 1210 (1:250 000) according to the original INT scheme and withdraw the proposal discussed in BSICCWG3. INT 1210 (FI 954) will be published in 2017. ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 4 of 6 25 August 2016  21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland New 5-digit INT-numbers have been reserved for 11 new Finnish harbour INT Charts in scales 1:10 000- 1:25 000. Previously, these harbour charts were printed on the reverse side of the approach INT charts. The first four digits refers to the Approach Chart from the same area. Reference: S-4, A-204.2. 6. Revised management, Review and Monitoring of new INT Charts Ref.; IHO CL 64/2015; two-year trial procedure for the review of new INT charts. Action from BSHC 20: Many of the member states have provided a printed copy or raster via ftp-service. Basic check-list for INT Chart Coordinators when reviewing new INT charts have been provided by 8th August 2016 (action from NCWG2). Monitoring work has started. Results will be analysed and discussed in next BSICCWG-meeting. All INT chart coordinators are requested to provide feedback to IHB, on the experimentation of this "basic" check-list by 31 March 2017. 7. INT chart coordinators workshop A workshop for all Regional INT Chart/ENC Coordinators took place on 25 April, and was held back-to-back with the 2nd meeting of the NCWG at the IHB in Monaco. The meeting agenda included: ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 5 of 6 25 August 2016  21st BSHC Conference Agenda Item D.2 27-29 September 2016 BSICCWG Report Klaipeda, Lithuania Finland - Identification and review of the IHO documentation to be used by Coordinators – Role and Responsibilities - Best practices, issues, examples, discussion (Self-assessment reports (INT Chart/ENC Coordinator) - Identification and review of available tools and catalogues - Identification and review of the new INT Chart Web Catalogue and INT Chart Web Manager Services - In preparation of the future: ENCs & INT Charts, Recommendations Link to the workshop material: https://www.iho.int/mtg_docs/com_wg/NCWG/NCWG2/Workshop/Workshop_NCWG2 docs.htm 8. ENC harmonisation The study of the gaps and overlaps in the Baltic Sea, according to the WENDWG report and with different tolls, (e.g. Primar overlap checker) is an ongoing effort. It has been noted, that the gaps and overlaps analysis can have different results depending on the analysis tool. Most of the Baltic Sea ENC harmonization recommendations are implemented or in process to be implemented by the member states. After the last BSICCWG meeting, member states were tasked to update the revised summary list of ENC harmonisation and send their comments on the recommendations to the Chair. See annex 1. The meeting participants discussed the need for having an ENC specialists present at the next BSICCWG4 meeting when ENC harmonisation issues are handled or have a special meeting for ENC-issues. 9. Future work of BSICCWG The future work of BSICCWG will include, among others:  Testing INToGIS tools  Updating s-11 part B via INToGIS tools  Review and Monitoring of new INT Charts/ Testing of Check list provided by IHB  Reviewing of ENC harmonization recommendations  Reporting on how to solve overlaps  Scheming issues  New ENC related tasks for ICCWGs (e.g. WENDWG6 action 06) -> need to increase ENC related skills in the WG. 10. Next BSICCWG-meeting The next BSICCWG –meeting will be held in Tallinn, Estonia on 30 NOV-1 DEC 2016. 11. Actions for the BSHC 21th Conference - Note this report - Give further guidance to WG on BSHC20 action 12 - Give guidance for recourses of ENC related tasks (item 7) Annexes: 1. Status of Baltic Sea ENC Harmonisation recommendations. ___________________________________________________________________________________ BSHC 21_BSICCWG Report Page: 6 of 6 25 August 2016 BSICCWG3_8.4 Gaps and Overlaps analysis- by WENDWG6 (March 2016) BSHC (Baltic Sea Hydrographic Commission) NHC (Nordic Hydrographic Commission) Logistics for the BSICCWG4 meeting 30 November – 1 December 2016, Tallinn, Estonia Hotel proposal Estonian Maritime Administration (EMA) has made a block reservation at Original Sokos Hotel Viru https://www.sokoshotels.fi/en/tallinn/sokos-hotel-viru which is right at the City Centre and next to Old Town (Address: Viru Väljak 4, 10111 Tallinn). For booking by e-mail please use “Sokos Hotels Tallinn reservation form.doc” Booking at [email protected] or +372 6809 300 You can reach Original Sokos Hotel Viru from airport - by public transport (http://www.tallinn-airport.ee/en/transport/leaving-the- airport/) Please