IXth MEETING OF SOUTHEAST PACIFIC HYDROGRAPHIC COMMISSION (SEPHC) CARTAGENA DE INDIAS, NOVEMBER 2010 FINAL REPORT

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1 IXth MEETING OF SOUTHEAST PACIFIC HYDROGRAPHIC COMMISSION (SEPHC) CARTAGENA DE INDIAS, NOVEMBER 2010 FINAL REPORT 1. OPENING OF THE MEETING In the city of Cartagena de Indias, Colombia, on November 15, 2010 was held the IXth Meeting of the Southeast Pacific Hydrographic Commission (SEPHC), with the participation of delegates from Chile, Colombia, Ecuador and Peru, as well as the Director of the International Hydrographic Bureau Capt (r) Hugo Gorziglia. Captain Esteban Uribe Alzate welcomed all participants to the meeting on behalf of Rear Admiral Leonardo Santamaría Gaitán, Maritime General Director of Colombia. The representatives of the delegations were presented. The list of participants is in Annex I. 2. ADOPTION OF THE AGENDA OF THE MEETING The Provisional Agenda was revised and approved by the representatives of the delegations when the opening ceremony finished. The final agenda is in Annex II 3. READING OF THE REPORT FOR THE PERIOD OF THE CHAIRMANSHIP OF THE SOUTHEAST PACIFIC HYDROGRAPHIC COMMISSION Captain Esteban Uribe Alzate, Director of CIOH thanked Hydrographic Services for their cooperation and the support of the IHB Capacity Building Committee to carry out the tasks during his administration as Chairman of the Southeast Pacific Hydrographic Commission for periods. Cdr. Alex Ferrero, Officer in charge of the Hydrography area of CIOH read the report of the Chairmanship of the SEPHC, periods. The following tasks were carried out in compliment with the established agreements during VIII SEPHC meeting: a. To ratify the appointment of a responsible person in the regional capacity building matter. The official presentation of candidates remains to be defined.

2 b. The development of a Workshop on Implementation, Management and Dissemination Hydrographic Database in the city of Cartagena de Indias from October In this regard, Captain (r) Hugo Gorziglia said that in order to minimize the additional accommodation and meals expenses for those designated to attend workshops and events funded by CBSC, invoices issued by the hotel will be sent to the Bureau. Also airfare will be provided by the Bureau to participants. For this reason Captain Gorziglia suggested no change to the initially appointed person, since additional expenses will fell on the responsible hydrographic service. Taking in mind the aforementioned by Captain Gorziglia, a juridical and administrative representative will be avoided and Hydrographic Services will be able to manage the resources given for the activities supported by the CBSC. Admiral Javier Gaviola said that this would be the best way to solve any problem arising in the management of resources allocated by the BHI. c. Development of the Capacity Building Committee Program of the IHO for : Workshop on Management Implementation and Dissemination of Hydrographic Data Base carried out in Cartagena de Indias, from October 2008 MACHC and SWATCH Multibeam Course, Invitation of SEPCH, from November 2008 in Niteroi, Brazil. Updating Seminar on survey, production and distribution of ENC, Niteroi, Brazil, July Multibeam Regional Ocean Mapping Course, Niteroi, Brazil, July d. Revision of the Statutes of the Commission. The new and proposed version will be reviewed and discussed during the presentation of Colombia. e. Optimization of communication between members of the Commission. Admiral Javier Gaviola asked if there was a minimum of communications between SEPHC members during this inter-sessional period. Colombia answered that the date of the first video conference was established during the eighth meeting in Cartagena. Based on this, the dates of the upcoming video conference were set.

