MINUTES OF MEETING

7TH EAHC TRAINING, RESEARCH AND DEVELOPMENT CENTRE-BOARD OF DIRECTORS (TRDC-BOD) MEETING

14TH TO 15TH AUGUST 2017

TOKYO, JAPAN

WELCOME AND OPENING ADDRESS

  1. The host of the meeting Mr Shinichi Toyama of Japan, welcomed all participants to the meeting and thanked them for their attendance. The list of participants appears as Annex 1. He emphasized that the TRDC plays a key role as a sub-committee of the EAHC as CB activities become increasingly important. He encouraged participants to actively participate in discussions.
  1. Chair (TRDC-BOD), Mr Jamie Chen, opened the meeting and welcomed both familiar and new participants to the meeting. He emphasised that given the limited resources of the EAHC, the meeting should focus on how the TRDC can best maximise resources in moving forward. The meeting also noted two other areas of focus which are (i) the increasing digitalisation of hydrographic products and services; and (ii) environmentally sustainable use of the oceans, seas and marine resources through the use of hydrographic data and marine GIS such as the NMSDI.

ADOPTION OF AGENDA

  1. The provisional Agenda was adopted and Approved Agenda appears as Annex 2.

MATTERS ARISING FROM EAHC SC4

Maritime Safety Information (MSI) Services Capacity Building

  1. Chair (TRDC-BOD) highlighted that at the 4th EAHC SC Meeting (SC4), IHO SG stated that MSI is a fundamental service that every single coastal State should be capable of providing and that while most States have good MSI support, some States in the region needed further strengthening, and may require assistance in doing so. He encouraged EAHC MSs to identify and discuss areas in which they need further assistance as well as areas in which they could provide assistance, in order to strengthen the MSI infrastructure in the region as a whole.
  1. Vice-Chair (TRDC-BOD) explained that from the discussions at the 1stIHO Assembly and last CBSC meeting, MSI is an important issue which the EAHC must address adequately. He recalled that Japan held an MSI workshop in 2015 and mentioned that while Japan is strong in MSI, other newer MSs would need further assistance in improving their MSI capabilities. He stated that many MSs have expressed interest in an MSI course and that 2019 could be proposed as a timely year for the CBSC to hold MSI courses of workshops. He further added that France has e-learning modules on MSI and that EAHC could consider similarly preparing such e-learning modules.
  1. Chair (TRDC-BOD) agreed that e-learning has benefits and can be very helpful but that it would be important to first identify the levels of MSI capability and services of the MSs, i.e. expertise and infrastructure. Hence for States that are new to MSI and do not have the proper infrastructure for MSI services yet, e-learning may not be useful. He agreed to the approach that future MSI trainings should focus on newer MSs.
  1. Thailand agreed with having MSI courses for EAHC MSs and neighbouring States in terms of capacity building. Thailand expressed caution that in order for the training courses to achieve positive or impactful outcomes on newer States, as assessment of the infrastructure for MSI services should be first established.
  1. Japan commented that obtaining funding, resources to run and attend courses or seminars are not always successful due to resource constraints. Nonetheless, Japan expressed that funding could be sought through other avenues and not just from the IHOfor MSs to attend MSI courses in order to promote MSI capabilities in the region.
  1. Chair (TRDC-BOD) invited MSs to consider whether the MSI training should be opened up to other neighbouring states or only within the EAHC, especially where funding is limited.
  1. Indonesia informed that they have started developing an MSI system called “Hydrographic Data Centre” or HDC which has various MSI applications and information for the safety of navigation in Indonesian waters, e.g. Notices to Mariners (NtMs). These information are accessible via the website (hdc.dishidros.go.id). Indonesia will present this at the upcoming 6th CHC Meeting (CHC6).
  1. Chair (TRDC-BOD) questioned whether funding from IHO could be obtained to support running of MSI courses for the EAHC MSs who need training. Vice-Chair (TRDC-BOD) shared that if MSI courses are prioritised for the EAHC, the chances of obtaining IHO fundingsupport is higher, as the IHO places priorityin basic safety services such as MSI. Chair (TRDC-BOD) opined that a phased approach could be taken where we focus resources and training on EAHC MSs and then extending to other coastal States in the region.
  1. Indonesia drew reference to the IHO CBSC Procedure 4 and reminded the meeting that when submitting any application for approval, we must be guided by its ranking criteria in Procedure 4.
  1. Vice-Chair (TRDC-BOD) reported that 6 topics were presented to CBSC15 (in July 2017) for approval. Resulting from the CBSC15, IHO funding was approved for 2 topics – GNSS Tidal Correction and Lidar and SDB Workshop. He further reported that 4 other courses were on the pending list, including the MSI Course. He also noted that other RHCshad also prioritised MSI and were given priority by the CBSC. Hence he expressed confidence that if EAHCsubmitted the MSI application at the next CBSC, MSI would be accepted for funding.
  1. Chair (TRDC-BOD) summarised the discussion thus far as follows:

