Source: Basiswettenbestand
URL: data/BWBV0006812/2019-05-02_0/xml/BWBV0006812_2019-05-02_0.xml

Document:
Briefwisseling houdende een verdrag tussen het Koninkrijk der Nederlanden, ten behoeve van Aruba, en de Organisatie der Verenigde Naties voor Onderwijs, Wetenschap en Cultuur (UNESCO) betreffende de vijftiende zitting van de Intergouvernementele Oceanografische Commissie (IOC) Subcommissie voor de Caribische en aangrenzende regio's IOCARIBE (SC-IOCARIBE-XV) en de Associated Sciences Conferentie, te Oranjestad, Aruba, van 6 tot en met 10 mei 201920197513-05-201920197513-05-201902-05-2019
  Briefwisseling houdende een verdrag tussen het Koninkrijk der Nederlanden, ten behoeve van Aruba, en de Organisatie der Verenigde Naties voor Onderwijs, Wetenschap en Cultuur (UNESCO) betreffende de vijftiende zitting van de Intergouvernementele Oceanografische Commissie (IOC) Subcommissie voor de Caribische en aangrenzende regio's IOCARIBE (SC-IOCARIBE-XV) en de Associated Sciences Conferentie, te Oranjestad, Aruba, van 6 tot en met 10 mei 201920197513-05-201920197513-05-201902-05-2019
  
  
  
    Nr.
    I
  
  
  UNESCO
  15 April 2019
  IOC/VR/19.034/CT/KY/lc
  Dear Ambassador,
  l wish to refer to the kind offer of the Government of Aruba, made through its representative at the Fourteenth Session of the UNESCO IOC Subcommission for the Caribbean and Adjacent Regions (SC-IOCARIBE-XIV), which took place in Cartagena, Colombia, 26 - 28 April 2017; and the confirmation letter received from H.E. Dr. Armando R. Lampe, Minister of Education Science and Sustainable Development of Aruba, dated 16 August, 2018, to host the Fifteenth Session of the IOC (of UNESCO) Subcommission for the Caribbean and Adjacent regions (IOCARIBE) SC-IOCARIBE-XV (hereunder referred to as the “Meeting”).
  Allow me to take this opportunity to reiterate my sincere thanks to the Government of Aruba for this generous offer, which l am pleased to accept on behalf of UNESCO.
  Whereas the IOC has been identified as one of the means through which UNESCO will mobilize science knowledge and policy for sustainable development in the Medium Term Strategy for 2018-2019 (39 C/5) approved by the 39th General Conference of UNESCO,
  Whereas the IOCARIBE Subcommission is a Subsidiary Body established by the IOC Assembly at its 13rd session (1982) (Resolution IOC-XIII-14),
  With the present letter, l wish to obtain your Government's acceptance of the following:
20197513-05-201920197513-05-201902-05-2019
  
    A
    Nature and Scope of the meeting
  
  The main purpose of the present Agreement is to establish the terms of cooperation between UNESCO and the Kingdom of the Netherlands, on behalf of Aruba, (hereinafter jointly referred to as: “the Parties“) concerning the arrangements to be made for the Meeting.
  The Parties, entering into this Agreement following principles that are founded in respect, mutual goodwill, accord each other all reasonable cooperation and assistance as may be expected between institutions committed to the highest standards of scientific research.
20197513-05-201920197513-05-201902-05-2019
  
    B
    Participation
  
  
    
      1.
      In conformity with Resolution XXIII-13 of the UNESCO's Intergovernmental Oceanographic Commission (IOC) Assembly, the chief participants of this Meeting shall be representatives of IOC Member States from the Caribbean and Adjacent Regions.
    
    
      2.
      In conformity with Resolution XXIII-13, observers to this Meeting shall include:
      
        
          a)
          Other IOC Member States
        
        
          b)
          Organizations (including NGOs), programmes and projects, who are invited in accordance with the IOC rules of procedure.
        