3 Admiral Javier Gaviola suggested that there should be a minimum of communication between members of the commission with pre-established dates. The delegation of Peru suggested that the technical staff of private companies must attend to video conferences to answer any question about the management of specialized common software used in each Hydrographic Service. Video conference should be used to address very specific issues said Captain (r) Hugo Gorziglia. Colombia said that the video conferences have been used to follow up the commitments undertaken in the eighth meeting. The Agenda items to be discussed will be sent in advance. f. Exploration on the existence of virtual platforms for training. There was no progress on this agreement. g. Fluvial surveys using expeditionary multibeam system. The Chairmanship communicate with NAVOCEANO to carry out the workshop in Colombia in It is expected to be signed some documents for the entry of equipment to Colombia. The Delegation of Peru stated that standards for surveys in rivers must be prepared to be adopted within the Commission. Some fluvial surveys were carried out in Iquitos informed the delegation. The Delegation of Ecuador pointed out that experience of NAVOCEANO and the progress made by it in this matter should be used. The delegation commented that its hydrographic service purchased this system. h. Approach with the Panamanian Hydrographic Service. Colombia, as President of the SEPCH sent some letters to Panama inviting it to link to the Commission. No response was received. Captain (r) Hugo Gorziglia informed that BHI has intended to approach to Panama to integrate the work of the IHO. The detailed report about the work of the Chairmanship of SEPHC period is attached in Annex III.

4 4. REPORT OF THE INTERNATIONAL HYDROGRAPHIC BUREAU Captain (r) Hugo Gorziglia Antolini, IHB Director, greeted the Commission on behalf of the IHO. He expressed his best wishes to the General Marine Directorate in the performance of the Chairmanship and especially thanked Colombia for organizing the event. In the report, the following points were dealt: a. Corporate Affairs Cooperation with international organizations: IMO, IOC, IALA, PAIGH and AEC. Management of the information: website, International Hydrographic Review, S-23. The SEPHC may have members on the editorial board of this review. Public Relations: DMH. IHO: New structure, Protocol of Amendments, status of the IHO membership, planning and reporting process of the work program and budget BHI. International Hydrographic Conference b. Hydrographic services and standards Hydrographic surveyings. Nautical Cartography: ENC Global availability, ECDIS news. Geomatics Data; applications: S-100 and marine data spatial infrastructure Technical aspects of the Law of Sea: ABLOS Conference. c. Inter-regional coordination and support Cooperation with member states: IRCC2 and ARHC. Cooperation with non-member states. Capacity building. Management Capacity building. Assessment Capacity building. Provision Maritime Safety Information Ocean Mapping program: Shallow water bathymetry. The entire report is at Annex IV.

5 5. NATIONAL REPORTS The presentation of the National report of Chile was carried out by Captain Patricio Carrasco Hellwing, Director of the Hydrographic and Oceanographic Service of the Navy of Chile, who thanked Colombia for continuing as Chairmanship of the Commission. The topics discussed were: a. Structure, organization and capabilities of SHOA: Cartography Planning process Hydrographic surveying. Facilities for making hydro oceanography activity. Field and cabinet Process Cartographic production process. National tsunami warning system. Flooding Charts for tsunamis. Challenge of post earthquake and tsunami. Work Certification in hydrography, oceanography and marine cartography Navigation for scientific purposes Spreading and diffusion activities Web Mobile Technology. Exact time and time signal. b. National Report for : Hydrographic Surveys. Nautical Charts Nautical Publications Update of the C-55: Status of Hydrographic Surveying and Nautical Charting Worldwide Capacity Building. Training needs. Oceanographic activities. See Annex V. ECUADOR Lieutenant Commander Carlos Zapata Cortes, Head of Hydrography Department of INOCAR presented the activities carried out by Ecuador during the period ; among these: a. Organization, structure and capabilities of INOCAR. b Continental hydrographic surveys. c. Inland Hydrographic surveys d. Hydrographic surveys in East rivers e. Hydrographic surveys in deep water.

6 f. Nautical charts and new editions. g. Traditional scheme of cartographic production. h. Database. i. Production Line modification. j. Update of the C-55: Status of Hydrographic Surveying and Nautical Charting Worldwide See Annex VI. PERU Commander Julio Chilet Correa, Head of Plans, Programs and Budget Office of the Directorate of Hydrography and Navigation presented the national report of Peru, summarized in the following points: a. Organization of the DHN of Peru. b. Hydrographic surveys. c. Equipment used for hydrographic surveys. d. New charts and updates. e. Publications. f. Oceanographic surveys. g. Website of the DHN. h. New equipment. The delegate of Peru submitted observations and comments on early warning tsunami systems which must exist in risk areas. See Annex VII. COLOMBIA At the beginning of the presentation of the National Report of Colombia, Admiral Leonardo Santamaria Gaitan, Maritime General Director, offered a welcome to the delegations. Captain Esteban Uribe Alzate CIOH Director, presented the report on hydrographic activities carried out by Colombia for the period whose main matters were the following: a. Overview of the Colombian Hydrographic Service. b. Hydrographic surveys. c. Ships and technology. d. Nautical charts: new releases, updates and new ENC. e. Nautical publications. f. Maritime information System.