use bus line No. 2. The bus ticket can be bought from bus driver 2 euros. Please get off at A.Laikmaa bus stop. - by taxi (http://www.tallinn-airport.ee/en/transport/leaving-the-airport/ ). Please read information regarding local taxis! The price for the ride from airport to Original Sokos Hotel Viru should be between 5-10 euros. Google maps link for route from airport to hotel Other options: Nordic Hotel Forum Viru Väljak 3, 10111 Tallinn, Estonia Tel: +372 622 2900 Email: [email protected] http://www.nordichotels.eu/en/ Tallink City Hotel A. Laikmaa 5, 10145, Tallinn, Estonia Tel: +372 630 0800 E-mail: [email protected] http://www.tallinkhotels.com/tallink-city-hotel For hotel reservations you are kindly asked to contact directly to the hotel. 1 The BSICCWG4 will be held at EMA VTS Centre, Valge Street 3, (building on the photo) To get there from the hotel to meeting venue at Valge 3 street we recommend taking the taxi, but there are also several options for taking the public transport which all include some walking. Taxi prices from Original Sokos Viru hotel to Valge 3 should be between 6-10 euros. Google maps link for route from hotel to EMA by taxi From hotel to Valge 3 by bus: - Buses No. 31, 67 and 68 (travel time 15 min) from Kunstiakadeemia bus stop to Kumu bus stop and then 250 m walk. - The bus ticket can be bought from bus driver 2 euros. Looking forward to seeing you in Tallinn! 2 Invitation Baltic Sea Hydrographic Commission INT Chart Coordination Working Group (BSICCWG) 4th meeting on 30 November – 1 December 2016 Tallinn, Estonia Dear BSICCWG members, As a Chair of the BSICCWG I am pleased to invite you to the BSICCWG 4th meeting in Tallinn, Estonia. Meeting will be held at EMA VTS Centre on 30 November – 1 of December 2016, friendy hosted by Estonian Maritime Administration (Eesti Veeteede Amet). The venue address is Valge Street 3, Tallinn. The BSICCWG4 meeting will commence on Wednesday 30th of November at 9:30 and to be finished by Thursday 1st of December at 15:00. Agenda Please find attached Draft Agenda for the meeting (annex 1_BSICCWG4_draft agenda). I will forward meeting documents later on when available, well before the meeting. Please send to chair any comments on the Draft Agenda or proposals for additional items to be included in the agenda latest on 31st of October 2016. Registration Please, confirm your participation to me and Ms Nele Savi by email at the latest by 15th of November 2016 (annex2_BSICCWG4_Registration form). Please inform me, even if you are not going to attend the meeting. Hotel reservation Please, find attached information for hotel reservation (friendly provided by EMA). I kindly ask you to make your hotel reservations by yourself by 15th November. Proposed Sokos Hotel Viru locates in the city center (annex 3_BSICCWG4_hotel reservation form). Logistics Meeting will be held at EMA VTS Centre, address: Valge street 3. Please, find attached information for logistics (annex 4_BSICCWG4_logistics). New ENC related tasks BSICCWG Working Group is charged more with tasks, related to ENC coverage in the Baltic Sea. BSHC21 agreed (Klaipeda last week), that the Member States are encouraged to send also ENC experts to BSICCWG meetings, if possible. Instead of one person, member states are invited to send maybe two persons. So we hope also ENC expert members to take part BSICCWG4. In the agenda, first day will handle more paper chart issues, second day concentrates for ENC (annex 5_BSICCWG report to BSHC21). If you need any assistance for practical arrangements, please don’t hesitate to contact me [email protected], tel: +358 400 795714) or Ms Nele Savi ([email protected]), tel I am looking forward to see you in Tallinn! Best wishes, Jarmo Mäkinen BSICCWG Chair Finnish Transport Agency P.O.Box 33, 00521 Helsinki, Finland Tel. +358 (0)400 795714 [email protected] _________________________________________________________________________________________ BSICCWG4 Invitation Page 1 (1) 6 October 2016 Signe Paevere Subject: FW: Invitation and draft agenda to BSICCWG4 Attachments: Invitation to BSICCWG4.pdf; Annex 1_BSICCWG4_Draft Agenda.pdf; Annex 2 _BSICCWG4_ Registration form.docx; Annex 3_Sokos Hotels Tallinn reservation form.doc; Annex 4_BSICCWG4_ Logistics Information.pdf; Annex 5_BSHC21 _BSICCWG_Report_FI_.pdf; Annex 6_BSICCWG4_8.3 Gaps and overlaps analysis.pdf From: Mäkinen Jarmo [mailto:[email protected]] Sent: Thursday, October 6, 2016 5:55 PM To: '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; Nele Savi <[email protected]>; '[email protected]' <[email protected]>; 'Viktoras Liulys ([email protected])' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; '[email protected]' <[email protected]>; Linda Purina ([email protected]) <[email protected]>; 'Andrzej Dolecki' ([email protected]) <[email protected]>; Soini Tuulia <old_ext‐[email protected]>; Dana Kuznetsova <[email protected]>; [email protected]; Helminen Jukka <[email protected]> Cc: '[email protected]' <[email protected]> Subject: Invitation and draft agenda to BSICCWG4 For Russia: Please forward to Capt Sergey Egorov Dear Colleagues, Please find attached additional information to BSICCWG4, which will be held in Tallinn, 30.11 – 1.12.2016.  