      
    
    
      3.
      In addition, in conformity with Article 6, paragraph C. 10, of the Statutes of the IOC, the following persons shall be invited to participate, without the right to vote:
      
        
          •
          Representatives of Member States of organizations in the United Nations System, which are not members of IOC;
        
        
          •
          Representatives of organizations of the United Nations system;
        
      
    
    
      4.
      UNESCO will duly provide to the designated authorities the names of the participants who have accepted the invitation.
    
    
      5.
      The IOC Executive Secretary shall designate the officials of UNESCO assigned to attend the Meeting for the purpose of servicing it. Those officials as well as the IOC Executive Secretary are hereinafter referred to as “the Secretariat”.
    
    
      6.
      The total number of participants including chief participants, representatives, observers and members of the Secretariat is expected to be 40.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    l
    PLACE OF THE MEETING
  
  This Meeting shall be held in Oranjestad (Aruba) under the auspices of the Ministry of Education, Science and Sustainable Development of Aruba from 6 to 10 May 2019.
20197513-05-201920197513-05-201902-05-2019
  
    II
    ORGANIZATION OF THE MEETING
  
  
    
      1.
      The Government of Aruba shall bear the expenses related to the provision of materials and facilities for the holding of this Meeting on the basis of the attached Statement of Requirements.
    
    
      2.
      The promises shall remain at the disposal of UNESCO 24 hours a day from one day prior to the Meeting until a maximum of one day after its close.
    
    
      3.
      The Government of Aruba, shall bear the cost of all necessary utility services, including local telephone communications of the Secretariat, as well as its communications by telephone when such communications are authorized by or on behalf of the representative of the IOC Executive Secretary at the Meeting.
    
    
      4.
      The Parties mutually agree to make necessary adjustments to ensure the proper organization of the Meeting as detailed in the attached Statement of Requirements.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    III
    SECURITY AND PROTECTION
  
  The Government of Aruba shall be responsible for providing at its expense, such protection and security as may be required to ensure the efficient functioning of all pre-session meetings, meetings and sessions of the main conferences and any other meetings linked to the event, in a calm and serene ambiance and without interference of any kind.
  Such service shall be under the direct supervision and control of a senior officer to be designated by the Government of Aruba. He/she shall work in close coordination and cooperation, including at distance, with the senior security liaison officer and Event Security Coordinator (ESC) appointed by UNESCO for this purpose, so as to ensure a proper atmosphere of security and tranquility. On UNESCO's side, Ms. Mary Mone, UNESCO Field Security Coordination Officer and Deputy Chief of Security, has been assigned to act as UNESCO Events Security Coordinator. On the Host Country side, Mr. Marck Oduber, Science Liaison Expert from the Aruba Ministry of Education, Science and Sustainable Development, will act as the designated Senior Security Officer (SSO) for the Government of Aruba.
  In accordance with the UNDSS Framework for Accountability, the UN Designated Official for Aruba is responsible for the security of United Nations personnel, promises, and assets throughout the country and must be kept informed throughout the process. The name of the responsible officers for security shall be communicated to UNDSS by respectively the host country and UNESCO, not later than a month before the event.
20197513-05-201920197513-05-201902-05-2019
  
    IV
    ACCOMMODATION
  
  The Government of Aruba, shall ensure that adequate accommodation in hotels or residences is available at reasonable commercial rates for persons participating in or attending the Meeting, as well as for the Secretariat as detailed in the attached Statement of Requirements.
20197513-05-201920197513-05-201902-05-2019
  
    V
    MEDICAL ASSISTANCE
  
  
    
      1.
      In the event of emergencies, necessary first aid shall be provided by the Government of Aruba, within the conference area.
    
    
      2.
      For emergencies, the Government of Aruba, shall assist with immediate transportation and admission to a hospital.
    
    
      3.
      The costs of items set out in paragraphs 1 and 2 of this Article, as well as the medical insurance, will be at one's own expense.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    VI
    TRANSPORT
  
  
    
      1.
      The Government of Aruba, shall ensure the availability of transport between the international airport, the principal hotels and the conference area.
    
    
      2.
      The Government of Aruba, shall provide an adequate number of cars with drivers for official use by the Secretariat, as well as such other local transportation as is required by the Secretariat in connection with the Meeting, if needed.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    VII
    LOCAL PERSONNEL
  
  
    
      1.
      The Government of Aruba, shall appoint a liaison officer who shall be responsible, in consultation with UNESCO, for making and carrying out the administrative and personnel arrangements for the Meeting as required under this Agreement.
    