7 g. Publication C-55. h. Capacity building. i. Training received. j. Trainings offered. k. Activities in Oceanography - research projects. l. Oceanographic cruises. m. Research products. n. Training for researchers. See Annex VIII. 6. REPORT ON THE IMPLEMENTATION MANAGEMENT AND DISSEMINATION OF HYDROGRAPHIC DATABASES WORKSHOP The delegation of Colombia presented the report of this workshop, according to the Agreement No. 2 of the Eighth SEPHC Meeting, which was held in this Cartagena city from 28 to 31 October The topics were: a. Background. b. Justification c. Objectives. d. Funding of the workshop by the CBSC. e. Participation of delegates of the Commission. f. Presentation of the private enterprise. g. Conclusions of the workshop. The detailed report is shown in Annex IX. 7. REPORT ON THE ACTIVITIES OF THE IRCC MEETING Colombia, as representative of SEPHC, presented the report of the activities developed during the Inter Regional Coordination Committee meeting, highlighting the following topics: a. IHO Structure b. Terms of Reference and rules of procedures of IRCC. c. Participation of the Chairmanship of SEPHC. d. Commitments, activities and actions. e. Status of the votes on amendments to the IHO Convention. The full report is at Annex X. 8. COMMITMENTS TO IRCC

8 Delegates from the Hydrographic Services performed an analysis of the actions to be undertaken to comply with the commitments made to the IRCC: Commitment Nominate a representative to the WEND Working Group. Action Chile was appointed to lead this working group. Similarly, a delegate from each country would provide the information necessary to fulfill this commitment, as follows: Colombia: S1 Fernando Oviedo Perú: T2 Fidel Ochoa Ecuador: Eng. Patricia Villa Chile: EC Juan Carlos Franicevich Nomination of an editor for the IHO Hydrographic Review Workshop on ENC cell definition: consistency and availability. It is scheduled for 2011 and will be held in Chile in the first week of April. The editor is Cdr. Julio Behr, from the Directorate of Hydrography and Navigation of Peru. The contact person in each country is: Colombia: SJ Jair Rodríguez Ecuador: To define Chile: EC Gonzalo Vallejos Diagram, an electronic chart scheme of the Commission. Information on the progress of international chart scheme. Redesigning training plans to be proposed to the CBC Approval or disagreement statement of the new IHO Convention WEND group Representatives This was developed within the agenda item. This was developed within the agenda item. Colombia: We have taken any steps before the Ministry of Foreign Affairs. We are awaiting the response to an official statement. Chile: After the Extraordinary Conference of 2009 a letter was sent to the Chancellery on the need to approve the

9 Convention. Decision will be advised to be followed. Ecuador: We are reviewing all international conventions that our government has. The affairs of the IHO have just upheld Supporting the trip of a candidate who will attend the multibeam course which will carry out in Uruguay To report the training received with CBSC funding Peru: A letter was sent to the Ministry of Foreign Affairs. An answer is waiting for it. Each member of SEPHC appointed a candidate for this course. However, the delegation of Peru reported that no official information for the application to multibeam course was received. This delegation will make arrangements to propose the attendance of Second Lieut. Luis Gutierrez.. The Chairman requested to send a report to each country for consolidation and subsequent sent to the IHB. 9. ANALYSIS OF THE AGREEMENT No. 3: SEPHC CBSC PROGRAM. Captain (r) Hugo Gorziglia made an analysis of the fulfillment of the IHO Capacity Building Sub Committee program for the SEPHC. He commented on the importance to take advantage of the resources available on the CBSC for the benefit of regional hydrographic commissions. He further reported that there are no resources and it is not considered in the 2011 IHO Program, the technical workshop on automatic information, remote sensing treatment, processing, exchange and management of regional data and data cataloging. For the 2011 Capacity Building Program has been include the MSI course in Brazil, in May, for one delegate per country, plus one person from NAVAREA coordinator (Chile and Peru). A Seminar on hydrography and its contribution to the sustainable development for an economic and social focus. The second part of data validation and quality control in the S-44 field is not envisaged in the program. He suggested that other needs can be identified and included in the program as a replacement of the Seminar on hydrography and its contributions to sustainable development to be held in 2012.