a)There is need for improving MSI capacity, especially for the newer MSs and developing States in the region; and

b)Funding for MSI training and courses is required and the CBSC PROCEDURE 4 ranking system in prioritising topics for funding should be followed.

  1. Chair (TRDC-BOD) opined that it is acceptable if no funding is obtained for 2018, but the priority would be to first to understand the level of MSs’infrastructure in order for training to be effective. He suggested keeping this topic in mind when discussing the 5-year Work Programme.
  1. Philippines asked if it would be possible to conduct an assessment of the MSs to gain a better understanding of the requirements for MSI training programmes, i.e. a benchmarking of MSs.
  1. Chair (TRDC-BOD) asked Japan, as NAVAREA XI Coordinator, if they could conduct an assessment on the status of each State so as to identify their needs with respect to MSI capacity. Japan replied that they could only make an assessment of NAVAREA XI, andhighlighted that theNAVAREA XI coverage was not the same as the EAHC. Hence they could carry out the assessment in cooperation with the EAHC CB Coordinator (ROK). Chair (TRDC-BOD) suggested starting the assessment with the EAHC region and then extend to other States.

Decision Item 1a: Japan as NAVAREA XI Coordinator to liaise with the EAHC CB Coordinator to consider carrying out an assessment of States MSI infrastructures and capabilities.

Decision Item 1b: To submit the recommendation of the MSI assessment to SC5 for approval.

IMO Mandatory Audit Scheme Capacity Building

  1. Chair (TRDC-BOD) recalled a paragraph in the minutes of EAHC SC4 which reads “Hydrography plays an important module in the IMO Audit Scheme and some MSs who have undergone the audit could share their experience with other MSs who will be undergoing a similar audit. For example, the TRDC could be assigned to look at the capacity building in this area”
  1. Chair (TRDC-BOD) explained that typically 3 or 4 IMO MS representatives will conduct these audits on behalf of the IMO and assess marine and maritime infrastructures in the State. He added that as part of the audit, hydrographic offices are required to present on their hydrographic and cartographic services and publications frameworks to the auditors. Audits could also include site visits on the infrastructures, services, publications, etc. to verify the information presented to them.
  1. Philippines shared that from their experience during their last audit, the IMO pays particular attention to compliance with IMO SOLAS VRegulations and will audit products and services related to safety of navigation. Philippines added that the auditor would share their findings of their audit with the hydrographic office in a closing meeting, as part of typical audit procedure.
  1. Chair (TRDC-BOD) asked how EAHC could help MSs in preparing for audits and highlighted that most MSs have the infrastructure and programmes to do so. He suggested that some possible ways to help other MSs would be to share best practices and to highlight the cooperation among MSs within the EAHC e.g.through joint projects, sharing information, etc.
  1. Indonesia highlighted that – from their experience from a voluntary IMO audit scheme in 2014 – a key priority of hydrographic offices is to ensure that the production of their nautical charts adequately supports the safety of navigation. Indonesia added that the IMO also identifies if a State conducts any training (for hydrographers and cartographers) to support capacity building. Indonesia expressed that to that end, it is necessary for EAHC to improve capacity building to support MSs for producing the nautical charts and nautical publication meet to compliance with IMO SOLAS V Regulations.
  1. Chair (TRDC-BOD) highlighted that we have established an EAHC framework for basic training in hydrography and cartography (“Cat C”) as part of a Structured Training Programme. He proposed conducting a half-day workshop or seminar to discuss and share the Mandatory Audit Scheme, including capacity building, to help MSs better prepare for such audits.