    
      2.
      The Government of Aruba, shall recruit and provide an adequate number of local staff such as translators, clerks, personnel for the reproduction and distribution of documents, sound operators, ushers, messengers, cleaners and other workmen required for the proper functioning of the Meeting as stated in the attached Statement of Requirements.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    VIII
    DAMAGE AND ACCIDENTS
  
  
    
      1.
      The Government of Aruba, shall be responsible for dealing with any action, claim or other demand against UNESCO or its officials and arising out of:
      
        
          a)
          Injury to persons, accidents, damage to or loss of property in the premises referred to in Article II that are provided by, or are under the control of, the Government of Aruba;
        
        
          b)
          Injury to persons or damage to or loss of property caused by, or incurred in using, the transport services referred to in Article VI that are provided by, or are under the control of, the Government of Aruba;
        
        
          c)
          The employment for the Meeting of the personnel provided by the Government of Aruba under Article VII.
        
      
    
    
      2.
      The Government of Aruba, shall indemnify and hold harmless UNESCO in respect of any such action, claim or other demand and shall bear the risk of damage to the premises, facilities and furniture.
    
    
      3.
      The competent authorities of the Government of Aruba, shall adopt at its own expense appropriate measures to ensure the protection, particularly against fire and other risks, of the above-mentioned premises, facilities, furniture and persons.
    
    
      4.
      The necessary insurance fee of participants should be paid by themselves.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    IX
    PRIVILEGES AND IMMUNITIES
  
  The Government of Aruba shall apply, in all matters relating to this meeting, the provisions of the Convention on the Privileges and Immunities of the Specialized Agencies. In particular, the Government shall ensure that no restriction is placed upon the entry into, sojourn in, and departure from Aruba of all persons, of whatever nationality, entitled to attend the meeting by virtue of a decision of the appropriate authorities of UNESCO and in accordance with the Organization's relevant rules and regulations, provided that the general conditions governing entry are fulfilled.
20197513-05-201920197513-05-201902-05-2019
  
    X
    VISAS
  
  The Kingdom of the Netherlands, through its Ministry of Foreign Affairs, shall facilitate the participants to participate in the Meeting to obtain the visas in time. Notwithstanding the provision of Article IX above, the Kingdom of the Netherlands, however, reserves the right to deny, irrespective of nationality, visas to individual participants for national security reasons and participants listed on the UN-sanction lists.
20197513-05-201920197513-05-201902-05-2019
  
    Xl
    SETTLEMENT OF DISPUTES
  
  
    
      1.
      The Parties will negotiate and cooperate with each other in good faith to resolve any disputes or conflicts that arise in connection with this Agreement.
    
    
      2.
      Any dispute not settled by negotiation or other agreed mode of settlement shall be submitted for final decision, at the request of either Party, to a tribunal of three arbitrators, one to be named by UNESCO, one to be named by the Kingdom of the Netherlands and the third, who shall be the chairperson, to be chosen by the first two arbitrators. If either Party fails to appoint an arbitrator within 60 days of the appointment by the other Party, or if these two arbitrators should fail to consent on the third arbitrator within 60 days of their appointment or nomination of the second one of them, appoint the chairperson, the President of the International Court of Justice may make any necessary appointments at the request of either Party.
    
  
20197513-05-201920197513-05-201902-05-2019
  
    XII
    FINAL PROVISION
  
  This Agreement and its Annex may be amended by mutual written consent by UNESCO and the Kingdom of the Netherlands, on behalf of the Government of Aruba.
  l further propose that upon receipt of your Government's confirmation in writing of the above, that this exchange of letters shall constitute an Agreement between the Kingdom of the Netherlands and UNESCO regarding the hosting of the Meeting, which shall enter into force on the date of your reply and shall remain in force for the duration of the Meeting and for such additional period as is necessary for its preparation and winding up, the total duration of this Agreement, however, is not to exceed one year.
20197513-05-201920197513-05-201902-05-2019
  Accept, dear Ambassador, the assurances of my highest consideration.
  FIRMIN EDOUARD MATOKO
  Assistant Director-General for Priority Africa and External Relations 
  UNESCO
  