10 10. DISCUSSION ON THE CAPACITY BUILDING PROGRAMME Before the presentation of the to the IHO Capacity Building Sub Committee, the members of the Commission discussed the current status of the Commission and identified its weakness, opportunities, strengths and threats; as an internal exercise for the development and capacity building in the region. The following were identified as strengths: There are only four members. We speak the same language. Our technological advance is similar. We run common software. We have a distribution agreement with the IC-ENC. We have got further development in certain subject. Among the weaknesses are: There is a poor communication among SEPHC members. There is not a good dissemination of the projects. There are few IHO publications in Spanish. There is not continuity in the staff due to the constant rotation. Lack of continuity of staff in handling issues (constant rotation). INT Chart scheme (paper and electronic) has not been completed. Some Notice to Mariners systems has not been completed. Low participation in the IHO working groups There are a limited number of technicians with medium and high level knowledge. There is not communication between members of the Commission and SEPHC and IHB. We are not working on priority and future issues in the hydro-oceanographic field. The Hydrographic Services has a limited national budget. We are not considering any procedures to prevent disasters at the CHR level. Gained strengths are not shared. Low English level into SEPHC members. As opportunities, we have: Fluvial Hydrography Training received through the CBSC. We have common scenarios between SEPHC navies Threats: There is not a government vision on maritime interests. Emergence of similar bodies that perform hydrographic functions. Prevalence of English as IHO language Access to technology due to high costs.

11 Submission to the external decision due to lack of active participation in Committee meetings Among the actions to be taken are proposed the following: a. Create a correspondence group that gives continuity to the previous actions and to identify concrete actions to be followed both in each Hydrographic Service and a general level of the Commission. This will allow establishing a hydrographic strategy in a near future that allows us to make a regional progress and strengthening of the commission before the IHO. b. Propose the creation of subcommittees within the Commission to address very specific issues to present findings at meetings of the Commission, such as cartography, fluvial hydrographic surveys, among others. As a new perspective for capacity building program for the years 2011, 2012 and for the period , this Commission propose the following: Year 2011: a. Enc cell definition, consistency and availability Workshop Responsible: Chile first week of April. Funded: with resources of each country. Year 2012: a. Seminar: the importance and contribution of the Hydrographic Services to the sustainable development from an economic and social focus. This will carry out as an activity for the celebration of the World Hydrography Day. Responsible: Peru. Date: June 21. Limit date to request funds to Bureau in the forms established in March This event aimed at external hydrography field, such as government authorities, ambassadors, among others. Objective: development of a dissemination paper on the importance of hydrography. Tests, proposals and strategies for the development of this event in the April meeting of 2011 will review the progress on this issue. b. Standardization on parameters and methodologies for the production of Flooding Chast Workshop. Responsible. Chile. Limit date to request funds to Bureau in the forms established in March Period : a. S-100 for Exchange of Information Workshop Responsible: Ecuador. Limit date to request funds to Bureau: March 2012 b. Workshop on river surveys and fluvial cartography building Responsible: Peru. Limit date to request funds to Bureau: March 2013 c. Workshop on techniques and methodology of multibeam data processing. Responsible: Colombia. Limit date to request funds to Bureau: March 2014.