UPDATE ON 2017 TRAINING & CAPACITY BUILDING PROGRAMME

Basic Cartographic Course (“Cat C”)

Singapore

  1. Singapore presented on their basic hydrographic and cartographic (“Cat C”) Courses and the presentation appears as Annex 3. The Meeting noted that the feedback that the local trainers were proficient and knowledgeable was an indication that the TFT programmes were effective.There was also a need to ensure consistency of terminologies used across the modules of each course.
  1. Philippines asked if the short time for the courses was an issue and if there were any possible solutions to that. Chair (TRDC-BOD) explained that while there is a specified timeframe for the conduct of “Cat C” Courses, the syllabi could be spread over a period because officers who were conducting the course have other duties. He added that we should be flexible in time when conducting the course as the aim is was for officers to be sufficiently trained to perform basic hydrographic and cartographic functions competently.
  1. Philippines further asked if any modifications were made to the syllabus of the courses to address other needs of department(s) which the EAHC syllabus may not cover. Chair (TRDC-BOD) explained that as a basic course, the syllabus was retained. Any modifications would be additional to the EAHC syllabus, e.g. depending on cartographic software applications.

ROK

  1. ROK presented on their basic cartographic (“Cat C”) Course and the presentation appears as Annex 4.
  1. Chair (TRDC-BOD) asked ROK who funds the courses that they conduct. ROK replied that the “Cat A” and “Cat B” courses are funded by the IHO earmarked funds for ROK, the Basic and Advanced Cartography course by KHOA and KOICA by the Korean government.
  1. Chair (TRDC-BOD) noted that KHOA conducts the training for trainees outside of the organisation as well. ROK mentioned that the reason for this is they that they want to build capacity for the hydrographic and cartographic industry in the country and not only within KHOA.
  1. Thailand asked how the “Cat B” course could be developed and improved upon and where the course materials come from. ROK replied that the course and materials were developed by service provider IIC, which were adopted by IBSC. ROK added that the training was conducted by IIC and that many “Cat B” courses were developed and conducted by IIC.

Malaysia

  1. Malaysia presented on their basic cartographic (“Cat C”) Course. The presentation appears as Annex 5. Malaysia shared that of the total of 29 participants since 2014, 6 outstanding participants have been elected to attend the cartographic “Cat B” course 2017 at University TechnologyMalaysia (UTM). Malaysia added that the UTM was recently accredited by the IHO/FIG to conduct “Marine Geospatial and Cartography Programme (Cat B Carto) and the course fee is about US$10,000.
  1. Malaysia mentioned that one key challenge for students was the difficulty with fully understanding the reference material which is in English. Understanding that other MSs may experience the same challenge, Malaysia suggested the following:

a)Develop a Cartography Quick Reference Book in English (main) and which each country can translate into their native languages;

b)Develop proper “Cat C” Cartography Document for future reference; and

c)Add subject links on to utilize other related publications for the production SNC & ENC.

  1. Vice-Chair (TRDC-BOD) proposed that a reference study should be performed first, to identify if IHO, UKHO, etc. has any of the above documents or similar documents and review them. Then, EAHC MSs could discuss which parts need to be further developed and who could develop the documents.

Indonesia

  1. Indonesia presented on their basic cartographic (“Cat C”) Course. The presentation appears as Annex 6. Indonesia reported that the syllabus was found to be very good and extensive, and is in progress of being formalised and adopted by their Naval Hydrographic School as part of the regular programme.
  1. Philippines asked Indonesia why some of their trainees found the syllabus too easy. Indonesia explained that this was because there was a mix of participants who have little experience in cartography andother with some experience working in their Cartographic Section.