    H.E. Mr Hans Carel Wesseling
  
  
    Ambassador
  
  
    Permanent Delegation of the Kingdom of the Netherlands to UNESCO
  
20197513-05-201920197513-05-201902-05-2019
20197513-05-201920197513-05-201902-05-2019
  
  
    Annex
    I
    The Fifteenth Session of the IOC of UNESCO Subcommission for the Caribbean and Adjacent Regions IOCARIBE (SC-IOCARIBE-XV) and Associated Sciences Conference Oranjestad, Aruba, 6 to 10 May, 2019
  
  
  
    STATEMENT OF REQUIREMENTS
  
  
    
      1
      Basis for evaluation
    
    
      
        
        
        
        
          
            
              1.1.
            
            
              Place of the Meeting:
            
            
              (Venue) Oranjestad, Aruba
            
          
          
            
              1.2.
            
            
              Dates:
            
            
              6 to 10 May, 2019
            
          
          
            
              1.3.
            
            
              Duration:
            
            
              5 Calendar days
            
          
          
            
              1.4.
            
            
              Approx. no. of participants:
            
            
              40 (including chief participants, representatives, observers and members of the Secretariat).
            
          
          
            
              1.5
            
            
              Working language:
            
            
              English/ Spanish
            
          
          
            
              1.6.
            
            
              Organization of work:
            
            
              Plenary sessions and working groups.
            
          
          
            
              1.7.
            
            
              Max. no. of organs Sessions Simultaneously:
            
            
              3
            
          
          
            
              1.8.
            
            
              Records:
            
            
              A draft report containing Action Items, as well as Resolutions and Recommendations, will be prepared by the IOC Secretariat, assisted by the Rapporteur, in English. Final Report will be produced in English and Spanish and distributed by UNESCO after the meeting.
            
          
          
            
              1.9.
            
            
              Documents:
            
            
              Approximate number of standard pages (originals) in English only: 100
            
          
          
            
              1.10.
            
            
              Before Meeting:
            
            
              50 copies of 50 pages of Meeting materials (working and information documents, action items, etc.)
            
          
          
            
              1.11.
            
            
              During Meeting:
            
            
              50 copies of 50 pages of Meeting materials1)
            
          
          
            
              1.12.
            
            
              After Meeting:
            
            
              100 copies of 50 pages
            
          
        
      
    
    
      1)This number includes 10-20 pages of the Draft Recommendations and 80-90 pages of national materials submitted by the participants for copying during the Session. IOCARIBE promotes paperless meetings and is committed to reduce the use of paper to the minimum.
  
  
    
      2
      Responsibilities of UNESCO
    
    
      
        2.1.
        Preliminary Arrangements and technical co-operation with host authorities.
      
      
        2.2.
        Preparation and dispatch of invitations and working documents.
      
      
        2.3.
        Cost of sound and vision equipment for the Meeting.
      
      
        2.4.
        Cost of travel and subsistence allowance for members of the UNESCO (IOC) Secretariat and IOCARIBE Secretariat.
      
      
        2.5.
        Simultaneous interpretation cost.
      
      
        2.6.
        Dispatch of documents and related freight from UNESCO Headquarters and the IOCARIBE Secretariat to the place of Meeting and return.
      
      
        2.7.
        Production and distribution of the final report after the Meeting.
      
    
  
  
    
      3
      Facilities and Services required at the place of the meeting, to be provided by the Government of Aruba
    
    
      