12 d. Workshop on LIDAR methodology for shallow water surveys. Responsible: Ecuador. Limit date to request funds to Bureau: March e. Workshop on offshore surveys. Geophysical analysis and undersea relief Recognition. Responsible: Colombia. Limit date to request funds to Bureau: March REVISION OF THE PAPER CHART AND INTERNATIONAL ELECTRONIC CHART SCHEME OF SEPHC Colombia presented the Paper Chart and international Electronic Chart Scheme, addressing the following topics: a. Guide for the preparation and maintenance of the INT chart scheme. b. Coordinators and contact group of international chart scheme. c. Proposal of ENC scheme, purpose 1. d. Proposed coordinates for the ENC scheme, purpose 2. Delegates agreed to work on the scheme and for the next meeting to present, at least, the paper chart international scheme of SEPHC. The Commission should inform the Bureau about the existence of any error in S-11 publication, with respect to removing the sheets named as M-11. Delegates agreed that the subject on international cartography is not, for the time being, a priority for the SEPHC. It was agreed unanimously that paper chart production should be completed in the first place and, then to start working on the electronic chart scheme in the region. It was agreed that Chile will continue to issue the international chart scheme and will give the responsibility of this Committee when it hands over the Chairmanship. 12. UPDATE, REVISION AND APPROVAL OF THE STATUTES OF THE COMMISSION The statutes of the Commission proposed for 2010 were revised and submitted for approval. Given that Colombia has continued with the Chairmanship in 2008, due to the natural disaster in Chile, it was proposed that when Chile overcomes this impasse, it will receive the Chairmanship in 2011, according to the statutes, ie taking in mind the order of geographical position from south to north, or Chile hands over and Peru assumes the Chairmanship. It was decided unanimously that Chile will receive the Chairmanship of SEPHC in

13 2011. He confirmed that the period of the Chairmanship of the Commission shall be for two years. After being revised, the statutes were approved by the delegations attending the meeting. See Annex XI 13. AGREEMENTS AND COMMITMENTS OF THE COMMISSION AGREEMENT No. 1 Create a group by correspondence to give continuity to the topic specified in item No. 10. The above group will be led by two bodies: the first one will be at a technical level and the second one to a department head level of the Hydrographic Services, as follows: Technical level: Chile: EC Cecilia Leal Colombia: SJJair Rodriguez Ecuador: SP Fernando Vargas Peru: T2 Fidel Ochoa Heads level of the Hydrographic Service Department: Chile: T1 Osvaldo Morales Colombia: Cdr. Alex Ferrero R. Ecuador: Lt. Cdr Carlos Zapata Peru: Cdr. Julio Chilet AGREEMENT No. 2 The proposal from Ecuador concerning to Lt. Cdr. Carlos Zapata will be Group Coordinator for HSSC issues was accepted for the members of the Commission; in the same way each Hydrographic Service appoints a responsible person of the topic. Colombia: SJ Dagoberto David Chile: PAC Sepulveda Virginia Ecuador: SP Patricia Villa Peru: T2 Oscar Morales

14 AGREEMENT No. 3 The Chairmanship shall establish a schedule of videoconferencing and suggest the use of alternative media in order to follow up on commitments made between the working groups of the Commission. AGREEMENT No. 4 It is agreed to appoint Chile to lead a WEND working group. Likewise a delegate from each country of the SEPH will provide the necessary information for compliance with this commitment; as follows: Colombia: S1 Fernando Oviedo Peru: T2 Fidel Ochoa Ecuador: Eng. Patricia Villa Chile: EC Juan Carlos Franicevich AGREEMENT No. 5 It was accepted the proposal of Peru to Cdr. Julio Chilet was appointed as coordinator of the group for CBSC issues; in the same way, each Hydrographic Srvice appoints a responsible of the topic. The Coordinator will inform to the Chairmanship about of the results. Colombia: SJ Jair Rodríguez Chile: T1 Héctor Fierro Ecuador: TNFG David Carranza Peru: T2 Johny Seguil AGREEMENT No. 6 To carry out a workshop on ENC cell definition, consistency and availability, scheduled for the first week of April 2011 in Chile. This workshop will not have the CBSC funding; each country should assume the costs for the attendance of their representatives. AGREEMENT No. 7 It is agreed that every three months to submit a report in a format established by the Chairmanship on developments made by each committee. 14. DISCUSSION AND APPROVAL OF THED DATE AND PLACE OF THE NEXT MEETING It was agreed to carry out the X Meeting of the SEPHC, in April 2011, in Valparaiso Chile, on dates to be timely confirmed by the Chairman.

15 15. CLOSURE In Cartagena de Indias, Colombia, the 17 th of November, 2010, the Final Minutes of the IXth Meeting of the Southeast Pacific Hydrographic Commission SEPHC, was signed by the delegates of the countries in alphabetical order.