Hong Kong (China)

  1. Hong Kong (China) updated that they conducted one cartographic “Cat C” course and will conduct another by end 2017. Hong Kong (China) will present outcomesof this course at next TRDC-BOD meeting.

Japan

  1. Japan updated that JHOD receives approximately ten newcomers every year, who will spend one year in the Coast GuardSchool to learn not only basic hydrography and cartographybut also general knowledge of Coast Guard officers duties. Japan added that the school’s syllabus is recognised as “Cat B” in hydrography which is accredited by IBSC and all graduates are already certified “Cat B” hydrographers. Hence, Japan does not conduct “Cat C” courses. Japan also added that there are other internationally organised training courses, such as CHART Project held in UKHO (Cat B Carto) and GEBCO training course held at the University of New Hampshire (Cat A Hydro) where they are funded by the Nippon Foundation. Additionally, the JICA training course (Cat B Hydro) is conducted regularly and has been conducted for more than 40 years.

Philippines

  1. Philippines updated that they have conducted the cartographic “Cat C” Course and plan to do one more before the end of 2017. Philippines highlighted that the main challenge for their trainees was that since there has been a change in their software and chart production processes, those who were experienced with Caris found it challenging to switch to ArcGIS for marine charting.
  1. Philippines shared that as the survey and charting authority, they have an agreement with Philippines Port Authority where every time the latter conducts a survey, one of their survey personnel will be present to ensure it follows required survey standards and monitor whether the gathered data is of suitable accuracy for charting purposes.
  1. Chair (TRDC-BOD) mentioned that he foresees that hydrographic offices will face the challengeof regulating hydrographic surveys from port authorities where theymay require commercial hydrographic surveyors to carry out surveys of the port waterways. Infrastructure would have tobe in place to ensure that the surveyors are competent to carry our surveys and signing off fair sheets so that they meet the minimum survey standards. He then raised the question of who then would be the hydrographic and cartographic authority and whether a framework exists to train commercial surveyors and allow them to conduct surveys and to submit results for charting. Chair (TRDC-BOD) suggested that the basic “Cat C” courses could be used a form of basic training for surveyors outside of the hydrographic offices.
  1. Philippines shared that some commercial vessels would only enter a port with an official chart produced by NAMRIA. Hence it concluded that NAMRIA is the only recognised authority for hydrography and charting for the Philippines.
  2. Chair (TRDC-BOD) stated that hydrographic offices may not have the resources to survey all areas of their port waters and waterways. He said that there may then be a need for a framework for control of the conduct of surveys and survey data quality.
  1. Indonesia reported that it just established the Indonesian Hydrographic Council which is one of its duties to ensure hydrographic surveyors are keeping up with the required standards in Indonesia, they issue a license for surveyors on a 5-year basis, after which time surveyors need to undergo re-assessment, re-training if required and renewal of their license. Chair (TRDC-BOD) commented that this is a good system to ensure that surveyors are keeping up with changes in hydrographic technologies and procedures.
  1. Chair (TRDC-BOD) highlighted the need for better synchronisation of publications (e.g. paper charts and ENC) and suggested introducing additional training modules on management of information and publications, especially with the increasing demand for digital products and services.
  1. Chair (TRDC-BOD) summarised that the basic cartographic “Cat C” Course appears to be well received, implemented and conducted and is a useful framework for offices to teach basic cartography to new officers. He emphasised that there must be some flexibility in terms of the course duration, and language of instruction to meet national needs.

Action Item 1: When TRDC hosts the Review of basic cartographic course with the trainers, to include the following work items:
a)Review of course syllabus;
b)Vetting and harmonisation of terminologies in the modules;
c)Consider developing a Quick Reference Manual;
d)Develop a more formal “Cat C” Cartography Documentation for future reference; and
e)Add subject links on to utilise other related publications.

Training For Trainers (Hydrography)