        3.1
        
          Security and protection
        
      
      The Government of Aruba shall be responsible for providing at its expense, such protection and security as may be required to ensure the efficient functioning of all pre-session meetings, meetings and sessions of the main conferences and any other meetings linked to the event, in a calm and serene ambiance and without interference of any kind.
      Such service shall be under the direct supervision and control of a senior officer to be designated by the Government of Aruba. He/she shall work in close coordination and cooperation, including at distance, with the senior security liaison officer and Event Security Coordinator (ESC) appointed by UNESCO for this purpose, so as to ensure a proper atmosphere of security and tranquility. On UNESCO’s side, Ms. Mary Mone, UNESCO Field Security Coordination Officer and Deputy Chief of Security, has been assigned to act as UNESCO Events Security Coordinator. On the Host Country side, Mr. Marck Oduber, Science Liaison Experts from the Aruba Ministry of Education, Science and Sustainable Development as confirmed by Aruba, will act as the designated Senior Security Officer (SSO) for the Government of Aruba.
      In accordance with the UNDSS Framework for Accountability, the UN Designated Official for Aruba is responsible for the security of United Nations personnel, premises, and assets throughout the country and must be kept informed throughout the process. The name of the responsible officers for security shall be communicated to UNDSS by respectively the host country and UNESCO, not later than a month before the event.
    
    
      
        3.2
        
          Premises
        
      
      
        
          3.2.1.
          1 meeting room with at least 50 seats at table arranged as school for the Conference and a Head Table with 5 seats (viewable to the Projector Screen) (all equipped with microphones, and with public address system (PA);
        
        
          3.2.2.
          1 meeting room with at least 40 seats at table arranged in “U” shape for the Session, and a head table (viewable to the Projector Screen) (all equipped with microphones, and with public address system (PA) for Chair, Vicechairs, Technical Secretary, IOC Executive Secretary, and 1 extra seat;
        
        
          3.2.3.
          2 smaller meeting rooms (for the IOCARIBE Officers and for Sessional Working Groups) with 15 seats at table, (no microphones required) available between 08h00 and 22h00 for the Session;
        
        
          3.2.4.
          1 office for the Secretariat accessible by the Secretariat staff between 08h00 and 22h00 during the dates of the meeting;
        
        
          3.2.5.
          1 office or workshop for the production of documents;
        
        
          3.2.6.
          Reception/document distribution counter.
        
      
    
    
      
        3.3
        
          Equipment and Supplies
        
      
      
        
          3.3.1.
          Adequate furniture for the premises mentioned above;
        
        
          3.3.2.
          Internal and external telephone connections;
        
        
          3.3.3.
          Video projector (for connection to PC), overhead projector in main conference room + projection screen (appropriate size according to size of the room);
        
        
          3.3.4.
          Laptop computer or PC in main conference room with software for PowerPoint presentations, with Internet connection (broadband min. 100 mbps) and connected to video projector, and laser pointer;
        
        
          3.3.5.
          Provision of wireless Internet connection for all participants in main conference room;
        
        
          3.3.6.
          1 personal computer with English keyboard and Internet connection, and 3 cables for connection of laptops to the Internet in the Secretariat room: (broadband min. 100 mbps);
        
        
          3.3.7.
          1 laser printer (personal or small office size, 20 ppm), in the Secretariat room, to be shared by 3 PCs;
        
        
          3.3.8.
          1 high-volume photocopying machine with power connections and necessary supplies (toner, paper) sufficient for approximately 2,000 copies;
        
        
          3.3.9.
          1 set of name blocks for Member States, Organizations Officers and Representative from the Local Government;1)UNESCO/IOC IOCARIBE Secretariat will provide a detailed list.
        
        
          3.3.10.
          1 Banner for the Session with logos (UNESCO, IOC, IOCARIBE, supporting national agency);
        
        
          3.3.11.
          Stationery and sundry office material;2)This includes: 2 flipcharts with pens, paper pads for participants with pens; equipment for poster panel exhibitions or other means for the displaying information for participant viewing, etc.
        
        
          3.3.12.
          Document folders and Badges;
        
        
          3.3.13.
          20 table microphones connected to the interpretation service;
        
        
          3.3.14.
          Coffee Breaks for 40 pax (2 daily) for 5 days;
        
        
          3.3.15.
          Lunch for: i) First day 100 pax; ii) 40 pax from 2nd to 5th day (4 days). Including 15 pax Ref. 3.5.1.).
        
