designated to ensure the best communication between participants. The reports and IHO documents relating to RHC activities shall be in at least one of the official languages of the IHO. For correspondence with the Bureau, one of the official languages of the IHO shall be used. 6. A representative of the Bureau shall be invited to attend meetings of RHCs. 6bis RHCs shall assess regularly the hydrographic capacity and requirements within their region. 7. Chairs of RHCs shall report to the I.H. Conference on RHC activities, hydrographic capacity and requirements within their region, future plans and the agreed key targets that support RHC tasks detailed in the IHO Work Programme. The Chairs of RHC’s shall also submit an annual report to the IHB indicating progress made against the agreed key targets in the IHO Work Programme for general dissemination. Between sessions of the IHC, reports of studies or other activities, which may be considered of general interest to all IHO Member States, shall be sent by Chairs of RHCs to the Bureau for general dissemination. 8. The following structure is to be used for National Reports made to those RHCs that wish to receive such reports: Structure for National Reports to Regional Hydrographic Commissions Executive summary 1. Hydrographic Office / Service: General, including updates for the IHO Yearbook e.g. reorganization 2. Surveys: Coverage of new surveys New technologies and /or equipment New ships Problems encountered 3. New charts & updates: ENCs ENC Distribution method RNCs INT charts National paper charts Other charts, e.g. for pleasure craft Problems encountered 4. New publications & updates: New Publications Updated publications Means of delivery, e.g. paper, digital Problems encountered 5. MSI: Existing infrastructure for transmission New infrastructure in accordance with GMDSS Master Plan Problems encountered Note : Use the WWNWS template for this section
Procedure for Selection of Commission Representative(s) on the IHO Council The Commission representative(s) on the IHO Council will be elected by postal vote once the number of seats allocated to the Commission and the names of States eligible for selection have been advised by the Secretary-General in accordance with Article 16(b) of the IHO General Regulations. The election will be conducted according to the procedure set out below. Representing the Commission on the IHO Council is an important responsibility, as it is a primary means of communication and involvement by the MACHC in IHO matters. Thus, it is important that the Commission be served by knowledgeable, willing and capable representatives to the IHO Council. Member States representing the Commission on the IHO Council must be prepared to meet their responsibilities, both in terms of time required and financial expenses. The following provides guidelines and procedures for selecting the Commission Representatives on the IHO Council: 1. Nomination Any Full Member of the Commission who wishes to nominate as the regional representative to the Council is to submit their nomination to the Chairman with copies to the Secretary General of the IHO and all Full Members of the Commission at least six months before an Assembly (refer Article 16(b)(iii) of the IHO General Regulations). Within one week of receipt of advice from the Secretary General (three months before the Assembly – refer Article 16(b)(vi) of General Regulations) the Chair of the Commission will act as follows: Either If the number of nominations is equal to or less than the number of Council seats allocated to the Commission, issue a MACHC Circular Letter advising the Member State(s) that will represent the MACHC at Council; Or If the number of nominations is greater than the number of Council seats allocated to the Commission Issue a Voting Paper by a MACHC circular letter to all Full Members of the Commission detailing: the number of Council seats allocated to the Commission, the nominations, closing date for return of completed voting paper (30 days after date of issue). 2. Voting Procedure Each Member marks their preferred candidate State(s) (according to the number of seats allocated) on the voting paper and returns it to the Chair of the Commission by the due date (see example of voting paper in Appendix 1), In the case of a tied result, the Chair will cast the deciding vote, The Chair will advise the outcome of the election and the details of received votes through a MACHC circular letter within two weeks of the closing date for voting.