Selection of ACP WG F Meeting Locations

ACP-WGF18/WP-16 International Civil Aviation Organization 12-22 May 2008

WORKING PAPER

AERONAUTICAL COMMUNICATIONS PANEL (ACP)

18th MEETING OF WORKING GROUP F

Montreal, Canada 12 – 22 May 2008

Agenda Item 6: Any Other Business

Selection of ACP WG F Meeting Locations

(Presented by John Mettrop)

SUMMARY This paper reviews the previous policy for selecting the location of ACP WG F meetings in the light of the current situation and the directives for panels of the air navigation commission. ACTION That meeting is invited to consider this information in developing the initial draft of the ICAO position on this agenda item for WRC-11

1. INTRODUCTION

1.1 In preparing for WRC-03 & 07 the meetings of WG F have been held on a regional rotational basis in the ICAO regional offices with the occasional meeting in Montreal.

2. DISCUSSION

2.1 When deciding to hold meetings of WG-F at the regional offices it was hoped that this would allow the ICAO position to a World Radiocommunication Conference to develop and take into account regional issues as well as allow regional experts to better understand the position. The policy has in my opinion been very successful with each meeting having a significant number of regional representatives who would normally not attend meetings of WG-F.

(2 pages) 016b546f40c96a8fe8688f13dea7ff5b.doc ACP-WGF18/WP-16 2

2.2 We are now at the start of a new WRC cycle and it is appropriate to review whether this policy is still appropriate or whether changes in circumstances would suggest that the policy should be changed.

2.3 As previously mentioned attendance by regional representatives at WG-F meetings has probably exceeded expectations. There is no information that would indicate that the number of regional representatives is likely to reduce for this study cycle and therefore the original rationale for holding regional meeting still holds true.

2.4 The other question is whether there has been any change in circumstances that would require a change in policy. The only change in circumstances would appear to be the affordability of attending meetings. For European representatives the variance in cost of attending meetings at the various regional offices does not vary considerable and there has been no indication that European WG F participants will not be able to afford attending meetings. For other members especially those from North America travel costs probably do vary however the only participants indicating a problem are from the ICAO secretariat.

2.5 It is important that the ICAO secretariat attend meetings where possible, especially those early in the study cycle while the ICAO position is being defined. However Doc 7984/4 “Directives for Panels of the Air Navigation Commission” in section 13 clearly indicate that the secretariat should attend when necessary and practicable. The question therefore is whether it is necessary for the ICAO secretariat to attend WG-F meetings and if so whether that necessity outweighs the benefits of WG-F being held in regional offices.

2.6 In my opinion it is necessary for the ICAO secretariat to attend meetings of WG-F during the initial development of the ICAO position however the benefits of holding the meetings at regional offices subsequently outweighs the disadvantage of the headquarters secretariat potentially not attending. It is therefore recommended that following this and possibly the next meeting that subsequent meetings should be held at regional offices which should allow time to visit each office, or at least each region prior to the next WRC.

2.7 It should be noted that if meetings of WG-F can be arranged and confirmed with sufficient notice then cheaper air fares can be bought thus saving all participants organisations money. .

3 ACTION BY THE MEETING

That ACP WGF is invited to agree:-

i) that future meetings of the group during this WRC study cycle should be held at ICAO regional offices ii) that confirmation of a meeting date and location should occur at least 45 days prior to the start of the meeting