      
    
    
      
        3.4
        
          Local Personnel
        
      
      
        
          3.4.1.
          Liaison officer to co-ordinate the services and facilities to be provided by the host authorities, in co-operation with the UNESCO (IOC) Secretariat;
        
        
          3.4.2.
          Sufficient staff to provide a full range of administrative functions, including registration, document photocopying and distribution, meeting room logistics, information technology assistance, and designated technical operator of presentation equipment.
        
      
    
    
      
        3.5
        
          Accommodations and Transport
        
      
      
        
          3.5.1.
          Provision from the Government of Aruba of 15 rooms for international delegates including meals (breakfast, lunch (included in 3.3.15), dinner);
        
        
          3.5.2.
          Reservation of a sufficient number of suitable hotel rooms for all participants, observers and members of the Secretariat, at their own expense;
        
        
          3.5.3.
          Advance distribution of detailed information on local conditions and arrangements, including transport;
        
        
          3.5.4.
          Arrangements for the reception of Delegates upon arrival (airport) and on departure and transportation between their points of arrival and departure, and between their hotels and the place of the meeting.
        
      
    
    
      
        3.6
        
          Simultaneous Interpretation
        
      
      
        
          3.6.1.
          Quotes from local providers for
          
            
              3.6.1.1.
               Simultaneous interpretation in English/Spanish for the Session and the Conference.
            
            
              3.6.1.2.
               Interpretation Equipment
            
            
              3.6.1.3.
               A minimum of 2 Interpreters and 1 technician
            
          
        
      
    
    
      
        3.7
        
          Freight
        
      
      All documents and exhibition materials imported for the purpose of the meeting will be addressed (to be added by host country representative/institution) who will be in charge of making arrangements for diligent custom clearances and delivery to the meeting place.
    
    
      
        3.8
        
          Reports and Publicity
        
      
      
        
          3.8.1.
          Press releases about the meeting should be prepared by the Local Organizing Committee
        
        
          3.8.2.
          Local Organizing Committee should contact in advance the media and invite them to attend the opening of the Session.
        
      
    
  
20197513-05-201920197513-05-201902-05-2019
20197513-05-201920197513-05-201902-05-2019
  
  
    Nr.
    II
  
  
  PERMANENT DELEGATION OF THE KINGDOM OF THE NETHERLANDS TO UNESCO
  30 April 2019
  Dear Mr Matoko, 
  I have the honour to refer to your letter reference IOC/VR/19.034/CT/KY/lc of 15 April 2019, relating to an Agreement to be concluded between the Kingdom of the Netherlands, on behalf of Aruba, and the United Nations Educational, Scientific and Cultural Organization (UNESCO) concerning the fifteenth session of the IOC (of UNESCO) Subcommission for the Caribbean and Adjacent Regions IOCARIBE (SC-IOCARIBE-XV) of the Intergovernmental Oceanographic Commission (IOC) and the Associated Sciences Conference (hereafter: “Meeting”), which is scheduled to be held in Oranjestad, Aruba, from 6 to 10 May 2019, which letter reads as follows:
  
    [Zoals in brief Nr. I]
  
  I am authorized by the Kingdom of the Netherlands, on behalf of Aruba, to state that it agrees to the proposals formulated in your letter of 15 April 2019, regarding the organization of the Meeting. Furthermore, I am authorized to state that the Kingdom of the Netherlands, on behalf of Aruba, considers your letter and this reply as together constituting an Agreement between the Kingdom of the Netherlands, on behalf of Aruba, and UNESCO in respect of the Meeting.
  The Agreement shall enter into force on the date of this reply and shall remain in force for the duration of the Meeting and for such additional period as is necessary for its preparation and winding up, the total duration of this Agreement, however, not to exceed one year.
  Please accept, Mr Matoko, the assurances of my highest consideration.
  Yours sincerely,
  H.E. Mr HANS CAREL WESSELING
  Ambassador
  Permanent Delegate of the Kingdom of the Netherlands to UNESCO
  
    Mr Firmin Edouard Matoko
  
  
    Assistant Director-General for Priority Africa and External Relations
  
  
    UNESCO
  
  
    7, Place de Fontenoy
  
  
    75352 Paris
  
20197513-05-201920197513-05-201902-05-2019
20197513-05-201920197513-05-201902-05-2019

20197513-05-201920197513-05-201902-05-2019