Invitation to BSICCWG4  Draft agenda (annex 1)  Registration form (annex 2)  Hotel reservation form (annex 3)  Logistics information (annex 4)  BSICCWG report to BSHC21 (annex 5)  Gaps and overlaps analysis by WENDWG6 (annex 6) See you all in Tallinn! Best regards, Jarmo Mäkinen BSICCWG Chair Finnish Transport Agency Hydrographic Office 1 BSHC BSICCWG4 Draft Agenda for the BSICCWG4 Meeting on 30 November - 1 December 2016 on Eesti Veeteede Amet (EMA VTS Centre) Tallinn, Estonia [Draft by 5th October 2016] The BSICCWG4 meeting will commence on Wednesday 30th of November at 9:30 and to be finished by Thursday 1st of December at 15:00. Draft Agenda 1. Welcome and formalities 1.1 Welcome and Practical Arrangements 1.2 Adoption of the Agenda 1.3 Introduction of the participants 2. Status of BSICCWG and its work 2.1 Minutes of BSICCWG3 2.2 Status of BSICCWG3 Actions 2.3 Review BSICCWG TORs 2.4 Review of BSICCWG Membership 3. BSHC21 3.1 Outcome of BSHC 21st Conference 4. INT Chart Web Catalogue; Updating of S-11 Part B, Region E 4.1 Clarification of updating process 4.2 Status of updates in Region E (all members) 4.3 Development phase II? 5. Baltic Sea INT-Scheme 5.1 Status of new INT charts/ new INT numbers 5.2 Review of Baltic Sea INT chart scheme 5.2.1 Germany 5.2.2 Poland 5.2.3 Finland 5.2.4 Others 6. Revised management, review and monitoring of new INT charts (IHO CL 64/2015) 6.1 Basic Check list 6.2 Status of work 7. Baltic Sea sub-areas 7.1 Defining exact limits for sub-areas 7.2 Comments from Baltico/ Meteorological Institutes 8. Baltic Sea ENC-scheme 8.1 IHO ENC Catalogue _________________________________________________________________________________________ BSICCWG4 Draft Agenda_v1 Page 1 (2) 6 October 2016  BSHC BSICCWG4 8.2 WENDWG6 Action 6: RHCs to define and adopt ENC Schemes 8.3 Status of ENC coverage in Baltic Sea. Review of Baltic Sea ENC –scheme (all members) 8.4 Gaps and overlaps analysis by WENDWG6 (all members) link: 9. Baltic Sea ENC harmonisation recommendations 9.1 Status of ENC harmonization recommendations 9.2 Review of the harmonization recommendations 9. Future work of BSICCWG 10. Any Other Business 11. Review of actions 12. Next meeting 13. Closing of the meeting _____________________ _________________________________________________________________________________________ BSICCWG4 Draft Agenda_v1 Page 2 (2) 6 October 2016 Original Sokos Hotel Viru Hotel Reservation Form "BSICCWG2016" Please e-mail your booking to [email protected] by 15 Nov 2016, Reservations received after 15.11.16 are subject to availability Title: Ms ( ) Mrs ( ) Mr ( ) Family name: Forename: Company: Mailing address: Phone number (including country code): E-mail: Accompanied by: Original Sokos Hotel Viru Standard single 65 EUR ( ) Room rate per night*: Standard double 70 EUR ( ) Superior single 85 EUR ( ) Superior twin 90 EUR ( ) Date and time of arrival: Date and time of departure: Any special arrangements: *Room rate includes buffet breakfast, local tax and entrance to nightclub Amigo (except special occasions) Credit card: AMEX ( )MASTER CARD ( )VISA ( ) other ( ) Number of credit card: Expiry date: Cardholder's name: Without credit card details the booking is not guaranteed for late arrival (after 6pm). In order to guarantee the booking, valid credit card details need to be provided. The credit card will only be debited in case of no-show or late cancellation Cancelling up to 2 days prior to arrival date cancellation free of charge; in case of later cancellation or no-show hotel has a right to charge 100% of the first night charge Hotel confirmation will be sent to You by e-mail (please make sure You´ve filled Your e-mail and it is readable). Please contact the hotel about Your booking, if You haven´t received a confirmation in 2 working days. Sokos Hotels Tallinn Viru väljak 4, 10111 Tallinn, Estonia • Tel. +372 680 9300 • E-mail: [email protected]; [email protected] www.sokoshotels.ee